UNIVERSITY OF CENTRAL FLORIDA
Finance & Accounting
Offline Journal Entry
Overview
The Spreadsheet Journal Entry feature facilitates rapid data entry using Microsoft
Excel giving you the ability to arrange and configure the data you wish to use in your
spreadsheet.
The Spreadsheet Journal Entry streamlines journal processing and simplifies journal
data entry. The interface provides you with an easy-to-follow menu for entering data,
specifying defaults, and choosing import options.
Flair vs. PeopleSoft
Account/Org (seven digits) = Department/Project (eight digits)
Department = Fiscal Year-to-Date
Project = Life-to-Date
Object code (six digits) = Account code (six digits)
Expenditures begin with a seven (7xxxxx)
Revenue begins with a six (6xxxxx)
Setting Up Your Workstation
Importing spreadsheet journal entries requires three files in the same directory
anywhere on your hard drive (DO NOT SAVE ON YOUR DESKTOP). The first
file, UCF JournalTemplate.xls, is the control page you use to create and maintain
journal sheets. The two other files are the Message Log Template and the Compiled
Macro Sheet for creating and importing journal lines and headers. These three files
are located on the F&A website at
http://www.fa.ucf.edu/auxiliary/offline_journal_entry/offline_journal_entry.cfm.
F&A Form 41-910 (09/06)
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OFF-LINE JOURNAL ENTRIES
This form should be downloaded to your local drive - do not open it directly from your
browser. Downloading spreadsheet journal entries requires three (3) files in the same
directory on the local drive of your computer. The first file, UCF Journal Template
Prod.xls, is the control page you use to create and maintain journal sheets. The two other
files are the Message Log Template and the Compiled Macro Sheet for creating and
importing journal lines and headers.
To download, right click on each link on the Web page and then click Save Target As:
File Name
Description
UCF Journal Template Prod.xls
Journal Workbook
GLLOG.XLT
Message Log Template
JRNLMCRO.XLA
Compiled Macro Sheet
Copy each of the three files onto the same directory on your local drive by right clicking
on the link and choosing “save target as” for each file, one at a time.
NOTE: IT IS VERY IMPORTANT THAT THE FILE EXTENSION FOR EACH
OF THESE FILES BE SAVED CORRECTLY AS FOLLOWS (if your computer
does not show the correct file extension (.xxx), change it as shown and then click on
save):
UCF Journal Template Prod.xls
GLLOG.xlt
JRNLMCRO.xla
Close the ‘save as’ window after you get the message “Download Complete” (this should
only take a few seconds). Repeat the same process for the other two files.
DO NOT OPEN ANY OF THESE FILES FROM THE WEB – close the F&A
website (or save the instructions on your hard drive if you desire by clicking on the link
saving the instructions and then close):
Click here to view the Off-line Journal Entries User's Manual.
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Setting Workbook Defaults
There is an initial setup that only needs to be performed once.
1. Open Microsoft Excel on your workstation. Then, from the toolbar, click
Tools > Add-Ins, then click the Browse button.
2. Navigate to the directory where you stored the JRNLMCRO file. Select
this file and click OK and Yes.
3. Click OK again.
4. From the toolbar, click Tools > Macro > Security to display the Security
dialog box:
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5. Select the Medium radio button and click OK (above) to close this
window.
You are now ready to create some entries.
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Refreshing Chartfield Macros
If the speed type or account code is not valid in your Offline Journal spreadsheet,
your macros may need to be updated (this information is refreshed each evening
on the web).
1. Open the UCF JournalTemplateProd.xls file from your directory to display the
following page:
2. In the section marked “Update” click on each of the Account Crosswalk
making sure that you have internet access. The above screen should appear:
Right click on the link to download the Account Crosswalk:
Account Crosswalk
After downloading, please click the button below to close this window.
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3. Right click on Account Crosswalk then ‘save target as’ and save (accept the file
name in the window.)
4. Click yes to save. You will get a message Download Complete, click on close
two times and yes to close.
5. This should take you back on the Spreadsheet Journal Import main page you
will need to click on the Dept Crosswalk and Project Crosswalk and begin again
in stop # 2 for each.
6. Finally click on the Update Speed Types and the following message will
appear:
7. Click on OK, to make sure your spreadsheet is using the most current speed
type information available.
Entering Journals
After setting your options and workbook defaults, you are ready to enter journals
using a copy of the Template Worksheet that is part of the journal workbook.
The buttons on this worksheet are described in the table below:
1. Open the UCF JournalTemplateProd.xls file from your directory to display
the following page:
2. Use the following worksheet buttons to perform tasks governed by the
Control Worksheet. These buttons are divided into three groups as
shown in the following table:
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Button
Description
General
Setup
Activates the Define Options and Defaults dialog box. Using this
dialog box, you can set journal header defaults, import options,
message logging options, online import controls for the workbook,
and general options.
Notes
Displays the Notes worksheet in the workbook for “scratch paper” to
enter instructions, calculations, notes etc.
Journal Sheets
New
Inserts a new journal sheet. You can add as many journal sheets as
necessary and enter as many journals on each sheet as you like.
Edit
Selects a specific journal sheet from a list of journals sheets in the
workbook to edit.
Delete
Selects one or more journal sheets in the workbook to delete.
Copy
Copies a selected journal worksheet to a new name.
Import Journals
Import Now
Imports one or more journal sheets.
Write File
UCF will not use this functionality.
3. Click the Setup button to display the Define Options and Defaults page.
Leave Blank
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4. The Business Unit, Ledger Group, and Source values should default.
5.
6.
7.
8.
9.
10.
The Date will default to the current date and your PeopleSoft User ID. If
you enter the letters in lower case, they will be converted to upper case
when the journal is uploaded.
Accept the defaults for the Enable Multibook (as shown above already
selected) and AutoGen Lines (selected) checkboxes.
Accept the language default under General Options.
Accept the defaults under Message Options for the Log Successful and
Error Messages and Display Messages Online checkboxes (as shown).
Leave the Document Sequencing section blank. UCF does not use this
functionality.
In the Online Import Control section, accept the default Address, Do
not enter your PeopleSoft User ID, and accept the default option of
Keep import status as Import. This option will allow you the ability to
re-import your journals. Note that you can override journal import status
at the sheet level for all journals on that worksheet or for journals selected
from a list.
Click OK. The following warning message displays:
11. Click Yes. You will be brought back to the Control page of the
Spreadsheet Journal Import. Click the New button. The following
dialog box displays:
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12. Enter a Journal Sheet Name (generally this is the same name as the journal
id) and click OK. The following displays:
Naming convention:
XXXX
MM DD
01
st
1 four digits of Dept/Proj., Month, Day, Sequence #
Note: If you have more than one person in your department processing any
IDIs, assign sequence numbers, for example 01-30, 31-60, 61-99.
The buttons on this worksheet are described in the table below:
Button
*
Description
Returns you to the Control Worksheet.
Opens the Import Journals Now page.
*(header section)
Displays the New Journal Header page which you use to add a new
journal header with its own defaults.
Allows you to select the journal header you wish.
*
Allows you to edit a journal header. Select the journal header
(highlight it) and click Ok.
Allows you to copy a journal.
*(header section)
Allows you to delete a journal.
Changes the import status of a journal.
(line section)
Adds a journal line.
(line section)
Deletes the journal line where the cursor is currently located.
Allows you to copy a block of lines for the journal whose header is
displayed at the top of the page
Allows you to delete several lines within a range at one time.
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Button
Description
Run Total
Select to view a running total of the journal which will appear next to
the Speed Types button. An Out of Balance or Balance Entry
message will appear next to the total.
Account
Select to view a drop-down box of valid values.
Alt Account
When Account is populated from the drop-down box, the
corresponding Alternate Account value will be populated under this
button.
DeptID/Project
Select to view a drop-down box of valid values.
Speed Types
When DeptID or Project is populated from the drop-down box, the
corresponding Fund and Program values will be populated under
this button.
13. Under the Header section, click on plus sign (
) button. The Journal
Header will display with the information that was entered on the Define
Options and Defaults page.
Required fields are the Journal ID, User ID, Effective Date (will default)
and Description.
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14. Enter a Journal ID, your PeopleSoft user ID and Description.
The Journal ID is a 10 digit alphanumeric field. The first 4 digits are the
beginning prefixes of your department/project series. The next four digits
will be the current date MMDD. The last two digits will be the journal
number that you are generating for that day. For example, Human
Resources would generate a Journal ID 0510070101. IMPORTANT: Do
not duplicate the same number within the same day or the system will
overwrite your original entry.
The Description field will be used to identify the individual sending the
journal - begin by entering your GroupWise User ID, then describe the
reason (what and why) you are creating the journal. This field is 70
characters so you can be specific on your details. If your description lacks
detail, your journal could be sent back for additional information. DO
NOT USE ANY SYMBOLS.
15. Click OK.
16. Under the Line section, click the plus sign (
) button. A line will
appear.
17. Enter the Account number, then click the Alt Account tab to display the
Unit (UCF01), Ledger (ACTUALS), and Alt Account Number in their
respective fields.
18. Enter the Dept/Project number in the respective column. Click the Speed
Types button to display the Fund and Program numbers.
Note: All charges to a Dept/Proj. need to recorded as a positive amount. All benefiting
amounts for a Dept/Proj. (including revenue) are recorded as a negative amount.
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19. Click the plus sign (
) button again to add another line.
20. If you want to add a block of lines, click
.
21. Enter the desired number of lines. For example, if you have a separate
spreadsheet with 50 lines, enter 50 to open up 50 lines and copy the
information from your other spreadsheet over (column by column).
Repeat the entry of data until the journal is complete (maximum 200 lines per
journal) and check the following:
The journal header contains a business unit (UCF01) and ledger group (Actuals).
Data is entered in the proper fields and in the proper format.
All lines have a valid department or project (clear the program and fund, then click on
the speed type – any rows with blank data are invalid) and account code (click on the
alternate account).
All entries equal zero (click on the ‘Run Total’ button to make sure the entry is in
balance).
When you are finished, save the worksheet in a desired directory on your
computer. Be sure to save the worksheet under a different name so the template
is not changed.
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Reviewing Your Journal
Once your Offline Intra Unit Transfer is complete review it for the following
items to avoid a delay in posting due to incomplete/incorrect information:
1. Have you refreshed the Chartfield macros (instructions follow – pg 5) this
week?
2. Are you authorized to charge the departments/projects listed in this journal
(exception Auxiliary Units)?
Journal Header:
3. Have you used the standard naming convention DEPTMMDDXX or
PROJMMDDXX? Do not be concerned if your Journal ID does not
display the first zero.
4. Does the Journal Date = the current date?
5. Does the Source = IDI (earlier versions on the web did not have this value).
If your journal does not default to IDI please update your template.
6. Does the User ID = your authorized PeopleSoft User ID in the initial setup
of your template?
7. Does the Description field begin with the GroupWise User ID or first
initial and last name of the person sending the journal? Make sure a
sufficient description is provided to describe the reason for the journal,
including any reference information (i.e. to correct the account code used on
AP00000012 to the proper code used on 070103).
Transactions involving Contracts and Grants may require additional
documentation, most of these requirements may be satisfied by simply
referencing the original journal number and date. However, if you have
additional documentation send it to Finance & Accounting, 12424 Research
Parkway, Suite 300, zip +4 0975 and reference the PeopleSoft journal number
and date to which it applies. Record journal number (JID#) on the upper
right hand corner on the first page for the backup you are submitting to
F&A.
Journal Lines:
8. Have you verified that the total of the journal equals 0.00 by clicking Run
Total?
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9. Departments must be entered in the department column and projects must be
entered in the project column. Have you verified chartfield data is correct by
clicking on the Alternate Account and Speed Types buttons?
10. Have you verified that only revenue (6xxxxx) or expenditure (7xxxxx)
account types have been used? Generally you should credit the same type of
account codes as you debit (exception Auxiliary units).
11. Important: Never use the account code 112000 (Cash) on an IDI since no
check is issued.
Additional Tips
1. Do Not Unprotect your Worksheet!
2. Save your Journal template after you have done your initial setup and have
refreshed your chartfields.
3. Include only one Journal sheet in each Journal Template.
4. Include only one Journal Header per Journal sheet.
5. Do not use any revenue (begins with a 6) account for any E&G departments.
E&G departments are identified by the fund code 10001.
6. Do not use any department where the 5th digit in that department equals a two
unless you wish to move salary dollars.
7. When using account 726901 (Travel Advances) you must include the Empl. ID.
in the Open Item Key column.
8. If the fund code begins with 51, then you must enter the year in the budget
reference column.
Completing Your Journal
Once your Intra Unit Transfer is complete, save it under the journal name you
used on the journal header (above) on your computer so that your template
remains unchanged and do the following:
1. E-mail the file as an attachment to Finance & Accounting at
[email protected]. F&A will post all journals received within 2 business
days if received by 4:00 pm. (or 3:00 p.m. on the last business day of the month).
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2. Your journal will be reviewed and edited to ensure that all information is valid
and appropriate. Any exceptions will be noted and you will be contacted via email if changes are required. It is your responsibility to make any required
changes and then to resend the journal to begin the process again.
3. You should be able to query the system to see the journal and all details after
posting. If you do not see the journal posted within three business days please
resend it to [email protected] and note that this was previously sent and you
have not seen it posted. It is your responsibility to ensure that your journals have
posted.
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PeopleSoft Navigation to Locate Your Journal
1. Navigate to:
General Ledger > Review Financial Information > Journals.
2. If this is the first time you are searching, click the Add a New Value tab and type
an Inquiry Name in the field provided, then click the Add button.
3. Insert the Ledger Criteria on the Journal Inquiry page.
Note: all fields marked with an asterisk “*” are required.
4. If you know your Journal ID, enter it, and then click the search button.
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5. Click the Journal ID to view the Journal. See journal date posted.
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