Financials Suite PeopleSoft Training Manuals
Algonquin College
Journal Creation and Approval Guide v 8.9
Updated: August 2014
Table of Contents
1. Journal Entry ............................................................................................................................2
1.1
Entering a Journal Entry (JE) ............................................................................................. 2
1.2
Example Activity .................................................................. Error! Bookmark not defined.
1.3
Submitting a Journal Entry for Approval .............................................................................. 4
1.4
Month End Journal Entry ................................................................................................... 6
2. Journal Entry Approval .............................................................................................................7
2.1
About Approvals ............................................................................................................... 7
2.2
Worklist .......................................................................................................................... 7
2.3
Approving a Journal Entry ................................................................................................. 8
2.4
Recycling & Denying a Journal Entry ................................................................................... 9
3. APPENDIX A – SEARCHING FOR A JOURNAL ENTRY TO VIEW OR PRINT ...............................10
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Journal Creation and Approval Guide v8.9
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1.
Journal Entry
1.1
Entering a Journal Entry (JE)
All of the Journal Entry Pages are accessed through the General Ledger Home Page. Journal Entries in
PeopleSoft consist of a Header and Entry Lines. The Header contains information that uniquely identifies
the Journal – Business Unit, Journal ID, Journal Description and Journal Date. The Entry Lines Page records
the transactions making up the Journal Entry – i.e. the debit and credit amounts and the associated
ChartFields.
Journal Entry is made up of a group of five Pages:





Header
Lines
Totals
Errors
Approval.
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
Click Add to create a new entry
PLEASE ENSURE YOU BACKDATE YOUR MONTH-END OR YEAR-END JOURNALS TO THE PRIOR
PERIOD. ( Eg. Entering on February 1 for January work – choose January 31 before clicking ADD)
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1.1.1
Journal Entry Header
A Long Description field is provided to allow for a detailed description of the Entry if required. The field
has a record length of 254 characters. Please refer to the document PS Online Journal Entries for more
information on the use of journal entries and appropriate descriptions.
Entry of the description is required. The balance of this listing is for your information only.
Source indicates the approver required. Journal creator default for Journal Source will have been set-up.
For workflow each user will have their route identified by the source and you may choose the approver.
The balance of the fields and hyperlinks should be accepted as delivered.
1.1.2
Journal Entry Lines
Journal Entry lines record the monetary amounts and the ChartField values (account, fund and
department) associated with each transaction.
Header information is brought forward to the entry Line Page for reference purposes
To aid in balancing the journal, a running total of the number of Lines, the total Debits, total Credits, and
Status of the journal display in the bottom portion of the Lines Page. Only balanced entries can post to
balanced actual ledger.
Status shows the status of the Journal Edit checks and posting. The five statuses are:





N = Not edited
V = Valid
E = Error
P = Posted
U = Unposted
Journals via workflow are normally entered, saved, edited and submitted for approval using the Process
drop down box. Posting is done later in Finance after the journal is approved.
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Enter the account (object code), fund (00), dept (cost centre) and amount for each line of
the journal entry. Balance sheet accounts, as above, do not include a dept.
Enter the journal line description at your discretion. It is an optional field for your reference. If it
is not populated it will default to the name of the account.
After the first journal line has been entered adding a row (+) will provide additional lines for the
entry of the ChartField values, amounts, and line descriptions.
Edit journal – will edit and budget check the journal. (It can still be amended before posting).
Journal status should be “V” for valid after editing. Click “process”
The journal entry has now been saved and edited. Check that the journal status and budget status
are both “V” for verified on the bottom of the page.
Please see 1.2 for how to submit your journal entry.
The journal can also be copied, deleted, refreshed and printed using the Process drop down list.
Print Journal. (see Appendix A for how to print a journal entry)
Copy Journal to a new journal.
Delete Journal - the current journal.
Refresh the Page - if the process is complete, the Page will automatically refresh with the results of
the Edit Budget Check and/or post.
1.2
Submitting a Journal Entry for Approval
All Journal Entries must be approved. In order to approve a journal entry, the process as identified in the
flow below is followed.
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When the journal entry preparer has finished the journal entry, the next step is to edit and budget check
the entry. From the ‘Process’ list box select Edit Journal and then click Process. If the journal has no errors
(Journal and budget status is equal to ‘V’), then the journal can be entered into workflow for approval.
From the ‘Process’ list box select Submit Journal and then click Process.
NOTE: If you do not submit a journal, it can not be approved and will not be posted.
To verify that your journal has been submitted to workflow, and to your approver:
Click on the APPROVAL tab.
Verify your name appears beside “INITIATED”
Underneath “INITIATED” the word “PENDING” should appear
The Approval Status is PENDING APPROVAL
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Journal Entry is now complete for the preparer. The next step is for the Approver to sign in, review and
approve the journal entry.
1.3
Month End Journal Entry
A month end journal entry created within the first few day of the new month for recording activity of the
previous month should be entered using the following steps. Example: January month end is closing
February 4. A journal entry is being created February 3 to record a January transaction:
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
Business Unit: ALGON
Journal ID: accept default next
Journal date: journal date will default to today’s date
Click on the calendar icon
and select the last day of the previous month (e.g. January 31).
Click ADD
Journal entry will be created with the date of January 31 – automatically putting it into the January fiscal
period.
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2.
Journal Entry Approval
This section discusses the Journal Entry approval process, some of the approval terminology, and explains
what an Approver should check when completing their approval.
2.1
About Approvals
Journal Entry approvals are completed in PeopleSoft using Workflow. Workflow allows for Journal Entries
to flow (or route) automatically from a preparer (Clerk, Analyst, etc), to an appropriate approver.
2.2
Worklist
The central point of administering approvals is the Worklist. The Worklist is PeopleSoft’s list of “things to
do”. You should check your Worklist regularly, as items can appear on your Worklist at anytime that
equire your action.
You access your Worklist by logging onto PeopleSoft, and clicking the Worklist link on the top of the page.
Once you click on the Worklist, you will see the list of items on your Worklist requiring your action. You’ll
notice the following information:
Heading
Description
From
This is the name of the person that submitted the journal entry to
you for approval.
Date From
This is the date the Journal Entry was submitted
Work Item
This will always be Journal Approval
Worked by Activity
This will always be Approve/Deny Journal
Priority
This allows you to prioritize your Worklist and sort according.
Link
This is the link that will take you to the page required for approval
Marked Worked
Do NOT click on this link. It will remove the link from the
page and does NOT approve the journal.
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2.3
Approving a Journal Entry
Click on the LINK for the Journal Entry approval and you will be taken to the Journal Lines page to review
the journal entry.
Important: Review all the information on this page, taking note of Account, Fund, DeptID, Debit Amount,
Credit Amount and the Descriptions. This is the detailed information on the journal entry and is what you
are actually approving.
If you are satisfied with all the information, from the ‘PROCESS’ list box select “SUBMIT JOURNAL” and
then click Process
. If you then click the Approval Tab, you will be taken to the following page.
This page shows that the Journal Entry has been Approved to Post, and the approval process is complete.
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2.4
Recycling & Denying a Journal Entry
Although the system has the functionality to recycle or deny a journal entry, please ensure you
contact the originator directly by phone or email and let them know. They can then amend or
delete the journal. Journals that have not been approved cannot be posted.
Recycling or Denying the journal entry on line is not required.
If the approver is not happy with the Journal Entry, they have the option of Recycling or Denying the
Journal Entry. Recycling it returns the Journal Entry to the previous user. Denying the journal entry
does not reroute the journal entry back through workflow.
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3.
APPENDIX A – SEARCHING FOR A
JOURNAL ENTRY TO VIEW OR PRINT
STEP 1:
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
Find Journals Created:
Click “Find an Existing Value” Tab
Business Unit
ALGON
Journal ID
Change “begins with” to “contains”
Journal ID
Enter journal number if known
Journal Date
Blank
Line Business Unit
Blank
Journal Header Status
Blank
Budget Checking Header Status
Blank
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Source
Enter users source code or blank
Search
Click “Search”
Open Journal Entry
Click on “Journal ID” Hyperlink
TO VIEW
Click on any Tab to view information
required.
If you wish to print , continue :
TO PRINT
Click on “Lines” tab
Print Journal
Click on “Process” drop-down menu and
select “Print Journal”
Run Process
Depress “Process” pushbutton
Continue on to Step 2 for
Printing JE
STEP 2:
Navigation: Reporting Tools > Report Manager (or you can use the hyperlink on the page)
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Find Journal To be Printed:
Defaults to “List” Tab
Click on ADMINISTRATION Page
To Print the Report:
Select “REFRESH” until posted
Click on Report name Hyperlink
Click “Page Setup” to change orientation to
landscape
PRINT as required
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