Creating a Journal in UCF Financials
This Addy Note explains how to create a journal in UCF Financials and what to do after your
journal has been approved, denied, or placed on hold.
Creating a Journal in UCF Financials
Step
Action
1.
Navigate to: General Ledger > Journals > Journal Entry > Create/Update
Journal Entries.
2.
Change the default Journal ID from NEXT to the appropriate ID using the
following naming convention: XXXXMMDD01. These numbers represent the first
four digits of your department or project, the month, day, and two-digit sequence
number.
Note: If you are creating more than one journal in the same day, be sure to change
the sequence number of the new journal or the new journal will overwrite your older
one.
Addy Note_ Creating a Journal in UCF Financials
4/6/2017
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Step
Action
3.
Click Add.
4.
Enter a description in the Long Description field starting with the first letter of your first
name and the complete last name.
5.
In the Long Description field, explain why you created the journal.
Note: Be specific and thorough or you may run the risk of having your journal sent
back to you. Keep in mind that there is a 254-character limit when entering the long
description.
6.
Verify that Ledger Group defaults to ACTUALS. If it does not, enter it into the
field.
Addy Note_ Creating a Journal in UCF Financials
4/6/2017
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Step
7.
Action
Enter the appropriate ID in the Source field.
•
•
Enter IDS (Inter- Departmental Sales) only if you work for Business Service
or Facilities Planning.
Enter IDI (Intra- Departmental Invoice) if you work for any other department.
8.
It is required that you attach any and all documentation that justifies the creation of a
journal. To do so, click the Attachments link.
9.
Click the Add Attachment button.
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4/6/2017
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Step
Action
10. Once you have located the correct file, click Upload.
11. Click OK.
Note: It is recommended that you wait until you’ve completed the Lines tab before
adding an attachment. This way, you can save your work and not lose it if the
attachment causes an error.
12. Click the Lines tab.
13. Enter the number of additional lines needed into the Line to Add field.
Note: Each journal must balance and net to zero, so you must add at least one more
line in order to enter the other side of this transaction.
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4/6/2017
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Step
Action
14. Click the Add button (+).
Note: If you add too many lines, select the line’s check box and click the Delete
button (-).
15. For each line, enter the SpeedType (department or project number), then press Tab.
Continue entering the following fields for each line: Account, Amount, and Journal
Line Description.
Note: For a negative amount, simply enter a minus sign next to the amount. You do
not need to put parenthesis.
16. Accept the Process drop-down default, Edit Journal, and click the Process button.
Addy Note_ Creating a Journal in UCF Financials
4/6/2017
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Step
Action
17. Click OK to confirm that the journal is saved.
Note: The system generates duplicate lines. You’ll also notice the journal amounts
double in the Totals section. This is normal and does not impact your journal
totals.
18. Verify that the Journal Status and Budget Status are both V for Valid.
Note: If your Journal and Budget Status are different, view the Addy Note
Understanding Journal Errors.
19. Click Save.
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4/6/2017
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Step
Action
20. At this point in the journal creation process, you must have the reviewer from your
department review the journal before you submit it to Finance and Accounting for
approval.
Note: Departmental review can include an approval of your journal, but there is no
system-related method for your reviewer/approver to signal approval. The
departmental review/approval process takes place outside of UCF Financials, either
verbally or via email.
21. After departmental review, return to the journal, select the Approval tab, and click
Submit.
22. The Journal is now in Pending status, and the approver(s) will approve, deny, or
place the journal on hold.
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4/6/2017
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Understanding the Approver’s Decision
After the department review and submission of your journal, the approvers make a decision to
approve, deny, or place your journal on hold. Regardless of their decision, you will receive a
worklist notification and, depending on your communication preferences, an email notification
regarding your journal. If your journal is approved, it does not require further action. However, if
your journal is placed on hold or denied, follow the directions below.
Step
1.
Action
Access and click the appropriate link in your in-box.
Note: If you are accessing an approver’s decision through your worklist, click
Worklist in UCF Financials and locate and click the appropriate link.
2.
Enter your User ID (myUCF username) and Password.
3.
Click Sign In.
4.
Click the Approval tab.
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4/6/2017
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Step
Action
5.
Notice how the status changed from Pending to Denied or was placed on Hold.
6.
Click the Comment bubble.
7.
Review the Approver’s comments and make the appropriate changes.
8.
Once you’ve made the appropriate changes, click the Lines tab.
9.
To re-process the journal for approval, ensure that Edit Journal is selected from the
Process drop-down list and click the Process button.
10. Click OK.
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4/6/2017
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Step
Action
11. Click the Approval tab.
12. Click Submit.
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