Understanding PeopleSoft Standard Journals
PeopleSoft Standard Journal Entries (SJEs) provide functionality to automate the scheduled recurring entry of similar or identical journals. This job aid explains
how to define and review Standard Journals. This feature is inappropriate for time sensitive journals. If you require an urgently approved and posted journal,
enter it using the Create/Update Journal Entries component. The Standard Journals process begins by defining a schedule using an existing journal or a new
model journal:
Journal Preparer enters or
identifies the model journal
Journal Preparer defines the
Standard Journal's type and
schedule of recurrance
using the Define Standard
Journals component
System runs nightly Create
Standard Journal Entries
process and creates
scheduled journal entries
Journal Preparer Reviews
and completes each systemgenerated journal, then runs
the Edit process before
Submitting the journal for
approval
Rules and controls surrounding SJE Model journals:
•
•
The following source codes are excluded and cannot be used as
models:
• 326, 426, 516-518, 533, 536, 537, 538, 53E, 53M, 536,538, 53E, 53M, 566, 576, and 625 Sub-System and
Automated Journals
• 545, 547, and 555 Cost Transfer Journals
• 556, 5A0-5ZZ Recharge Journals
• 320 and 323 Cash/Credit Journals
Preparers may only choose model journals that they originally
created
There are four types of Standard Journals:
Type
Use
Recurring on
a Schedule
For repetitive transactions charging the same
amounts to the same chartfield combinations.
• Monthly estimated depreciation
• Standing accruals
• Malpractice Expense Allocation
Template to
be Completed
For regular, periodic transactions that charge
the same chartfield combinations using
varying amounts.
Once defined, you can schedule journal
entries automatically on predetermined dates.
• Recurring items like:
o Allocations
o Assessments
o State Educational Appropriation
Spread Across
Periods
For spreading an entire balance
proportionately throughout the year.
• Balance received or incurred once per
year but allocated evenly across months.
Spread Daily
Proration
For spreading the entire balance across
months in proportion to the number of days in
each month.
• Daily option not recommended
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Use Examples
Accounting & Reporting – Job Aid
Usable Model Journal Statuses
• Model – Do Not Post
• Valid (not recommended as valid but
not posted journals are deleted monthly)
• Posted
• Model – Do Not Post
• Valid (not recommended as valid but
not posted journals are deleted monthly)
• Posted (not recommended as amounts
will populate)
• Model – Do Not Post only
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Understanding PeopleSoft Standard Journals
Creating an SJE Model Journal
You may only use journals in Valid (not yet submitted) or Posted status as models to create Recurring or Template
SJEs. Since an SJE Model is required for Spread Across Periods or Spread Daily Proration SJE types, you will need
to create a new model using the Create/Update Journal Entries component (Main Menu > Journals > Journal Entry >
Create/Update Journal Entries). Creation steps are the same as any other journal, except for setting the SJE Type
drop-down menu to Model – Do Not Post on the Header tab. If you need help creating a new journal to use as a
model, find the appropriate Job Aid on the Controller’s Office website for the type of journal you need.
Defining a New Standard Journal
The first step in creating a Standard Journal is to define it using a model journal. All SJEs must be from the same Business Unit as the model journal.
Login to MyAccess at http://myaccess.ucsf.edu (not shown). Scroll down to locate and select PeopleSoft from the applications menu. If you have set
MyAccess to display “favorites”, you may need to change to “All Apps” or search for PeopleSoft.
Navigate to the Define Standard Journals page by
clicking Main Menu > General Ledger > Journals >
Standard Journals > Define Standard Journals
The Define Standard Journals page displays.
Click the
tab
Enter the appropriate Business Unit remembering the intended model journal’s Business
Unit must be the same.
Enter a Standard Journal ID using a naming scheme that best suits your individual needs.
Remember to name your SJE definitions consistently so you can easily locate them later.
Click the Add button; the Define Standard Journals
page displays (see next page).
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Understanding PeopleSoft Standard Journals
After you SAVE (see next
page), you can delete the entire
SJE ID using this icon
Entering the SJE Detail
Standard Journal Section
Enter a Description for the Standard Journal
SJE Detail Section
Journal defaults to the SJE ID plus the number 1, but can be changed.
Each journal created during the overnight process will use this same
Journal name, with only the date of the journal differing. This makes it
easier for you to find all the journals created by the process.
Select the required SJE Type
Enter the Description for the specific SJE line
Model Journal Section
Enter or search for the model Journal ID; this is the journal you
determined should be the basis of the recurring journals you want to
create, or the new SJE model you created.
If the journal you want to use as a model is not displayed in the
list of results you may be entering a spread type SJE.
Remember you must use a journal you created in the Model –
Do Not Post status for both spread types. Create a new model
and try again.
To prevent journal line modification, uncheck the optional Allow Lines
to be Modified checkbox
Select the optional Save Journal Incomplete Status checkbox to save
resulting journals as incomplete. To use a resulting journal generated
with Incomplete Status, you must uncheck the Save Journal
Incomplete Status checkbox on the Header tab.
The next section of the Define Standard Journals page is slightly different
depending on the SJE Type selected.
Enter the Journal Date using the
journal’s Status displays
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icon; once selected, the model
Continue to the next page to complete the Create Standard Journals
section and schedule the creation of journals during the overnight batch
process.
Accounting & Reporting – Job Aid
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Understanding PeopleSoft Standard Journals
Create Standard Journals Section for Recurring or Template Standard Journal Definitions
Choose the Schedule, which determines the creation recurrence of the
journals; either DAILY, EOM (End of Month), EOY (End of Year), or
TUESDAYS. EOM represents the last calendar day of the month, not
the close date of the Accounting Period.
Select a From Date and To Date to define the period of time during
which journals will be created at the scheduled recurring interval. Best
practice is to limit the duration to the current fiscal year.
Enter the desired number of calendar days into the Journal Creation
Lead Days field. Journals will be created the specified number of
calendar days prior to the schedule. If left blank, the system creates
journals on the specified journal date.
In the example above, journals will begin being created on 07/28/2016
and be created 3 calendar days before the end of each month through
06/27/2017.
Click
.
Create Standard Journals Section for Spread Across Periods or Spread Daily Proration Standard Journal Definitions
Enter the Fiscal Year as YYYY in From Year
Enter the period, or click the
icon to choose the period. Closed
periods cannot be selected. You may, however, choose any future
period. Repeat steps 15 and 16 for the To Year/Period.
Enter the number of calendar days to create journals in advance of the
scheduled date into the Journal Creation Lead Days field. If left blank,
the system creates journals on the specified journal dates.
Select the Journal Day in Calendar Period to set the date of each
period on which journals will be created by the nightly process.
Since the least number of days in any month is 28, do not chose a
th
journal date later than the 28 .
th
In the example above, a journal dated the 28 of the month will be
th
created on the 25 of the month for Accounting Periods 8 through 12.
Click
PeopleSoft will create your scheduled journals during the nightly automated batch process. You will need to review, edit and submit the journals that are created
each period for the journal to be submitted to the Journal Approver.
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Accounting & Reporting – Job Aid
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Understanding PeopleSoft Standard Journals
Review Standard Journals Report Screen
Once the overnight process has run, review the journals created:
Using the Review Standard Journals component:
Navigate (not shown) to Main Menu > General Ledger > Journals >
Standard Journals > Review Standard Journals. The Review Standard
Journals component displays
Enter the desired Business Unit and Standard Journal ID on the Find an
Existing Value tab
Click Search
The Review Standard Journals page displays the list
of Journals Created from the selected SJE during the
Create Standard Journals process.
Here you can review the Journal ID, Date, Ledger
Group, Source code, Status, Currency, number of
Lines, and the Run Date on which the process created
the journal.
Now that you have reviewed the journals created, you will need to edit and submit them through the approval workflow using the same methods as regular
journal entry. When you return to review journals at a later date, statuses will be updated as the journals travel through the workflow process. Journals created as
part of the Standard Journals process will not display in your Worklist.
To submit your journals: navigate to Main Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries and search for the Journal
ID you wish to submit. Edit the journal lines if necessary before submitting, and follow the appropriate procedures for the type of journal being submitted.
You can find Source code specific journal job aids on the Controller’s Office website if you need assistance with the remainder of the procedure.
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Accounting & Reporting – Job Aid
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