Journal (IDT/IST) Edit, Copy, Search-PS Financials
SEARCHING, MONITORING, EDITING, COPYING AND REVERSING EXISTING JOURNALS
OVERVIEWAfter a journal has been created (see https://nau.edu/its/learn/psfinancials_JournalCreation/),
it can be retrieved to view, edit or copy using the “Find Existing Values” search
SEARCHING FOR EXISTING JOURNALS
Users can search for existing departmental journals by
navigating to the General Ledger >
Journals > Journal Entry > NAU Journal Entries > Create/Update Journal
Entries “Find an Existing Values” page.
Use this page to view or copy journals and or edit un-posted journals.To view journals
created by other users, navigate to the General Ledger > Journals >
Journal Entry > Create/Update Journal Entries “Find an Existing
Search Fields: Several search fields are
available on the “Find Existing Values” page.
Use criteria dropdown to select criteria and enter search value. Click the Search button to search or Clear to
clear search values. See commonly used
Business Unit: Required value. Defaults to NAUBU (only
Journal ID: use “contains” criteria
to search by last 4 digits of the journal id, or enter full value.
Journal Date: useful if you don’t
know the journal id, but know when it was entered.
Journal Header Status: select from dropdown to select journal status
or leave blank for all statuses.
Defaults to “No Status – Needs to be edited’.
Budget Checking Header Status:
select from dropdown to select budget status or leave blank for all statuses.
Source: Defaults to IDT. Change value to IST to search for service center
User ID: Defaults to user’s user id.
Finding a User ID Name:
journal you are searching for has been found, you can enter the user id into
Microsoft Lync to see the name of the user:
MONITORING AN EXISTING JOURNAL'S STATUS
Users should monitor the status of their journals on at least a
weekly basis, and daily at month end and year-end. Journals are not finalized until approved and
posted. Approved journals are posted
nightly as part of a batch process (journal status = P). To identify journals that have not yet posted,
search for your journals where the journal status does not equal Posted to
Ledger(s). The search results will show
the Journal and Budget status. To review
the approval status for journals that have passed journal and budget
checking (both status = V) you will need to open the journal to the Approval
page. If there is no approval history or
routing information, the journal needs to be submitted for approval.
EDITING AN EXISTING JOURNALDepartmental journals can be edited at any time before they
are posted. To edit a journal navigate to the “Find Existing Values” page (see
screenshot above), search for your journal, open the journal to the journal
lines page, make necessary changes, then run the Journal Edit process. Editing the journals will remove all
approvals, requiring you to submit the journal again for approval.
COPYING AN EXISTING JOURNAL
Saved journal in any journal status can be copied to a new
journal. This function is useful for
quickly creating journals with common or consistent entries and for reversing
journals made in error.Search for the journal you wish to copy through the “Find
Existing Values” page, click on the Lines page and select “Copy Journal’ from
the process options, then click the Process button:
COPY AND REVERSING AN EXISTING JOURNAL
See example of a journal copy that reverses the signs of an
existing journal below:
DELETING AN EXISTING JOURNAL
To delete an un-posted journal (journal status not
equal to “P”), navigate to the Lines page and select the Delete Journal process
from the process dropdown, then click the Process button. A pop-up window
will ask you if you are sure you want to delete the journal. Click “yes”
only if you are sure that’s what you want do as the journal cannot be recovered
once it has been deleted.
Reasons for deleting
isn’t needed or was rejected by approver.
is in error because it wasn’t approved prior to month end close. If still
needed, the journal should be copied to a new journal before the journal
in error is deleted.
COMMONLY USED COPY FIELDS
Journal Date: Defaults current date. Can backdate to open period if needed.
Reverse Signs: check box to reverse journal signs. Use to reverse journal posted in error.
Recalculate Budget Date: check box
to set budget date to journal date. Check
box to make consistent with journal date.
Regardless of budget date, journal will post to budget in period based
on journal date.
Save journal Incomplete Status: box checked by default.
*** All other fields
can be ignored.
Click the “OK”
button to complete the journal copy process.
Training & Documentation
This section provides "How-To" guides than enable you to search for and view summary and detail information such as Departmental Journal Overviews, IDT and IST Journal Transactions, Journal and Ledger Inquiries. Also provided are guides for Journal Creation and the Approval Processes. top