Journal (IDT/IST) Edit, Copy, Search-PS Financials

SEARCHING, MONITORING, EDITING, COPYING AND REVERSING EXISTING JOURNALS

OVERVIEW

After 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 page.

top

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 Values” page.

    GLJE-Search.Edit.Copy-01

  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 fields below:

Business Unit:  Required value. Defaults to NAUBU (only available value).
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 journals.
User ID: Defaults to user’s user id.

  Finding a User ID Name:

Once a journal you are searching for has been found, you can enter the user id into Microsoft Lync to see the name of the user:

 GLJE-Search.Edit.Copy-05Lync



top

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. 

   GLJE_Search.Edit.Copy-02



top

EDITING AN EXISTING JOURNAL

Departmental 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.  

top

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:

   GLJE-Search.Edit.Copy-03



top

COPY AND REVERSING AN EXISTING JOURNAL

See example of a journal copy that reverses the signs of an existing journal below:

     GLJE-Search.Edit.Copy-06.07-16-2013



top

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.

GLJE-Search.Edit.Copy-02

Reasons for deleting journals:

  • Journal isn’t needed or was rejected by approver.
  • Journal 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.


top

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.



top

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