Efficient Guide for Non-Wage Journal Creation in PeopleSoft

 
 
How To Create A Non-Wage
Journal In PeopleSoft
 
By: Brian Atienza
June 9, 2017
 
 
Things To Know
 
Journal ID Naming Convention (10 characters):
 
1701S32001 (ex. YYMMSNN###):
YY = Current Fiscal Year
MM = Fiscal Year Month
S = Saban Research Institute – Letter represent what department individual in located
NN = Two Digit Number – Number which identifies specific individual for department
### = Three Digit Number – Number which identifies the number of journals processed by individual
 
Required Fields on Header Tab:
 
Long Description Field:
Explanation of journal being processed followed by the first initial of your first name and your whole last
name  (example:  To transfer expense to correct project. –B. Atienza)
 
Source Code Field:
XTF – Non-wage transfer
PRX – Payroll transfer
 
Ledger Group Field:
ACTUALS – always indicate ACTUALS in this field
Create/Update Journal Entries
 
Create/Update Journal Entries can be found by
following the pathway below:
 
General Ledger
Journals
Journal Entry
Create/Update Journal Entries
 
Click on ‘Find an Existing Value’ to identify the next
journal number.  This will help prevent duplication of
journal numbers.
 
Create/Update Journal Entries
 
Click on the drop down arrow for “Journal Header
Status” field and change it to reflect nothing (blank)
 
Enter the first 7 characters of the journal ID number
(ex. 1705S32) and click the “Search” button
Create/Update Journal Entries
 
Results will reveal how many journal have
been submitted for that month
 
Identify the next available journal number to
be used for the one you will be submitting
 
Click “Add a New Value”
Create/Update Journal Entries
 
Enter complete Journal ID number using the
next available journal number
 
Journal Date:  Should 
always
 reflect the last
date of the current month
 
Click “Add”
Create/Update Journal Entries
 
Complete the following fields:
Long Description: justification for processing the journal
Ledger Group: ACTUALS – Actuals Ledger Group
Source: XTF – Expense Transfer
ADB Date: 
All
 manual journals must be dated with the 
last date of the current month
  
(ex: 12/31/2016)
 
Click “Lines” tabs to begin inputting the line items of the journal (debits/credits)
Create/Update Journal Entries
 
Complete the following fields:
Account
Department ID
PC Bus Unit: CHLA1
Project: Project number
Budget Ref: 00
Analysis (AN) Type:  GLE
Amount(s)
Click the (+) sign if more lines are needed
Click the Save button once the journal is complete
Click the Process button after journal has been saved
Verify that Journal & Budget Statuses are both validated (V – V)
 
Auto-populated fields:
Activity, Source Type, Category, and Journal Line Description
 
Ensure accounts involved are similar – cannot journal from an expense account to a net asset account
Create/Update Journal Entries
 
If an error occurs in one of the statuses, it must be cleared before journal can be processed
Click on the error (E) to read the error message
Inform TSRI to clear the error upon submitting journal and supporting documentation
 
Both statuses must be valid before the journal can be processed
Create/Update Journal Entries
 
Click on the Process drop down box and change to Print Journal (Crystal)
Click Process button
 
Click on Process Monitor to see queued reports
Create/Update Journal Entries
 
Queued journal will be available once Run Status = Success and Distribution Status = Posted
Keep clicking refresh button until journal is available
Once journal is available, click the Details link
Create/Update Journal Entries
 
Click the View Log/Track link
Create/Update Journal Entries
 
Click the PDF file link to obtain a copy of the journal
If any other dialog boxes appear, click Yes
PS may also require you to sign in again
Create/Update Journal Entries
 
Journal will be available as a PDF file
Print and/or Save journal, obtain necessary approvals, and submit to TSRI Finance (
tsrifinance@chla.usc.edu
)
Submit journal cover page and supporting documentation as one PDF file using the journal ID as the naming
convention and include the first initial of your first name followed by your last name (i.e. 1706S32003 J.Smith)
 
Any Questions?
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Streamline your non-wage journal creation process in PeopleSoft by following this comprehensive guide by Brian Atienza. Learn about journal ID naming conventions, required fields, and step-by-step instructions for creating or updating journal entries to avoid duplication. Maximize efficiency and accuracy in your financial transactions.


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  1. How To Create A Non-Wage Journal In PeopleSoft By: Brian Atienza June 9, 2017

  2. Things To Know Journal ID Naming Convention (10 characters): 1701S32001 (ex. YYMMSNN###): YY = Current Fiscal Year MM = Fiscal Year Month S = Saban Research Institute Letter represent what department individual in located NN = Two Digit Number Number which identifies specific individual for department ### = Three Digit Number Number which identifies the number of journals processed by individual Required Fields on Header Tab: Long Description Field: Explanation of journal being processed followed by the first initial of your first name and your whole last name (example: To transfer expense to correct project. B. Atienza) Source Code Field: XTF Non-wage transfer PRX Payroll transfer Ledger Group Field: ACTUALS always indicate ACTUALS in this field

  3. Create/Update Journal Entries Create/Update Journal Entries can be found by following the pathway below: General Ledger Journals Journal Entry Create/Update Journal Entries Click on Find an Existing Value to identify the next journal number. This will help prevent duplication of journal numbers.

  4. Create/Update Journal Entries Click on the drop down arrow for Journal Header Status field and change it to reflect nothing (blank) Enter the first 7 characters of the journal ID number (ex. 1705S32) and click the Search button

  5. Create/Update Journal Entries Results will reveal how many journal have been submitted for that month Identify the next available journal number to be used for the one you will be submitting Click Add a New Value

  6. Create/Update Journal Entries Enter complete Journal ID number using the next available journal number Journal Date: Should always reflect the last date of the current month Click Add

  7. Create/Update Journal Entries Complete the following fields: Long Description: justification for processing the journal Ledger Group: ACTUALS Actuals Ledger Group Source: XTF Expense Transfer ADB Date: All manual journals must be dated with the last date of the current month (ex: 12/31/2016) Click Lines tabs to begin inputting the line items of the journal (debits/credits)

  8. Create/Update Journal Entries Complete the following fields: Account Department ID PC Bus Unit: CHLA1 Project: Project number Budget Ref: 00 Analysis (AN) Type: GLE Amount(s) Click the (+) sign if more lines are needed Click the Save button once the journal is complete Click the Process button after journal has been saved Verify that Journal & Budget Statuses are both validated (V V) Auto-populated fields: Activity, Source Type, Category, and Journal Line Description Ensure accounts involved are similar cannot journal from an expense account to a net asset account

  9. Create/Update Journal Entries If an error occurs in one of the statuses, it must be cleared before journal can be processed Click on the error (E) to read the error message Inform TSRI to clear the error upon submitting journal and supporting documentation Both statuses must be valid before the journal can be processed

  10. Create/Update Journal Entries Click on the Process drop down box and change to Print Journal (Crystal) Click Process button Click on Process Monitor to see queued reports

  11. Create/Update Journal Entries Queued journal will be available once Run Status = Success and Distribution Status = Posted Keep clicking refresh button until journal is available Once journal is available, click the Details link

  12. Create/Update Journal Entries Click the View Log/Track link

  13. Create/Update Journal Entries Click the PDF file link to obtain a copy of the journal If any other dialog boxes appear, click Yes PS may also require you to sign in again

  14. Create/Update Journal Entries Journal will be available as a PDF file Print and/or Save journal, obtain necessary approvals, and submit to TSRI Finance (tsrifinance@chla.usc.edu) Submit journal cover page and supporting documentation as one PDF file using the journal ID as the naming convention and include the first initial of your first name followed by your last name (i.e. 1706S32003 J.Smith)

  15. Any Questions?

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