GEORGETOWN MANAGEMENT SYSTEM (GMS):
PREPARING UPLOAD JOURNAL TEMPLATE (last revised 6/5/15)
TABLE OF CONTENTS
Journal Guidelines ................................................................................................................................................................... 1
Keep in Mind ....................................................................................................................................................................... 1
Information Needed............................................................................................................................................................ 2
GMS Definitions ...................................................................................................................................................................... 2
Journal Templates ................................................................................................................................................................... 2
Preparing the Journal Upload Template ................................................................................................................................. 3
Journal Supporting Documents............................................................................................................................................... 4
Routing the Journal Template ................................................................................................................................................. 4
Appendix A: Journal Upload Field Definitions and Requirements ...................................................................................... 5
Appendix B: Cost Transfer Adjustment – Reason Codes .................................................................................................... 6
Journal Guidelines
Keep in Mind

All supporting documentation is to be uploaded to the GU Box account – GMS Journal Supporting
Documents in the appropriate folder. The naming convention for support files should be
‘Journal_xxxxxxxxx_mmddyyyy’ for Excel and/or PDF documents where XXXXXXXXX is the GMS assigned
journal number. See the Journal Supporting Documents section for details.
 Finding Journal IDs – There are two ways to find the ID number assigned to the journal you have
uploaded.
1. GMS Inbox Archive - In most cases you will be able to find your journal id in your Inbox Archive
directly after uploading a journal.
2. GU Find Journals - If the journal is not in the Inbox Archive, it has most likely been assigned a status
equal to CREATED. To find “Created” journals, type GU Find Journals in the Search Box to open the
report parameters page. Use the additional parameters, Status=Created, and Originated by=your
name or that of the person who uploaded the journal. Note that a status of CREATED means there
are errors in the journal that must be corrected before the journal proceeds to the first approval.
 There are several types of journal templates and journal sources from which to select. Please refer to the
Journal Templates section.
 Cash transactions for the following bank accounts MUST be submitted as adhoc bank transactions not
journals: HSBC – Qatar and PNC Accounts – Sponsored Programs, Student Accounts Lockbox, Payroll, ECheck Tuition Payments, ACH Receipts, Accounts Payable ACH
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Information Needed
 Details regarding Account, Spend and/or Revenue category for transaction lines
 Details regarding the Cost Center and other Worktags for the transaction lines
 Accounting Date during an open period
GMS Definitions
Journal Source – Defines why the Journal was created, useful for reporting and analysis.
Ledger Account – Identifies transaction line detail and type as revenue, expense, asset or liability.
Account Set – Ties ledger accounts together for a specific company
Journal Templates
Refer to the table below to identify the appropriate template to be used for the transaction.
XML Upload Template
Accounting_Journal.xml
Purpose
General use, non-cost
transfer grant, and pre-GMS
payroll adjustments
Accrual_Reversal__Journal2.xml
Accruals to be reversed in
the following period.
Record non-payroll cost
transfer adjustments for
grants
For the GAO Office use
Cost_Transfer_Journal.xml
GAO_Journal.xml
Procard_Allocation_Journal.xml
Internal_Chargebacks_FWS.xml
Capital_Project.xml
SAO_Accounting_Journal.xml
Reallocate card expenses
from 75000/S0193Procurement Card Expense
to an appropriate expense
Internal chargeback for
goods or services provided
to a department by a
University Service Center
including grant expenses
Allocate costs to a capital
construction or IT project
Record SAO activity – for
Sponsored Accounting use
only
Template Journal Sources
ACCOUNTING JOURNAL
PRE-GMS_PAYROLL_GRANT
PRE-GMS_PAYROLL_NON_GRANT
SFS-Q OFFICE JOURNAL (for SFSQ office only)
Auto Assigned – A: Accrual (Reversal) Journal
Audience
All
Auto Assigned – A: Cost Transfer Journal
All
GAO OFFICE JOURNAL
ENDOWMENT
PLEDGES
Auto Assigned – A: ProCard Reallocation
GAO
AUX_BILLING
CONS_BILLING
FEDERAL_WORK_STUDY_WAGE_SUBSIDY
INTERNAL_CHARGEBACK_JOURNAL
UIS_BILLING
Auto Assigned – A: Accounting Journal
Auxiliary Svcs
AP
OSFS
Other Svc Ctrs
UIS
Financial Affairs
UIS
SAO
SAO
SAO JOURNAL
SPONSORED AWARD ADJUSTMENT (no F&A
or revenue recognition)
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All
All
Preparing the Journal Upload Template
The Journal Upload process provides an option to create a journal outside of the GMS system and send it to
the appropriate Journal Preparer to upload. Within the template the preparer may enter a single balanced
journal or multiple journals.
IMPORTANT: Tab name must be Submit Accounting Journal. Do not change
No additional worksheet tabs may exist in the file when the upload is performed
1. Download the appropriate journal upload .xml file to the computer’s Downloads folder.
2. Open Excel, select File/Open and select the .xml file from the Downloads folder.
3. Leave column A – Fields blank.
4. Use Spreadsheet Key column to tie rows to a journal. Start with 1 for all lines in the first journal. If
a second journal is to be submitted within the file change the spreadsheet key to 2 for all lines
contained in the second journal and so on (Required)
5. Journal Entry Memo describes the journal (Required)
6. Row ID must be incremented for all lines within each unique journal. When a new journal is
started begin row ID count at 1 (Required) (See example above)
7. Line Order must be increment for all lines within each unique journal. This field is a key for the
system to prevent duplicate lines error message. (Required if lines use same amount and four
required worktags)
8. Ledger Account, Revenue, and Spend Category codes. Go to the GMS Financials Training site and
search under Journal Preparer for the job aids. http://gms.georgetown.edu/gmsadmins/financialstraining/ NOTE: Enter codes not descriptions in the .xml template
9. Account Set is always Financials
10. Amounts, debits and credits, are entered as positive numbers
11. Enter a description of the transaction in the Memo field for each line (Required)
12. Enter the activity date in the Budget Date field for each line
13. Cost Center, Fund, and Program are required for all lines. Purpose is required when revenue or an
expense ledger account is used.
14. Location ID is generally not used on accounting journals
15. Enter optional worktags as needed
16. Revenue category [ID] is required when ledger account begins with 5xxxx, and the revenue
category must map to the ledger account entered. Use the Job Aid – Ledger Account and
Spend_Revenue Categories.xlsx to confirm the match
17. Spend category [ID] is required when ledger account begins with 7xxxx, and the spend category
must map to the ledger account entered. Use the Job Aid – Ledger Account and Spend_Revenue
Categories.xlsx to confirm the match.
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18. Bank Account ID is only used with the PNC General Fund cash account, 10101. The bank account
ID is PNCGENFD
19. Reason code is required for grant lines within the Cost Transfer Journal template. See appendix B
for a list of reason codes
20. Confirm that each journal within the file balances, i.e., the total debits must equal total credits.
Save the file as .xml
21. Do NOT change the name of the tab. It must say Submit Accounting Journal
22. Do not include any other worksheet tabs in the file.
See Appendix A for a full list of field definitions and requirements. Note not all fields are available in
every template
Journal Supporting Documents
Documents to explain or justify the journal transactions may be in the form of Excel, Word, or PDF files. All
supporting documents are to be loaded to the Box Account – GMS Journal Supporting Documentation in the
appropriate fiscal year folder using a temporary naming convention to be determined by each campus.
GMS will assign journal numbers during the upload process. The Journal Preparer will provide the journal
numbers to you and the supporting documents are to be renamed using the convention Journal-xxxxxxxxxmmddyyyy where xxxxxxxxx is the journal number. If the template contained multiple journals all journal
numbers should be included in the name, Journal-xxxxxxxxx-xxxxxxxxx-xxxxxxxxx-mmddyyyy.
Note: Each campus may have unique procedures to follow regarding supporting documentation. Please
contact your campus Finance subject matter expert (SME) for additional instructions.
Routing the Journal Template
Follow your campus’ policy for transmitting the completed .xml journal template to the Journal Preparer for
review and upload.
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Internal Chargebacks_FWS.xml
Capital_Projects.xml
Cost_Transfer_Journal.xml
GAO_Journal.xml
SAO_Accounting_Journal.xml
Accounting_Journal.xml
Accrual(Reversal)_Journal.xml
ProCard_Allocation_Journal.xml
Appendix A: Journal Upload Field Definitions and Requirements
Field Name
Description
Fields
leave blank
x
x
x
x
x
x
x
x
Spreadsheet Key
Identifies the rows that make up a single journal.
Change number to begin a new journal.
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Journal Source
Create Reversal
select appropriate source from the drop list
Enter the netid of preparer if not you, followed by the
pipe delimiter, followed by a brief description of the
journal. Example STA3|Transfer startup funds
Best practice is to use the Accrual (Reversal)_Journal
template to submit an accrual. Otherwise where
available select N for regular journal, select Y for accrual
reversal journal. If Y (yes) is entered the system will
generate a reversing journal in the next accounting
period.
Row ID
Assign sequentially for each line within a journal. Begin
new sequence for each additional journal within the file
x
x
x
x
x
x
x
x
Line Order
Assign sequentially for each line within a journal. Begin
new sequence for each additional journal within the file
x
x
x
x
x
x
x
x
Enter the five-digit ledger account code
Type the word “Financials” on every row. Copy and
paste may be used
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Credit Amount
Enter the debit amount
Enter the credit amount (note: debit and credit
transactions are unique and must be recorded on
separate lines in the file)
x
x
x
x
x
x
x
x
Memo
Enter a description for the transaction line
x
x
x
x
x
x
x
x
Budget Date
Enter the activity date
x
x
x
x
x
x
x
x
Cost Center ID
Enter cost center; required
x
x
x
x
x
x
x
x
Fund ID
Enter fund; required
x
x
x
x
x
x
x
x
Location ID
Assignee ID
Leave blank
Enter assignee if necessary for the transaction. Use the
employee’s five digit worker ID.
Program ID
Enter program; required
x
x
x
x
x
x
x
x
Purpose Code ID
Enter purpose; required for rev/exp transactions
Project ID
Enter project if necessary for the transaction
Gift ID
Enter gift if necessary for the transaction.
Enter grant if necessary for the transaction; not
permitted on the accounting journal template – use cost
Journal Entry Memo
Ledger Account*
Account Set
Debit Amount
Grant ID
5
x
x
x
x
x
transfer to make corrections to a grant
Spend Category ID*
Enter revenue category when ledger account begins
with 5xxxx; required and revenue category must map to
the ledger account selected. Ex. R0199 – Oth Src Rev –
Tax Exempt Sales maps to account 50900 – Other
Sources of Revenue
Enter spend category when ledger account begins with
7xxxx; required and spend category selected must map
to the ledger account selected. Ex. S0325 – Travel & Bus
– Airfare – Domestic maps to account 73000 – Travel &
Business
Bank Acct ID
Enter PNCGENFD when cash account 10101 PNC General
Fund is used.
Reason Code
For Cost Transfer Journal enter the appropriate reason
code for each grant line. Choose from the list below
Revenue Category ID *
x
x
*See ‘Job Aid – Ledger Account and Revenue_Spend Categories.xlsx’ for a full listing of ledger accounts, and the
reference IDs for the revenue and spend categories. The reference ID is entered into the xml file.
Appendix B: Cost Transfer Adjustment – Reason Codes
Reason Code Description
01 Administrative Error
02 Staffing Issue
03 Allowability Issue
04 Cost Share Adjustment
06 Pre Award Adjustment
07 Continuation of Project in new Grant ID
08 Award Establishment Adjustment Delay
09 Transfers of deficit (off Grants to unrestricted accounts)
10 Transfer of an incorrect charge from a Grant to a non-Grant funding source
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Reason Code for xml
template
01_ADMIN
02_STAFF
03_ALLOW
04_CSHAR
06_PRAWD
07_CONT
08_DELAY
09_TRF_DEFICIT
10_TRF_TO_NON_GRANT
Internal Chargebacks_FWS.xml
Capital_Projects.xml
Cost_Transfer_Journal.xml
GAO_Journal.xml
SAO_Accounting_Journal.xml
ProCard_Allocation_Journal.xml
Description
Accrual(Reversal)_Journal.xml
Accounting_Journal.xml
Field Name