Finance Business Solutions
Shaleen Batra
Finance Business Solutions – User Support & Training

• Overview
• Creating and Editing Journals
• Attaching Supporting documents
• Approval and Posting
• Scenarios
• Journals with Error
• Deleting and Copying Journals

Manual Journal Entry
• Online Journals
• Spreadsheet Journals
• End of Month Journal (EOM)
Automated/ System Generated Journals
• e.g. AP Journals
• e.g. Payroll Journals

There are two ways to process Manual Journals
Online Journal (ONL) – which is entered and processed directly in NS Financials
Spreadsheet Journal (SSJ) – which is processed via an Excel
Spreadsheet that is uploaded and then posted in NS Financials

Manual Journal
Option A
Enter journal with appropriate supporting documentation attached
ENTERER
Submit for Approval
MANAGEMENT
ACCOUNTANT
Approve & Post Journal
Manual Journal
Option B
Enter journal with appropriate supporting documentation attached
ENTERER
Notify Reviewer
REVIEWER
Review Journal and notify enterer
ENTERER
Submit for Approval
MANAGEMENT
ACCOUNTANT
Approve and Post Journal

L30
Two lines: One Debit and One Credit
Multiple lines
L50
Instead of completing L30 and L50 forms – enter Journals directly in NS Financials
Online Journal should only be used for Max 10 lines. For more than 10 lines Spreadsheet journal should be used.

Business Unit: UNSWA
Journal ID:
Date:
NEXT
Current Date

Header
– Enter a journal long description, change the Ledger Group if necessary, use the journal source as ONL unless otherwise instructed and add attachments
Lines - enter your journal lines.
Totals - ensure your journal line totals balance to zero (i.e., your debits should equal your credits).
Errors - check your journal errors (useful only after you have edit checked the journal).
Approval
– approvers use this tab to approve or deny the journal.
Approvers – select the person who is responsible for approving the journal.

• What - is being transferred/ corrected
• Where - it is being transferred to/from
•
Why - the original transaction was incorrect
• Who - is requesting and who is approving the journal
50 characters
• When - what timeframes are the journal in relation to
• How - what supporting documentation there is to substantiate the reason for a manual journal e.g. reference to emails, reports, invoices, drill-downs

Attach any supporting documents relevant to the journal
 Correction Journals should have a document that shows the original entry (nVision reports)
 Transferring a group of expenses must have drilldown as backup
 Multiple attachments can be uploaded

The line description should clearly explain each journal line item and should contain enough relevant information for stakeholders to identify what the line item relates to
Max 30
Characters
Example A:
• COR 6441 to 6486
Example B:
• TRF Salary S BATRA SSIS to
OP001
Relevant
Info
Action
Code
It is up to the discretion of the relevant Finance teams within each Faculty/Division as to the application of naming conventions in the Line
Item Description, however Finance recommends to use the naming convention given on the next slide;

INT
REV
RAC
TRF
CAP
PRE
ACC
Codes
COR
PCO
ICH
Descriptions
When correcting an error in the original transaction's chart-field
When correcting payroll expenditure which has been posted to an incorrect chart-field
When processing internal charges between Faculty’s/Division’s following the supply of a product or service
To be used for interest distribution
To reverse an incorrectly posted journal
To reverse an incorrectly posted accrual
To transfer from one chart field to another
When correcting capital expenditure
When expensing the ‘used’ portion of a payment made in advance
When accruing for the cost of goods or services which have been incurred in one accounting period but not paid in that period
////

Scenarios
1
Expense Account – Journal Entry to transfer from PS30614 to PS24321
Expense Account Journal – Expense was coded to PS30614 which is incorrect project.
It should have been coded to PS26329.
2
3
Expense Account –
Revenue Account –
Journal Entry to transfer from PS19433 to PS26329 (refer to scenario sheet)
Journal Entry to transfer from PS19319 to PS19317 (refer to scenario sheet)

Header Entry- Scenario 1

Line Entry

Personalise Screen

Line Entry

Select Approver and Save the Journal
Save

Manual Journal
Option A
Enter journal with appropriate supporting documentation attached
ENTERER
Submit for Approval
MANAGEMENT
ACCOUNTANT
Approve & Post Journal
Manual Journal
Option B
Enter journal with appropriate supporting documentation attached
ENTERER
Notify Reviewer
REVIEWER
Review and notify enterer
ENTERER
Submit for Approval
MANAGEMENT
ACCOUNTANT
Approve and Post Journal

///

Manual Journal
Option A
Enter journal with appropriate supporting documentation attached
ENTERER
Submit for Approval
MANAGEMENT
ACCOUNTANT
Approve & Post Journal
Manual Journal
Option B
Enter journal with appropriate supporting documentation attached
ENTERER
Notify Reviewer
REVIEWER
Review and notify enterer
ENTERER
Submit for Approval
MANAGEMENT
ACCOUNTANT
Approve and Post Journal

Option B * : Send for Review
* Refer to slide 5 for more information on Options

Option B * : Send for Review

*

Option B*: Journal Review
Either inform the enterer via notify button or send an email via outlook
//

Journal Approval
Menu for Approvers

Journal Approval

Post Journal
Approver to Post
///

Contact your Management Accountant http://www.fin.unsw.edu.au/InformationCentre/WhoCanHelp.html#8

Deleting Journals
Journals cannot be deleted once posted to the Ledger. Create another journal to correct the error

Template List

Change Values

Journal Enterer
Journal Reviewer
Journal Approver
1.
Enter journal Long Description
2.
Add attachments
3.
Enter Journal Lines
4.
Select Approver
5.
Save Journal
6.
Edit Journal Process
7.
Notify or Submit for approval
8.
If Notifying reviewer then submit later
Workflow will be sent to the Approver
Workflow will be sent to the Reviewer
 Review Journal – Link in the email
– Check accounting and Chartfields
 Review supporting documents

Once reviewed inform journal enterer via email or notify button
 View Journal for Approval – Link in the email
– Worklist
– Journals/ Journal Entry/ Manage Journal Approver
 Check accounting and Chartfields

Review supporting documents
 Approve Journal
 Post Journal
////

Who Can Help?
For any Accounting Assistance contact your Management Accountant or Finance
Manager

• Finance Website – Training https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html
• Training Enquiries
Ext. 53550 / 57665, Email fti@unsw.edu.au