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GL Journal Entry Types
Overview
PeopleSoft has delivered a 10-character alphanumeric ID that identifies a journal. At a
minimum, PeopleSoft General Ledger journals consist of a header and entry lines. The
header contains the information that uniquely identifies the journal: business unit,
journal ID, and journal date. In addition, PeopleSoft General Ledger delivers various
tools to facilitate Journal Processing, which are commonly referred to as Journal Entry
Types. A list of the journal entry types, attributes and an overview of their
definitions/functions are included in this documentation. A table of recommended
journal methods for various Sonoma Journal Entries follows. Please refer to
PeopleBooks for more detailed information about the Journal Entry Types and Journal
Entry Attributes.
Journal Entry Types
PeopleSoft provides different methods for processing journal entries. These are:
1. Journal Entry/Regular. This provides online entry of a basic journal. The other
journal entry types are variations of Journal Entry/Regular.
Navigation: General Ledger > Journals > Journal Entry > Create Journal
Entries
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2. Standard Journal Entry. To date, Sonoma has not used SJE functionality. This
type of Journal uses Journal Entry/Regular as the foundation for creating the two
types of Standard Journal Entries:
A. Template. This allows you to automate the entry of similar or identical journal
entries. It does not copy the monetary amounts in the successive journal
entry.
B. Recurring. This allows you to automate the entry of similar or identical
journal entries. It copies the monetary amounts in successive journal entries.
It can be created across accounting periods or for multiple accounting
periods.
Navigation: General Ledger > Journals > Standard Journals
Before you can define recurring, template, or spread journals, you must first
create Model Journal Entries using the Journal Entry pages. The standard entries
and their models must be from the same business unit.
3. Copy Journal Entry. This uses an existing journal entry as the basis for a new
journal entry and makes a copy of an existing journal entry, including dollars.
You can copy any journal entry and then change the header or detail lines. You
can also indicate that debits and credits should be reversed.
Navigation: General Ledger > Journals > Journal Entry > Copy Journals
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Journals can also be copied from the lines page of an existing journal.
4. Allocation Type Journal Entry. This allows for an allocation process to
calculate the values to be included in the journal entries. Allocations are typically
used to allocate certain balances and statistical quantities across Business Units,
Funds and/or Departments.
Navigation: Allocations > Set up and Perform Allocations > Request
Allocation
5. Import Journal Entry (“Upload”). This creates journal entries by importing an
external file. In CFS, there are two methods for journal entry import:
A. Upload a flat file
B. Batch Import of Excel Spreadsheet Format
At Sonoma, we upload flat files.
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Navigation: General Ledger > Journals > Import Journals > External Flat
Files
At Sonoma, we upload flat files that are created by macros in an Excel document
called Journal Reclass. End users enter journal information in the document and
email it to Journal.Reclass@sonoma.edu. Financial Services Accountants are
responsible for clearing email from this address on a daily basis. Financial
Services staff review the JE’s for accuracy and supporting documentation, add
offsets and invoke macros that create a flat file for upload. This form is also used
by Financial Services staff to upload their own Journals. This functionality allows
multiple Journals to be uploaded in a single file.
6. Journal Generator. PeopleSoft can receive and process journals from other
systems, both PeopleSoft systems and non-PeopleSoft systems. Journals from
PeopleSoft HCM/SF for cashiering and LCD payroll journals, as well as journals
from the PeopleSoft Accounts Payable and AR/Billing subsystems are generated
using this method. In CFS, these processes are job scheduled by CFS Central
to generate subsystem journals and edit, budget check and post on a nightly
basis.
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Navigation: General Ledger > Journals > Subsystems Journals > Generate
Journals
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Journal Entry Attributes
Attributes are options that can be specified within PeopleSoft Journal pages.
1. Reversal Attribute. This is used with an accrual entry and creates the
subsequent reversal. Reversal is an attribute of all journal types. When the
original entry is posted, a reversing journal entry is created and is posted based
on the reversal date specified on the header panel. Click on the Reversal
hyperlink to select the appropriate reversal options.
Navigation: General Ledger > Journals > Journal Entry > Create Journal
Entries > Header
2. Adjusting Attribute. This attribute is used for journal entries you would like to
exclude from the traditional twelve detail calendar periods. PeopleSoft
functionality permits the creation of multiple adjusting periods. At Sonoma, we
use adjusting periods for GAAP reporting. If a journal is not an adjusting entry,
you cannot change the accounting period value. The journal date determines the
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accounting period to which the entry will post. The adjusting attribute is not
available for Allocation type Journal Entries.
Navigation: General Ledger > Journals > Journal Entry > Create Journal
Entries > Header
3. Template Attribute. Template attribute is on the Journal Entry Lines page.
Click Template List. Select the template that defines which columns appear in
the lines scroll area. Also specify the field values to be copied down to new lines
when the user clicks the Insert Journal Lines button.
Navigation: General Ledger > Journals > Journal Entry > Create Journal
Entries > Lines
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4. Errors Only Attribute. Errors Only attribute on the Journal Entry Lines page is
checked to refresh the Line scroll area with only journal lines that contain errors.
Navigation: General Ledger > Journals > Journal Entry > Create Journal
Entries > Lines
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5. Change Values Attribute. Change Values attribute allows you to change the
value of any element in the Journal Lines (Funds, Accounts, etc.) from one value
to another. For instance, you could change all instances of Fund SO700 in the
Journal Lines to SO100. NOTE: This functionality should be used rarely and
only with non subsystem journals. Subsystem journals should never be
changed. Doing so compromises the integrity of subsystem detail reconciliation
to General Ledger balances.
Navigation: General Ledger > Journals > Journal Entry > Create Journal
Entries > Lines
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6. Search Criteria Attribute. When looking for information in the Journal Lines,
click Search Criteria. The Search Criteria attributes include wildcards to assist in
finding the exact information needed in a search. This attribute can be useful for
Journals that have many lines. Unless you enter one of the following wildcards, it
is assumed that you want an exact match:
Navigation: General Ledger > Journals > Journal Entry > Create Journal
Entries > Journal Entry Lines
Wildcard
Description
%
Match one or more characters
*
Match one or more characters
_
Match any single character
?
Match any single character
!
If first character, negate the user (not equal or not like)
~
Tilde—represents a blank character—this should not be used with
any other characters or wildcard symbols
\
Escape character—don't treat the next character as a wildcard
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Sonoma Journal Entry Types Matrix
Journal Entry Type
AD NOATS/CPO's
Allocate Interest
(SWIFT/SMIF)
Regular Template Recurring Copy Allocations Upload
X
X
X
X
X
Sub Systems/
Journal
Generator
Budget
X
X
Cashiering
X
Corrections
X
Expenditure Transfers
X
X
Fixed Assets
X
X
nPS or PS AM
module
Grant Indirect
X
X
CFS SPA Mod
Institutional overhead
fees EO1000
X
X
PS (AP, SF )
X
CashNet, SF
X
Indirect cost recovery:
nPS CashNet
Payroll Abatement (Setups
& Pmts)
X
X
Reimburse Cost Recovery
from Other Univ Funds and
Auxiliary BU’s
X
X
Risk pool premiums
X
X
SCO cancelled warrants
X
SCO fee for retro Payroll
X
SCO initiated (DGS,
Teale)
Tax Offset
X
PS (AP, SF ) nPS
CashNet
X
X
Chargeback Type Entries:
Chgbks – Work Orders
(Facilities, Repro, IT,
Police)
X
X
PS (AP, AR/BI,
SF) nPS CashNet
Chgbks - CES
X
X
PS (AP, AR/BI,SF)
nPS CashNet
Chgbks - Phone
X
X
PS (AP, AR/BI,SF)
nPS CashNet
Chgbks - Postage
X
X
PS (AP, AR/BI,SF)
nPS CashNet
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Journal Entry Type
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Regular Template Recurring Copy Allocations Upload
Sub Systems/
Journal
Generator
Financial Aid Entries:
Financial Aid
Awards/gross award to
student
X
X
FWS matching/ Admin
fee
X
X
Pell & SEOG alloc &
changes
X
X
Perkins activity
X
X
Stafford loans deposits
X
X
Draw down for DOE,
DHHS, Fed FA
X
X
X
X
Other Accruals
X
X
Revenue Accruals
(Grants & AR)
X
X
Closing Revolving
Fund
X
X
Encumbrance
Accruals
X
X
Allocation Orders
Pending
X
X
Reserve A/R
X
Reverting
appropriations
transfers
X
Cash over/short
X
Year-End Type Entries:
Payroll accruals
PS: PeopleSoft
Application
PS Subsystem (PS AP, AR/BI, SF)
NPS: Non PeopleSoft Application
Last Update 09/27/2011
X
PS (AP, AR/BI,SF)
nPS CashNet
CSU GL 015
Sonoma State University - CMS Finance
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Common Elements Used on Journal Entry Pages
Element
Description
Control the order of columns or add fields to the sort order for
a grid. Appearance of the customize page depends upon the
grid. (Change Values)
Find a value by entering the search string (Change Values)
Download file (Change Values)
or
Expand the grid or scroll to view all data (Change Values)
Click to initiate the calculate amounts process
Delete journal
Select the Show All Columns button to view all ChartField,
Amount and Miscellaneous columns without the tabs
(Template List)
Select the Show Tabs button form the all columns view to
return to the tab format (Template List)
Journal and Budget Status Codes
Journal Status
If the journal contains errors, click Journal Status to go directly to the Journal Entry —
Error page. The cursor will be positioned on the journal header error. Journal Entry
Incomplete functionality should be used sparingly on an exception rather than
routine basis. Journals that are left in Incomplete status should be completed no
later than the next business day. Journals should never be left in Incomplete
status on the day assigned for month or year end closing.
Status
Description
D
Deleted – Anchor Journal Unposted
E
Journal has Errors
I
Posting Incomplete – Repost ASAP
M
Valid SJE Model – Do not Post
N
No Status – Needs to be Edited
P
Posted to Ledger(s)
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Status
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Description
T
Journal Entry Incomplete
U
Unposted
V
Valid journal — Edits completed
Z
Upgrade Journal — Cannot Unpost
Budget Journal Status
Note: The budget status would be only N or V for Standard Budgets.
Status
Description
E
The entry failed to pass budget checking. (Control Budgets only)
N
The Budget Processor has not processed the entry
V
The entry passed budget checking with or without warning and the control
budget has been updated
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