North Dakota University System
Financial Systems 9.2
06/30 Payroll Journal Processing
May 2015
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Introduction
This process for creating the PPE 06/30 payroll journals will allow the expense to post as of 06/30/CC and create the
liability as of 06/30/CC with a 07/15/NN reversal. CC represents the fiscal year for the PPE and NN represents the
following fiscal year. (Note: The HRMS and AP voucher processes remain the same.)
This process will also eliminate the need to create zero budgets in the next fiscal year in order to post the payroll journal
for PPE 6/30/CC.
Verify the Payroll Journal for PPE 06/30/CC has posted
1. Verify the PPE 6/30/CC Payroll journal has posted.
a. Navigation: General Ledger > Journals > Journal Entry > Find an existing value.
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There will be two payroll journals with a 6/30/CC journal date. ONLY use the journal that
contains the journal description of PPE 06/30/CC.
Run query NDU_GL01
1. Run Query NDU_GL01 for the PPE 6/30/CC Payroll journal.
a. Navigation: Reporting Tools, Query, Query Viewer
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2. Enter the Business unit, Journal ID, and Journal Date.
3. Click View Results.
4. Download query NDU_GL01 to excel.
5. Filter NDU_GL01 to cash lines only – make sure to include all chartfields. (fund, dept, project, program, etc.)
Enter data into the SSI Template
6. Paste the NDU_GL_01 cash lines to the SSI template.
7. Use the replace function in Excel to change account code 105251 to 223001 on the SSI Template.
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Verify open periods
8. Verify that the GL Period 12 for the fiscal year CC is open.
Update the SSI jrnl1 file
9. Open the SSI jrnl1 file. The SSI files can be downloaded from the CTS website.
10. Click the Setup button.
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11. Change the Source to DPT to automatically create the cash entry.
12. Verify the Check decimal Position during ONLINE journal upload box is checked.
13. Click the OK button.
Process the Spread sheet import
14. Create a new SSI file and paste the lines from #6 above – all SSI transactions should have an account code of
223001. The date of the SSI journal should be 6/30/CC. The Spreadsheet Import Instructions are posted on the
CTS website.
15. Import the SSI, note JE number: ______________________
16. Verify the journal imported successfully.
17. Edit, Budget Check and post the journal created in #15.
Reverse the 06/30/CC journal as of 07/15/NN
18. Pull up the JE created in #15, copy and reverse the signs as of 7/15/NN. Make sure to check the update budget
date box.
19. Edit, Budget Check and post this journal.
Fringe Benefit Adjustment
Follow instructions on adjusting the fringe benefits.
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