Journal

The Journal screen is used to enter general journal information for budget, actual, and forecast values as well as to add journal transactions on each account.

• The screen is displayed in Add mode.

• The screen is displayed in Edit mode.

• The screen is displayed in Details mode.

Journal ID text box

  Enter the unique journal ID generated by the system in the Journal ID text box.

The control is enabled when:

• The control is always disabled.

Status text and value label

  View the current status of the journal in the Status text and value label.

This control defaults to "Suspended" when the journal is created. It displays the current status for edit and view.

Accounting Period drop-down list box

  Select the accounting period for the journal entry in the Accounting Period drop-down list box.

Each journal transaction posted to the system is assigned an accounting period code (fiscal month and year).

It will be filled with all accounting periods "Open for Adjustment" in the accounting period table sorted in ascending chronological order by accounting period. This is displayed in MM/CCYY format. It is disabled when transactions are entered, since the transaction dates must be within the accounting period.

Created By text and value label

  View the name of the user signed on in the Created By text and value label.

This is the user who initially created the entry. This control defaults to the name of the signed on user when the journal is created. It displays the name of the user who created the journal for edit and view.

Journal Type drop-down list box

  Select the type or classification for the journal entry in the Journal Type drop-down list box.

It will be filled with all the types in the journal type table in alphabetical order. This control defaults to General Journal.

Value Type radio button group

  Select an option in the Value Type radio button group.

This radio button group includes controls that allow you to indicate whether this is an actual, budget, or forecast journal entry. The title text of the radio button group is set to "Value Type". The following radio buttons are included in the group:

Actual radio button

Click this option to identify the journal entry as an actual entry. This radio button is initially selected as the default.

Budget radio button

Click this option to identify the journal entry as a budget entry.

Forecast radio button

Click this option to identify the journal entry as a forecast entry.

Journal Description text box

  Enter the description of the journal entry in the Journal Description text box.

Journal Transactions data grid

  View the information in the Journal Transactions data grid.

Click a transaction record in this data grid to perform additional functions. This data grid displays journal transactions for this general journal entry and detail account transactions recorded against funds and accounts.

The information on the data grid is presented in ascending order by journal transaction sequence. It is initially defaulted to blank.

Sequence column

This column displays the sequence for each record displayed within the data grid.

The title of the column is set to "Sequence". The information displayed within the column is read-only.

Transaction Description column

This column displays the description of the transaction for each record displayed within the data grid.

The title of the column is set to "Transaction Description". The information displayed within the column is read-only.

Total Debits text and value label

  View the sum total of the data grid's Debit column total in the Total Debits text and value label.

Total Credits text and value label

  View the displays the sum total of the data grid's credit column total in the Total Credits text and value label.

Add Trans button

  Click the Add Trans button to save general journal information in order to add a new transaction.

The control is disabled when:

• The entries are posted.

The Journal Transaction screen displays in Add mode when the button is clicked.

A selection must be entered for the Accounting Period and an entry must be added for the Journal Description before Add Trans is clicked.

Edit Trans button

  Click the Edit Trans button to edit a journal transaction.

The control is enabled when:

• A record is selected in the data grid.

The control is disabled when:

• The entries are posted.

The Journal Transaction screen displays in Edit mode when the button is clicked.

Delete Trans button

  Click the Delete Trans button to delete a transaction.

The control is enabled when:

• A record is selected in the data grid.

The control is disabled when:

• The entries are posted.

When the Delete Trans button is clicked, if the journal is posted, the system displays the E0165 standard error message.

The control is enabled when:

• A record is selected in the data grid.

The Journal Transaction screen displays when the button is clicked. This will be the default button if the journal entry is posted.

Post button

  Click the Post button to process the screen and post the journal entry and its associated transactions.

The system will validate and save the journal data, validate and save all of the journal transactions, validate the journal balances, update the account summary and then dismiss the screen.

The control is disabled when:

• The entries are posted.

The Financial Management [Journal] screen displays when the button is clicked.

When the Post button is clicked, if the sum of the debits and credits are not equal and are not greater than zero, the system displays the E0166 standard error message.

When the Post button is clicked, if the sum of the debits and credits net to zero (combine two separate journal entries into one journal entry with transactions on accounts that void each other), the system displays the E0166 standard error message.

If the Normal Balance is Debit, the Debit trans. amount is positive and Credit trans. amount is negative. If the Normal Balance is Credit, the Credit trans. amount is positive and Debit trans. amount is negative. The balance of accounts is: A = L + OE

• Asset Account - (Normal Balance is Debit) Increase is a Debit and Decrease is a Credit (Cash, Accounts Receivable) Estimated and Received Award/Grant Allotment, Rebates

• Liability Account - (Normal Balance is Credit) Increase is a Credit and Decrease is a Debit (Accounts Payable) Encumbrances, Obligations, Restriction or Reserve or Earmark on Assets or available spending authority pending recording the actual liabilities and/or expenditures

• Expense Account - (Normal Balance is Debit) Increase is a Debit and Decrease is a Credit (Food, Postage, Office Supplies)

• Income Account - (Normal Balance is Credit) Increase is a Credit and Decrease is a Debit (Revenue/Sales) Fund Awards/Grants, Fund Anticipated Rebates Income

• Fund Balance Account - (Normal Balance is Debit) Increase is a Debit and Decrease is a Credit (Fund Balance for Expected Surplus or Deficit, Retained Earnings)

The following tables are affected by the recording of a journal entry:

• Journal - a record is created for each set of journal entries. The user controls when a new journal identifier is assigned.

• Journal Entry - a record is created for each row completed on the entry data grid of the user screen. At least two entries are required.

The following illustrates an example of journal entries resulting from when an authorized user selected to post the entries from the user interface:

Suspend button

  Click the Suspend button to process the screen and suspend the journal entry and its associated transactions.

The system will validate the journal and save the journal and all of its journal transactions as suspended and then dismiss the Journal screen.

The control is disabled when:

• The entries are posted.

The Financial Management [Journal] screen displays when the button is clicked.

Upon suspend, the edit is bypassed to validate that the sum of debits is equal to the sum or credits. The journal cannot be posted until they are greater than zero and match. It will be the default button for the screen.

Import button

  Click the Suspend  button to process the screen, validate and save the journal, and then import journal entries.

The control is disabled when:

• The entries are posted.

This control presents the Import Journal Entry allowing the user to choose a file and import a set of journal transactions into the data grid of the Journal displayed. The purpose of import is to reduce the manual labor by automating the entry of actual expenses exported from the Department of Accounting system. Control will return to the Journal screen.

Delete Entry button

  Click the Delete Entry button to delete the journal entry and its associated transactions if it is suspended.

The control is enabled when:

• A record is selected in the data grid.

The control is disabled when:

• The entries are posted.

The control is visible and enabled when:

• The screen is displayed in Add mode.

• The screen is displayed in Edit mode.

The Financial Management [Journal] screen displays when the button is clicked.

The control is visible and enabled when:

• The screen is displayed in Details mode.

The Financial Management [Journal] screen displays when the button is clicked.