Office of the Controller
Web Applications
PS Journal Entry
Introduction
Entering Journal Transaction Fields
Populating ChartFields
Entering Journal Transactions
Entering a Payroll Correction Transaction
Retrieving Transactions
Deleting Transactions
Reversing Transactions
Next Month Reversals
Approval Process
Entering Journal Transaction Fields
The following fields appear on the Create Jrnl Transaction (CE, JE, and ISE) and Payroll Correcting Entry screens, but may vary slightly depending on whether you are entering a CE, ISE, JE, or PCE. When moving through the Journal Transaction (JT) fields, you should use the Mouse or the Tab key (the Enter key adds more lines to the entry).
- Fiscal Year – Defaults to the current fiscal year, except at year-end when there is a choice between current and next fiscal year.
- Journal Date – Defaults to the current date. You can change the date as long as the period is open. If multiple fiscal years are open (as at year-end), there will be a choice of fiscal years.
- Journal ID – A sequentially assigned, 10-character number that uniquely identifies this JT. This number is automatically assigned when the entry is submitted without errors.
- Type of Transaction – A drop-down menu lists the types you are authorized to make:
- Correcting Entry – Corrects a prior entry to PeopleSoft. This entry requires information regarding the original entry or transaction you are correcting. The entry must be in the current fiscal year, except in the case of Project (Grant) cleanup, with approval by Sponsored Programs Administration.
- Journal Entry – Moves monies among University of Missouri ChartFields (excluding Corrections or Budget Entries).
- Internal Service Entry – Records sales transactions between University of Missouri ChartFields after product/service is completed.
- Payroll Correction - Corrects salary and benefit expenditures that have posted to the General Ledger.
- Preparer – Derived from your log-on identification and entered automatically.
- Trans Ref Num – An optional free-form field that can be used as an extra search field. Mostly, the external feeders will use it to store their batch Ids.
- Journal Status – Journal Status indicates where an entry is in the PS process. Initially, this indicates New Transaction. The status will change to Edit Required after you click Submit and there are no errors. Once the entry status is Posted, it will never change. Journal Status types include:
- New Transaction - Status when initially entered
- Valid (V) - Entry has passed edit checks, but BCM status is E (Error)
- Edit Required (N) - Entry waiting to run through nightly process/edit checks
- Posted (P) - Entry passed all edit checks and BCM status is V (Valid)
- Errors (E) - Entry has errors that must be corrected
- Multiple - Entry has multiple lines with different status
- Transaction Date – Same as Journal Date.
- Source – Indicates source of transaction:
- JE (Journal Entry)
- CE (Correcting Entry)
- ISE (Internal Service Entry)
- ONL (Online PeopleSoft Panel Journal Entry)
- PCE (Payroll Correcting Entry)
- Other - There are many other sources, which generally refer to external feeder transactions and will not be discussed in this section.
- BCM (Budget Control Module) Status – Initially set to Not Checked (N). Once the entry has been run through the nightly processing, the status will change. BCM Status include:
- Error (E) - Entry did not pass Budget check and must be corrected in order to post
- Valid (V) - Entry passed Budget check
- Not Checked (N) - Entry has not yet been checked
- Multiple - Entry has multiple lines with different status
- Posted Date – Date the transaction posts in PeopleSoft. May say Multiple if lines posted on different dates due to errors requiring correction.
- Header BU (Business Unit) – Defaults to your campus, but you can select another Business Unit if necessary.
- Create Reversal Next Month - Creates a reversing transaction that posts to PeopleSoft in the next month. This feature is used for accounting entries made for accrual basis reporting at month or year-end and may only be used for JEs.
- Description – A required, 20-character field that appears as the transaction description in PeopleSoft. The minimum field length is 10 characters.
- Employee ID (PCEs only) - An 8-character number assigned to the employee for whom the PCE is being made, which will autofill from the previous PCE screen.
- Empl Name (PCEs only)- Name of the employee for which a PCE is being made, which will autofill from the previous PCE screen.
- Pay End Dt (PCEs only) - Pay period end date for which the PCE is being made, which will autofill from the previous PCE screen.
- Journal Entry Lines – The initial data entry screen has five lines. To add lines, click More Blank Lines at the bottom of the screen or just hit Enter. The application does not limit the number of lines per transaction. However, there are practical limits to the number of lines you should include in one Journal Entry.
- Populate ChartFields
- Enter Debits and Credits in the appropriate column. As you enter amounts and move to the next column or line, the form dynamically calculates total Debits and total Credits. There need not be a one-to-one match between the debit and credit lines, but total debits must equal total credits. For example, there can be one DeptId whose balance decreases, but three whose balances increase.
- Line Description - Will automatically populate based on the Account number entered. However, the field can be overwritten. It has a minimum of 10 characters and a maximum of 20 characters. Not included in the PCE.
- Empl Rcd (PCEs only) - A two-digit field used in conjunction with EmplID for indicating different jobs held by same employee.
- Ern Code (PCEs only)- Enter the Ern Code from Line 1.
- Job Code (PCEs only) – Enter the Job Code from Line 1.
- BP (Budget Period) - Indicates the budget period for each line. Entering certain Projects will cause the BP to default to 0. Everything else defaults to the current FY.
- Edit - Indicates editing status for each line.
- 0 = OK - no errors
- 1 = Uncorrected error
- Bdg (Budget Check) - Indicates Budget Check status of each line.
- V = Valid Budget Check
- N = Not Budget Checked
- E = Error in Budget Check
- Aprvd (Approved) - Indicates approval status of each line (only debit lines need to be approved and indicate approval status).
- Y = Approved
- N = Not Approved
- Preparer Comments – A required field, with a minimum of 20 characters. Use this field to document and fully explain what the entry accomplishes and why the entry was necessary. You can cut and paste small spreadsheets, e-mail messages, or word processing memos. Only the preparer can alter this field and only until the entry posts to PeopleSoft. After posting, additional comments can be added in Other Comments.
- Other Comments – An optional field that anyone with access to this application can use to add pertinent information any time after the entry has been prepared. To add comments, type them in the field and click Submit. The name of the person adding comments and a time/date stamp appears after the comments.
Click on the Help icon at the bottom of the screen if you have questions at any time during the entry process.
