Batch Journal Entries

Use the Batch Journal Entries page to add, change, delete, and import journal entries in batch files. If your organization requires journal entry approvals, the Batch Journal Entries page also provides information about journal entries that are in the approval process, generated by users from the following pages:

• Display Journal Entries: Copy or reverse a posted journal entry

• Journal Entry Templates: Journal entry submitted for approval from a template

• Post Journal Entries: Journal entry submitted from Post Journal Entries page

You can:

• Create batch files of journal entries for posting to the appropriate ledgers.

• Import journal entries from files.

• Print an edit list of batch journal entries to review for accuracy.

• Submit journal entries for approval if your organization requires it or directly post to Fund Accounting. If your organization uses approvals, the journal entries post automatically after the final approval is completed.

After a batch is posted to Fund Accounting it is removed from the Batch Journal Entries page. You can display posted journal entries on the Display Journal Entries page.

Menu Path

From the Fund Accounting menu, select Entry & Processing. From the General Ledger menu, select Batch Journal Entries.

If you need to create and post journal entries for the prior fiscal year, from the General Ledger menu, select Batch Last Year Journal Entries. The procedures are the same and the prior fiscal year and period 13 are applied to the batch.

Action Bar Menu

Use the action bar to perform activities related to journal entries.

Release/Submit

Use this option to move journal entries toward posting to Fund Accounting tables. Refer to the Release and Submit Journal Entries section on this page.

If your organization uses any Advanced Workflows, the option is Release/Submit. If you do not use any Advanced Workflows, the option is Release/Post.

Set Period

Displays the Set Period page for changing the fiscal year and accounting period for all records in a selected batch. For more information, refer to Resetting Periods. The option is removed when you select a specific record in the batch detail list.

If you are on the Batch Journal Entries page and reset the period on a batch to period 13 of the prior year, the batch is moved to the Batch Last Year Journal Entries page. The reverse occurs if you are on the Batch Last Year Journal Entries page and reset the period on a batch to a period in the current fiscal year. In both cases, a message appears indicating the move and directing you to the correct page from which you can submit or post the batch.

Print Multiple Batches (Edit List)

This option appears after you select a batch from the batch list. It opens the Print Journals Selection page. It is removed when you select a specific record in the batch detail list.

1. Enter one or more Control Numbers. If you enter more than one, separate them by a pipe symbol, for example 12345|23456|34567. To print all batches on the page, leave the Control Number field blank.

2. Click Accept.

3. In the Print window, specify how to generate the report, and then click OK. The default file name of the report is batchjnl.rpt.

For a single batch, you can select the batch and click the Print icon on the Batch Journal Entries page.

Import

Refer to Batch Journal Entry File Import and Data Selection Page for details to import a file. The option is removed when you select a specific record in the batch detail list.

Approval Status

This option appears when you select a specific record. The approval status and history appears if your organization uses Advanced Workflows for journal entries.

Current Approver

Provides information about the pending approval process.

Approval History

Provides information about the approval process history.

Post

The Post option only appears when a journal entry is selected from the batch detail list and has a status of Posting Error. Use this option to post an approved journal entry to Fund Accounting without repeating the approval process.

Selection Criteria and Search Results

Use selection criteria to display journal entries that you want to review.

1. Select records to display. The default display is Show All Batches. All records that meet your security permissions appear no matter what user entered them. Select Show My Batches Only to reduce the records to only those which you have entered.

2. If desired, select one or more statuses from the Journal Entry Status list.

Batch List

Displays a list of batches with unique control numbers. Select a batch to display a list of associated journal entry records.

Batch Details

Displays a list of records within the selected batch from the batch list. You can select a record and click Accept to change some details of the record. If the approval process was already initiated, a message appears indicating that the approval process will be restarted.

Add a Batch File of Journal Entries

1. Click Add New. The Add Batch Journal Entries page appears. If the Control Number field is populated and cannot be edited, you selected a record at the batch detail level. To create a batch with a new control number, click Back, select a record in the batch list, then click Add New.

2. Enter a Control Number, J E Number, Period, and Description as needed. The year defaults to the current fiscal year from the Fund Accounting profile.

3. If you have the proper security, the Override Fatal Budget checkbox appears.

   • Select the box to override system warnings when the budget is exceeded for one or more budget unit and account combinations, or account numbers if you use Full Account Structure (FAS) in the batch being added.

   • Leave the box blank to ensure that budget controls remain in effect.

4. Leave the Continuous checkbox selected to enter multiple journal entries or batches. Otherwise, clear the box.

5. In the Distributions (untitled) section, complete as many lines as needed for the journal entry's debits and credits.

   • Debits and credits must balance.

   • Unless your system is set up for inter-fund balancing (refer to step 7) or you will be using Save in Progress, you must also balance each fund within a journal entry. For example, if your debits are $500 for fund 10 and $100 for fund 20, your credits must total $500 for fund 10 and $100 for fund 20.

6. Click Accept to save the journal entry. The journal entry status defaults to On Hold and the batch status defaults to Entry.

   • If you need to save your progress and finish the journal entry batch later, click the Save in Progress icon. The journal entry status defaults to In Progress and the batch status defaults to Entry. A journal entry with the status In Progress cannot be approved or posted, and balance checking is suspended. To complete the journal entry, follow the Update a Journal Entry procedure.

7. If you have selected in the Fund Accounting profile to Auto Balance Journal Entries, the system automatically balances entries made between funds.

   • With this setting, the Balancing Entries page displays when you save a journal entry where the debit in one fund is balanced by a credit in another fund.

   • In addition to the funds and amounts, the page displays the To/From account referenced by the system to balance the debits and credits.

8. If you selected the Continuous checkbox or did not clear it from the default selection, repeat steps to add a new journal entry or batch. In the Control Number field, you can:

   • Use the same number for the next journal entry and add it to the same batch.

   • Enter a new unique number to start a new batch.

   • Enter the number of a different existing batch to add a journal entry to that batch.

9. When you finish your entries, click Back to return to the Batch Journal Entries page.

Field	Description
Entered By	Your User ID
Control Number	Enter the control number. If you selected a record in the batch detail list, the Control Number will match that record and cannot be edited. To add a journal entry to an existing batch, enter the batch’s control number. To create a new batch, enter a unique control number. The limit is eight characters.
J E Number	Enter a unique journal entry number. If your Fund Accounting profile is set to auto-assign, the next available journal entry number may be populated but can be edited. The limit is eight characters.
Template	Click the button to use a journal entry template.
Period/Year	Enter the fiscal period for the journal entry. The year defaults to the fiscal year in the Fund Accounting profile and cannot be edited.
Override Fatal Budget	This checkbox appears if you have permissions to override budget controls.
Description	Enter a description for the journal entry. The limit is 25 characters.
Line	Identifies the line of the journal entry.
Ledger Type	Select the ledger type: E - Expenditure R - Revenue G/L - General Ledger Depending on database configuration, this field may not appear.
*Budget Unit* and *Account* or *Account Number*	Enter the budget unit and account, or if your organization uses FAS the account number, for the journal entry. The column label is assigned in the Fund Accounting profile.
Title	The ledger title populates when you tab through the field.
*Project*	If you use project accounting, enter the project. The field is not required. The column label is assigned in the Fund Accounting profile.
Account	If you use project accounting, enter the project account. The field is not required.
Debit Amount	Dollar and cents amount of the debit.
Credit Amount	Dollar and cents amount of the credit.
Description	Enter a description for the credit or debit amount. The field is not required. The limit is 25 characters.
Total Debits	Sum of all debits entered to this point.
Total Credits	Sum of all credits entered to this point.
Difference	Difference between the values in the Total Debits and Total Credits fields, as determined by the following equation: Credits - Debits = Difference.

Update a Batch Journal Entry

If your organization uses Advanced Workflow journal entry approvals and you edit a journal entry before or during the approval process, a message appears and the process starts over with the first approval level.

1. From the batch list, select the batch that contains the journal entry you need to update.

2. From the batch detail list, select the journal entry and click Accept. The Change Batch Journal Entries page appears.

3. Edit the fields as needed. The Control Number and J E Number cannot be edited.

4. Click Accept to save the journal entry, or Save in Progress if you have not completed your changes.

You cannot edit the period and year in edit mode. If you need to change these fields, click Back to exit edit mode, select the batch, then from the action bar, click Set Period. A period change applies to the entire batch.

Delete Journal Entries

If you have the necessary resources you can delete a batch of journal entries. A Requester must have resource 116 or permissions that include it. A Reviewer must have resource 117 or 123 or permissions that include one or both. If your organization does not use Advanced Workflow journal entry approvals, a Requester or Reviewer can delete a journal entry batch if the batch status is Entry. If the batch status is Review, a Requester can only delete a batch if all journal entries have a status of Submit Error or Correction.

Delete a Batch of Journal Entries

1. From the batch list, select the batch you want to delete.

2. Click Delete, then click Yes to confirm.

Delete a Single Journal Entry

1. From the batch list, select the batch which contains the journal entry you want to delete.

2. From the batch detail list, select the journal entry you want to delete.

3. Click Delete, then click Yes to confirm.

Release and Submit Journal Entry Batch

Use the Release/Submit option in the action bar to move journal entry batches toward posting in Fund Accounting. The next steps depend on whether your organization uses Advanced Workflow journal entry approvals and the approval configuration.

• If approvals are not required, the Submit action posts the journal entries directly to Fund Accounting tables.

• If approvals are required, the Submit action triggers the approval process and the first level approvers are notified.

It is recommended to print an edit list, review it, and correct errors before you proceed.

1. From the batch list, select the batch that you want to move forward, then select Release/Submit.

2. Select the action to take for the batch:

   • Release Only: Releases all records in the batch from on hold. Does not impact records with status In Progress. No other action occurs.

   • Submit Only: Records in the batch that are not on hold or in progress are moved forward. If approval is required, Submit Only pushes records that require approval into the approval process. If no approval is required, records that are not on hold are posted directly to Fund Accounting.

   • Release and Submit: Releases all records in the batch from hold and moves them forward, either to the approval process or to directly post to Fund Accounting.

3. If you select Release Only, records that are not in progress update to a status of Released and remain in the batch.

4. If you select Submit Only, records that had a status of Released are moved into the approval process. If no approvals are required based on your approval configuration, a message appears to confirm the transaction date, period, and year. Click Yes to proceed.

5. If you select Release and Submit, records that are not in progress update to Released and are moved into the approval process. If no approvals are required based on your approval configuration, a message appears to confirm the transaction date, period, and year. Click Yes to proceed.

6. If you selected Submit Only or Release and Submit, after you confirm the transaction date, period, and year for any journal entries that do not move into the approval workflow, the Batch Journal Entry Post Results page displays each journal entry with data errors if applicable, otherwise the result is Posted.

Release and Submit Individual Journal Entry

You can release an individual journal entry from a batch and move it forward to the approval process or post it directly if approval is not required.

1. Select the batch then select the journal entry from the detail list.

2. Click Accept to open the Change Batch Journal Entries page.

3. From the action bar, select Release/Submit. This option is only active if the journal entry status is On Hold or Released.

4. Follow the process in the Release and Submit Journal Entry Batch section of this page. The steps apply only to the selected journal entry and do not impact other journal entries in the batch.

Release and Post Journal Entry Batch

If you do not use any Advanced Workflows, the menu option is Release/Post instead of Release/Submit.

1. From the batch list, select the batch that you want to move forward, then select Release/Post.

2. Select the action to take for the batch:

   • Release Only: Releases all records in the batch from on hold. Does not impact records with status In Progress. No other action occurs.

   • Post Only: Records in the batch that are not on hold or in progress are posted directly to Fund Accounting.

   • Release and Post: Releases all records in the batch from hold and directly posts them to Fund Accounting.

3. If you select Release Only, records that are not in progress update to a status of Released and remain in the batch.

4. If you select Post Only, records that had a status of Released are posted to Fund Accounting tables. A message appears to confirm the transaction date, period, and year. Click Yes to proceed.

5. If you select Release and Post, records that are not in progress update to Released and immediately post to Fund Accounting tables. A message appears to confirm the transaction date, period, and year. Click Yes to proceed.

6. If you selected Post Only or Release and Post, after you confirm the transaction date, period, and year, the Batch Journal Entry Post Results page displays each journal entry with data errors if applicable, otherwise the result is Posted.

Release and Post Individual Journal Entry

You can release an individual journal entry from a batch and post it directly if approval is not required.

1. Select the batch then select the journal entry from the detail list.

2. Click Accept to open the Change Batch Journal Entries page.

3. From the action bar, select Release/Post. This option is only active if the journal entry status is On Hold or Released.

4. Follow the process in the Release and Post Journal Entry Batch section of this page. The steps apply only to the selected journal entry and do not impact other journal entries in the batch.