Display Journal Entries

Use the Display Journal Entries page to list and review posted journal entries from the current fiscal year and period 13 of the previous fiscal year. After generating a list of entries, you can reverse or copy them.

Menu Path

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

Action Bar Menu

Use the action bar to perform activities related to journal entries. The action bar menu appears after you have entered criteria and performed a search.

Approval Status

An Approval History box appears displaying the history of the journal entry. If your organization requires journal entry approvals, details include each approver’s name and the date when the journal entry was assigned and approved. If no approval was required before the journal entry could be posted, the Comments field will indicate that no approval was required.

Reverse

Displays the Reversing page for the selected journal entry. Entries can only be reversed as follows:

From the prior year to either the current year or prior year, if it is still open.
From the current year to the current year.

Copy JE

Displays the Copy Journal Entries page for the selected journal entry. Using the journal entry's information, you can create a new journal entry. Entries can be copied as follows:

From the prior year to either the current year or prior year, if it is still open.
From the current year to the current year.

You cannot copy a journal entry from the current year to the prior year.

Search Criteria

Enter search criteria to look up posted journal entries from the current fiscal year or period 13 of the prior fiscal year.

Year: Current fiscal year defaults. Use the drop-down menu to select the prior fiscal year. You can select both years to review all journal entries beginning with period 13 of the prior fiscal year.
Period: Select one or more periods from the current fiscal year. Select period 13 if you selected the prior fiscal year.
Control Number: Enter a specific control number to search.
JE Number: Enter a specific journal entry number to search.
Entry Date: Enter the date a journal entry was saved.
Description: Enter a description to search. You can use wildcard characters.

View Details

The View Details button appears in the Search Criteria section. You can access the button after you perform a search.

In the List section, select the journal entry. The Details section displays a list of line items for the selected journal entry. The number of line items may exceed the page format and not appear.
Click View Details.
In the Details section, use the arrow keys or the scroll bar to scroll through the journal entry line items.
Click Back to return to the List section.

Fields and Descriptions

All of the fields in the Search Criteria section, except Entered By, also appear in the List section. The Search Criteria Entry Date field is the same as the List section Transaction Date.

List Section

Field	Description
Year	Fiscal year that applies to the journal entry, either the prior year or current year.
Period	Accounting period that applies to the journal entry, 1-13.
Control Number	Code for grouping this entry with other journal entries.
JE Number	Code identifying the journal entry.
Transaction Date	Date when the journal entry was posted.
Total Debit	Dollar amount of all debits for the journal entry.
Total Credit	Dollar amount of all credits for the journal entry.
Description	Brief description of the journal entry.

Details Section

Field	Description
Budget Unit and Account or Account Number	Low organization being debited or credited. Depending on whether your organization uses Full Account Structure (FAS), it will display the Budget Unit and Account fields or Account Number field. The column label is assigned in the Fund Accounting profile.
Title	The ledger title.
Project	Project being debited or credited. This field only applies if you use project accounting. The column label is assigned in the Fund Accounting profile.
Account	The project account. This field only applies if you use project accounting.
Debit Amount	Dollar and cents amount of the debit.
Credit Amount	Dollar and cents amount of the credit.
Description	Brief description for the credit or debit amount.

Reverse a Posted Journal Entry

On the Display Journal Entries page, in the Search Criteria section, enter criteria identifying the records to list, and then click Find.
In the List section, select the journal entry you want to reverse, and then click Reverse on the action bar.
Complete the Reversing page fields.
Click Accept.
A Confirmation dialog appears letting you know which fiscal period and year will be impacted. Click Yes to proceed.

Reversal journal entries are saved to either the Batch Journal Entries or Batch Last Year Journal Entries option, depending on the period and year you selected. You must go to the appropriate page to release and submit the reversal journal entry.

Fields and Descriptions on Reversing Page

Field	Description
Period	Select a period in either the current year or period 13 of the prior year. You cannot reverse a journal entry from the current year to the prior year.
Year	Select a fiscal year. You can only select the prior fiscal year if the selected journal entry was posted in the prior year.
Description	Enter a brief description of the reversal. The limit is 25 characters
Control Number	Enter a unique control number to create a new batch, or enter an existing control number to add the reversal journal entry to an existing batch. The limit is eight characters.
JE Number	Enter a unique journal entry number. If your Fund Accounting profile is set to auto-assign journal entry numbers, a number populates in the field and can be edited. The limit is eight characters.

Copy a Journal Entry to Create a New One

On the Display Journal Entries page, in the Search Criteria section, enter criteria identifying the records to list, and then click Find.
In the page's List section, select the journal entry you want to copy, and then click Copy JE on the action bar.
Complete the Copy Journal Entries page fields. Press tab to display the distributions of the journal entry you selected to copy.
After the Distributions section populates, you can click Accept to create an exact copy of the journal entry or edit the following items on a line item:
1. Account Number, if your organization uses Full Account Structure (FAS), or Budget Unit and Account
2. Project
3. Account (Project)
4. Debit Amount
5. Credit Amount
6. Description
To add or delete lines, use the action bar's Insert Row and Delete Row items. The Total Debits and Total Credits must be equal.
If you edited, added, or deleted items, click Accept.
A Confirmation dialog appears letting you know which transaction date, fiscal period, and year will be impacted. Click Yes to proceed.

If your organization requires journal entry approvals, the approval process is triggered and the journal entry is listed on the Batch Journal Entries or Batch Last Year Journal Entries page, depending on the period and year you selected. The Source field will display Copied Journal Entry. Otherwise, the journal entry posts immediately to Fund Accounting tables, appears on the Display Journal Entries page, and the Approval Status indicates no approval was required.

Fields and Descriptions on Copy Journal Entries Page

Journal Entry Information

Field	Description
Period	Defaults to the current fiscal period. Select a period in either the current year or period 13 of the prior year. You cannot reverse a journal entry from the current year to the prior year.
Year	Defaults to the current fiscal year. Select a fiscal year. You can only select the prior fiscal year if the selected journal entry was posted in the prior year. If you are copying a journal entry from the current year, you can only save the new journal entry to the current year. If you are copying a journal entry from the prior year, you can save the new journal entry to the current year or to period 13 of the prior year if it is not closed.
Transaction Date	Enter a transaction date for the new copy journal entry. The default is today’s date.
Entered By	Read-only field displays the logged in User ID that will be attached to the copy journal entry.
Control Number	Enter a unique control number to create a new batch, or enter an existing control number to add the copy journal entry to an existing batch. The limit is eight characters.
JE Number	Enter a unique journal entry number. If your Fund Accounting profile is set to auto-assign journal entry numbers, a number populates in the field and can be edited. The limit is eight characters.
Description	Enter a brief description of the journal entry. The limit is 25 characters

Distributions Section

Field	Description
Ledger Type	Select the ledger type: E - Expenditure R - Revenue G/L - General Ledger
Budget Unit and Account or Account Number	Low organization being debited or credited. Depending on whether your organization uses Full Account Structure (FAS), it will display the Budget Unit and Account fields or Account Number field. 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. If you enter an amount in this field, you must leave the credit amount set to 0.00.
Credit Amount	Dollar and cents amount of the credit. If you enter an amount in this field, you must leave the debit amount set to 0.00.
Description	Enter a description for the credit or debit amount. The field is not required. The limit is 25 characters.

Totals Section

Field	Description
Total Debits	Sum of all debits entered to this point.
Total Credits	Sum of all credits entered to this point.