Post Journal Entries

Use this option to adjust non-budgetary accounts in the General Ledger and expenditures and receipts in the Expenditure, Revenue, and Project Ledgers.

• Journal entries consist of debits and credits. Debits increase expenditures and decrease revenues. Credits decrease expenditures and increase revenues.

• The debits and credits in a journal entry must balance. One-sided journal entries are not allowed.

• Unless your Fund Accounting Profile is set up for inter-fund balancing, you must also balance debits and credits for each fund in a journal entry.

• The system automatically updates balance control accounts when you post journal entries to their subsidiary accounts.

Menu Path

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

System Processing

A journal entry is used to document a transaction that increases the balance in one account (credit) and decreases the balance in another account (debit). Typically, journal entries are used to correct or adjust prior journal entries, move expenses or revenues from one account to another, transfer funds, and allow for the internal charging of goods and services.
The result of a journal entry in Fund Accounting depends on the ledger affected.

• For journal entries affecting General Ledger accounts, the system applies debits and credits as follows:

• For journal entries affecting budgetary accounts on the Expenditure and Revenue Ledgers, the system applies debits and credits as follows:

Inter-Fund Balancing

If the Auto Balance Journal Entries field in your Fund Accounting Profile is selected, you can automatically balance journal entries involving credits and debits between multiple funds.
Example:

• You create a journal entry which credits $100.00 to Fund 100, Account 0301, and debits $100.00 from Fund 200, Account 0301.

• When you post this journal entry, the system automatically adds balancing entries for each fund, using the To/From Account in the Fund Accounting Profile to determine which balance sheet records to update.

• If the To/From Account is defined as account 0445, the system will credit $100.00 to Fund 200, Account 0445 and debit $100.00 from Fund 100, Account 0445.

If the Profile's Auto Balance Journal Entries field is not selected, then you need to balance the journal entry by fund prior to posting.

Post a Journal Entry Without Using a Template

1. On the Post Journal Entries page, enter a Control Number, JE Number, and Description. Depending on a setting in the Fund Accounting profile, the JE Number may be populated with the next available number but can be edited if needed.

2. To add a note regarding the journal entry, click Notes. In the Notes page, enter the text, and then click Accept.

3. In the Continuous field, leave the checkbox box selected if you want to record multiple journal entries. Otherwise, clear the box.

4. In the Distributions section, enter the debits and credits.

   • Each debit and credit must have its own line. You cannot enter both on the same line.

   • Unless your system is set up for inter-fund balancing (refer to Step 6), you must also balance each fund within a journal entry. For example, if you enter a debit of $200 for fund 10, you must enter a credit of $200 for fund 10.

5. Click Accept to save the journal entry.

6. If the Auto Balance Journal Entries field in your Fund Accounting Profile is selected, the system automatically balances entries made between funds.
   With this setting, the Balancing Entries page displays when you save a transaction where a debit from one fund is balanced by a credit from another fund. In addition to the funds and amounts, the page displays the to/from accounts referenced by the system to balance the debits and credits.

7. Click Accept to return to the Post Journal Entries page.

   • If you do not use journal entry approvals, the journal entry is posted to Fund Accounting tables.

   • If you use journal entry approvals, the journal entry is submitted for approval. If no approval is required, it posts to Fund Accounting tables.

8. If the Continuous checkbox is selected, repeat previous steps until you complete your journal entries.

Use a Template to Post a Journal Entry

1. On the Post Journal Entries page, click Templates to display the Journal Entry Templates page.
   To create a new template in this page, click Add Template on the Action Bar. For the procedure, refer to Journal Entry Templates.

2. Select the template to use, and then click Accept.

3. As needed, you may change the Control Number, JE Number, and Description fields or use the defaults from the template.

4. In the Post Journal Entries page's Distributions section:

   • If the template's Type field is A - Amount, the amounts are distributed as defined in the template.

   • If the template's Type field is P - Percent, enter the amount. The percentage from the template will determine the amounts charged to budget unit/account combinations in the Post Journal Entries page's Distributions section.

5. Click Accept to save the journal entry.

6. If the Auto Balance Journal Entries field in your Fund Accounting Profile is selected, the system automatically balances entries made between funds.
   With this setting, the Balancing Entries page displays when you save a transaction where a debit from one fund is balanced by a credit from another fund. In addition to the funds and amounts, the page displays the to/from accounts referenced by the system to balance the debits and credits.

7. Click Accept to return to the Post Journal Entries page.

   • If you do not use journal entry approvals, the journal entry is posted to Fund Accounting tables.

   • If you use journal entry approvals, the journal entry is submitted for approval. If no approval is required, it posts to Fund Accounting tables.

8. If the Continuous checkbox is selected, repeat previous steps until you complete your journal entries.

Fields and Descriptions

Journal Entry Information Section

The entries in this section identify the current journal entry. A field is also provided for reversing previous entries.

Distributions Section (untitled)

Use the fields in this section to record the debits and credits associated with the journal entry.

Totals Section (untitled)

The following display-only fields appear below the Distributions section:

The total debits and credits must be equal to save the current journal entry. If your entry includes multiple funds and the Auto Balance Journal Entries field in your Fund Accounting Profile is not selected, the debits and credits for each fund must balance as well.