Knowledge Base - Services Portal

Purpose

The following guide is intended for a Journal Submitter who will complete any of the following actions:

Create a Journal Batch and Journal Entry
Enter a Single Journal Entry via ADFDI (Spreadsheet Upload)
Enter a Journal Batch with Multiple Journals via ADFDI (Spreadsheet Upload)
Search for Journals that are Pending Approval

Terminology

Journal Entry: A journal entry is used to record a business transaction in the General Ledger

Journal Batches: A journal batch acts like an electronic folder that holds one or more journal entries.

ADFDI Journal: Excel Based Application Development framework desktop Integration (ADFDI) tool used to manage large volumes of data from cloud applications. The spreadsheet is connected to the application and provides online validation and field searching. AFDI is often used to create a large volume of journal entries

Steps: Create a Journal Batch and Journal Entry

Select General Accounting
Select Journals

Select the Taskbar
Select Create Journal

Enter Journal Batch, Description, Balance Type, Accounting Period, and Attachment (attachment is recommended but not always required) under Journal Batch.
- Note: Any Journal Entry in the amount of $10,000 or more will require Central Finance approval, after receiving Entity Financial Manager (EFM) approval.
- Note: Any Journal Entry that requires Central Finance approval will also require sufficient support added with the Attachment link (i.e. invoice, agreement, email communication, etc.).
- Note: Journal Batch/Description are optional fields. If a user doesn’t specify that information, the system will automatically generate the Journal Batch/Name.
- Note: Balance Type will always be Actual.
Enter the Journal Name, Description, and Category.
- Note: Category is a way to differentiate Journal Entry Records. Users can select Accruals with/without Reversal, various Transfers, Endowment, etc.
- Note: You can add additional Journals to a Journal Batch by selecting the “+” on the right side next to the Journal Actions dropdown menu. Each Journal must have a unique name so that no two Journals have the same Journal Name.

Select COA Widget to enter Chart of Account (COA) information.
- Note: If the COA Widget may be hidden, click and drag right to widen the Account column.
- Note: Alternatively, you may manually enter COA string into the field to the left of the COA Widget.
- Note: Journal Entries can only be completed COA to COA. If you want to transfer funds to a Project, you will need to transfer money to the Fund associated with that Project and then complete a separate process to allocate funds to the specific Project.
Enter the appropriate COA string, then select OK.

Enter the Debit or Credit, and Description.

As Journal Lines are populated, Debits must be equal to Credits, and both Related Value Set and Cross-Validation Rules must be followed:
- Related Value Sets are controls within Oracle that only allow you to select entries that are associated with other entries. (Example: Once an Entity is selected, only Organizations that are part of that Entity will show when using Search functions.
- Cross Validation Rules prevent the creation of invalid combinations of Chart of Accounts segments. They can be enabled between any segments. (Example: When a user selects an invalid combination of Account and Purpose, they receive a detailed error message at the top of their screen informing them of the issue.)

Select Save, and then select Complete.
- Note: When entering the Chart of Accounts (COA) string, Related Value Sets and Cross-Validation rules will evaluate the validity of the COA combination selected.

Select Batch Actions.
Select Reserve Funds to ensure sufficient funds for the journal entry.
- Note: If there are not sufficient funds, an override request will need to be submitted.

Select Post to send journal for approval.

Note: All journals with a source of Manual need to be approved.
Note: Budgetary Controle is enabled at the Advisory level for Year 1. This will provide a warning if there are insufficient funds but will continue the transaction. In this case, the Funds Status will say Reserved with Warning. If there are sufficient funds, Funds Status will show as Reserved.

Select OK.
Select Show More to see the submission details of your journal.

Select Action Log.

To confirm the status of the submitted journal, navigate back to the Journal Work area and then select the Taskbar.
Select Manage Approvals.

All journals requiring approval will show under Pending Approval from Others.
The Journal Batch entered is pending Approval.
Select Done.
- Note: If you Withdraw a journal, it will cause the journal to move from Pending Approval queue to the Incomplete queue.

Enter a Single Journal Entry via ADFDI (Spreadsheet Upload)

Select General Accounting.
Select Journals.

Select the Taskbar.
Select Create Journal in Spreadsheet.

Open the Download CSV File and then select Yes.

Enter the Journal Header information (Journal, Description, Ledger, Accounting Date, and Category).
- Journal: Enter a Journal Name for this Journal.
- Description: Provide a Description of why you are transferring these funds.
- Accounting Date: Typically, today’s date.
- Group ID: This will auto-populate.
- Source: This will auto-populate.
- Category: Double-Select this cell to search for the proper Category.
- Journal Attachment URLs: You can use this cell to provide a link to Support Documents, such as a Box folders URL. (Note: you can also attached documents once the spreadsheet has uploaded to Oracle. See Step 18).
- Note: The Spreadsheet will default to Singel Journal tab. To create a Journal Batch with multiple Journals, select the Multiple Journals tab at the bottom of the Spreadsheet.

Select the Entity cell to reveal the COA Widget.
- Double-Select this cell to open the Accounts window and then select the COA Widget.
- Note: The remaining COA fields will populate based on your entry (Columns E through N).

Enter Chart of Accounts string.
Select OK.

Review Chart of Accounts string that you entered.
Enter the Currency, Debit or Credit, and Line Description.
- Note: Columns R-V have been hidden for the visual below. You may have to scroll to the right to see Line Description (Column W).

Repeat Steps 9-13 for each line of the Journal.
- Note: This example shows two lines, but you may enter additional lines, as long as the Debits and Credits all balance.
Select Submit.

Select the Submission Options:
- Submission Options: Select Submit Journal Import.
  - Note: Selecting Submit Journal Import and Posting may make it impossible to upload supporting documents to this Journal after uploading to Oracle.
- Import Descriptive Flexfields: Select Yes without validation.
- Other Options: Both boxes are optional and may be left blank.
Select Submit.

Select OK.
Verify the Row Status column indicates Row Inserted Successfully for each line.

Navigate back to Oracle.
Select the Journals work area in General Accounting module.

Select the Taskbar.
Select Manage Journals.

Enter search criteria to find the Journal or Journal Batch you created.
Select Search.
Select hyperlink of the Journal or Journal Batch.

Select the “+” icon in the Attachments field.
Select Choose File.
Use the Left panel to navigate your computer to find the folder that your is document saved in.
Select the Document.
Select the Open.
Select OK.

Select Save.
- Note that the Attachment is noted in the Attachments field.
Select Post.

You have now completed the process of Loading the ADFDI journal through interface tables to the general ledger.

Enter a Journal Batch with Multiple Journals via ADFDI (Spreadsheet Upload)

Select General Accounting.
Select Journals.

Select the Taskbar.
Select Create Journal in Spreadsheet.

Open the Download CSV File and then select Yes.

Select the Multiple Journals tab at the bottom.
Enter the Journal Header Columns (Journal Batch, Description, Journal, Journal Description, Ledger, Accounting Date, and Category).
- Journal Batch: Enter the name for this Journal Batch. This may be the same name for all Journals in the Batch.
- Description: Provide a Description of why you are transferring these funds.
- Journal: Enter a Journal Name for this Journal.
- Journal Description: Provide a Description of why you are transferring these funds.
- Ledger: Most users will only have one Ledger to choose from. Choose the appropriate Ledger from the Dropdown menu.
- Accounting Date: Typically, today’s date.
- Group ID: This will auto-populate.
- Source: This will auto-populate.
- Category: Double-Select this cell to search for the proper Category.
- Journal Attachment URLs: You can use this cell to provide a link to Support Documents, such as a Box folders URL. (Note: you can also attached documents once the spreadsheet has uploaded to Oracle. See Step 18).

Select the Entity cell to reveal the COA Widget.
- Double-Select this cell to open the Accounts window and then select the COA Widget.
- Note: The remaining COA fields will populate based on your entry (Columns M through V)

Enter Chart of Accounts string.
Select OK.

Review Chart of Accounts string that you entered and select OK.
Enter the Currency, Debit or Credit, and Line Description.

Repeat Steps 9-14 for each line of the Journal.
Select Submit.

Select the Submission Options:
- Submission Options: Select Submit Journal Import.
  - Note: Selecting Submit Journal Import and Posting may make it impossible to upload supporting documents to this Journal after uploading to Oracle.
- Import Descriptive Flexfields: Select Yes without validation.
- Other Options: Both boxes are optional and may be left blank.
Select Submit.

Select OK.
Verify the Row Status column indicates Row Inserted Successfully for each line.

Navigate back to Oracle.
Select the Journals work area in General Accounting module.

Select the Taskbar.
Select Manage Journals.

Enter search criteria to find the Journal or Journal Batch you created.
Select Search.
Select hyperlink of the Journal or Journal Batch.

Select the “+” icon in the Attachments field.
Select Choose File.
Use the Left panel to navigate your computer to find the folder that your is document saved in.
Select the Document.
Select the Open.
Select OK.