ADI - Creating Journal Entries

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Distribution

UVA GL Budget Specialist

GL Accountant

GL Accounting Manager

GL Administrator

Ownership

The Director of Accounting Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Applications Desktop Integrator
B ® Ledger ® Enter Journals
Create Journal Worksheet

After signing onto ADI, click the [Ledger] icon (open book; third from left) on your toolbar and select 'Enter Journal' from the list.

1. The Create Journal Worksheet screen appears. Use the Journal Worksheet to complete your journal entries.

Choose Journal Type

There are four types of journal entries you can setup from the Journal Worksheet. When you select one, ADI creates a corresponding journal worksheet in Excel:

Functional Actuals – create actual journal entries using the function currency for your selected set of books.

NOTE: Most users will create the Functional Actuals type of journal.

Foreign Actuals- create actual journal entries using a foreign currency.
Budgets – create journal entries that are to be posted against a budget.

NOTE: Budget journals will be created in the University Budget Office.

Encumbrances - create journal entries to update encumbrance balances.

Number of Journals

Specify the number of journal entries to enter – single or multiple.

Single: Use to prepare an individual journal entry. Information common to all lines in your journal entry is reflected in the journal worksheet header. This includes Category, Source, Currency, and Accounting Date. For each line of the actual entry, you enter information such as Account, Debit amount, and Credit amount.
Multiple: Use to prepare multiple journal entries. All information pertaining to a journal entry, even that which is common to more than one line, is entered on each line of a multiple journal entry. With multiple journal entries, you can combine journal entries that have different categories, sources, and currencies on a single journal worksheet. You can then upload these different journal entries at the same time. When General Ledger imports the entries from the GL Interface table, it separates the lines into appropriate entries and batches.

Create Worksheet In

Select whether you want to create the worksheet in a new workbook or current workbook.

New Workbook: Select this option to create your journal worksheet as a new Excel workbook.
Current Workbook: Select to create your journal worksheet as a new worksheet within the current Excel workbook. This option is only available when you already have an Excel workbook open.

2. Once you have selected your Journal Worksheet Options, click on the Enter icon (green checkmark). This will bring up the Journal Worksheet in which you create your journal entry.

3. Enter the journal header information as requested on the worksheet: Accounting Date, Category, Journal Name, and Journal Header description.

NOTE: Key the date in Accounting Date and Journal Description cells in the DD-MMM-YYYY format (UPPER CASE) as a "label". Select the cell, key an apostrophe, then the correctly formatted date. This insures General Ledger receives the correct date format in its Effective Date field.

EXAMPLE: '23-JUN-2001

4. Enter an Account string (GL string) for each journal line by

Entering the account directly
Using a Pre-defined alias
Choosing from a list of values for each segment, one segment at a time

5. Enter a Debit or Credit amount for each journal line. You can use Excel formulas to enter your amounts.

6. Enter the appropriate journal line description.

7. Enter information for any optional fields that you specified if you customized the journal worksheet.

NOTE: To insert additional rows into the journal template you must Unprotect your worksheet. From the Excel Menu choose
Tools ® Protection ® Unprotect from the Excel menu.

8. The journal worksheet is ready for Upload/Import.

Effective: 08/13/04

Revision: 2

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