How to process a Journal Entry

Critical Concepts

• Oracle role assignment of UCSD GL Journal Entry JR will be limited to select VC department contacts
• Internal controls surround the ability to create and approve journal entries in order to maintain security around the University’s financial statements, therefore access to create and approve journal entries will be limited/restricted.
• GL Journal Entry Preparer is independent from a GL Journal Approver.
  • To check if you have access to create or approve journals, from the home screen, go to General Accounting > Journals, then click on the Task icon and you should see either Create Journal or Manage Approvals
  • If you do not see any of the above options, you do not have access to create or approve journals.
• Oracle is case sensitive, so be aware of capitals.

Steps to Take

Prepare a Journal in Oracle

Click on Task Icon, then Create Journal.  Compete the following in each of the sections.

Section: Journal Batch  

1. 1. Journal Batch - Enter your initials and today’s date
   2. Description - Enter a description of journal
   3. Balance Type - Actual
   4. Accounting Period - defaults to current period, it must be an open period
   5. Source - Manual

Section: Journal

1. 1. Journal - Enter a Name for the Journal
   2. Description - Enter a description of journal, it can be the same as above
   3. Ledger - UCSD (unless you work in Foundation).
   4. Accounting Date - date of entry or date of journal posting within the open period
   5. Category - Manual or Accrual

Section: Journal Lines

1. 1. For line 1, under Account, enter Chart String.  
      
      • If you do not know the chart string, click on the Search icon:
      • Each segment must have a value (a zero value is acceptable in some segments) and title/name.
      • Use the drop down arrow to search for the segment.
      • If you know the segment value and you type it in the field, you must see the segment name appear.  If it is not there, you will have to click on the drop down and select the value, then hit enter.
      • Refer to KBA How to Determine my Chart String for further assistance in finding segments.
      • If you can not get out of the screen, there may be a Cross Validation Issue.  Refer to KBA Cross Validation Rules
   2. Enter the Debit amount
   3. Enter a Description for the journal
   4. Repeat for the next line.  There will be a minimum of 2 lines, a debit and credit line.  Note: Total Debit amounts must equal total Credit amounts. 
   5. Click Save.  This does NOT submit for approval.
   6. Click Post.  This submits the journal to get approval. 
2.  
   1. If you want to check to see if it was sent for approval, click on Show More (next to Journal Batch heading).
   2. Click on tab Action Log.  Column Action should state “Sent for approval”
3.  

Review and Approve Journal

Go to General Accounting > Journals > Manage Approvals, look for the notification at the top right on the Bell icon that there is an approval pending.  We recommend clicking on the journal to review and then click on Post to approve, rather than click on Approve without review. If you click on Reject it will send an email notification to the preparer to review and resubmit.  

Another way to review is to click on the Task icon, then Manage Journals, then look for the journal to approve.  Click on Post to approve the journal.

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2. If you still have questions or need additional assistance, please Submit a Ticket