Accounting General Journal Template
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Interdepartmental upload guidelines The Banner Interdepartmental add Template is used when one branch has many journal voucher lines to be input into Banner on the same time–usually enhanced than 10 lines. keep a duplicate of the template to your local machine and comply with the directions beneath for finishing the spreadsheet. Columns in Excel Spreadsheet: device IDTo be filled in through prevalent Accounting until already popular. TypeThis must at all times be C! If no C exists in a line or anything else is entered besides a C, the whole row can be completely disregarded when uploading to Banner. COASClients may also come up with a Chart Code, which in most situations should be C. There are different letters (P & F), but the code that could be used essentially the most is C. if they do not provide you Chart C – it really is quality. familiar Accounting will fill this in whether it is not common. Index CodeThere may be a 4 or six personality Index Code, which generally consists of a branch identifier plus a bunch. If letters are part of the index, they have to be capitalized. (Examples- GAC001, 1943, G00845) FundNot vital if Index Code exists in column D. only essential if steadiness sheet accounts are being used (ought to have 6 characters if used). OrgnNot vital if Index Code exists in column D. (have to have 6 digits if used) Account CodeClients have to also give you an Account Code (six digits).this is essential. This code specifies the class of price or income you are coping with if an index code is assigned.the most critical counsel to get is the index code and the account code. ProgramNot vital if Index Code exists in column D. (must have 5 digits if used) ActivityClients can provide you an recreation Code (three numerical digits) along with the index and account codes. This just extra specifies where the price/income has to be coded inside a given branch. this is no longer required but should still be used when provided. LocationRarely used code. (should have 5 digits if used though) DB/CRThis column have to have either a D for debit or a C for credit score. Put the C in pink (Excel menu- layout/Cells/Font/colour–red) if credit so they may also be observed more convenient. AmountThis number need to certainly not be poor even when a credit. The C within the prior column (ok) determines what sign should be entered in Banner. The structure of this column (Excel menu- layout/Cells/number/class–quantity/Decimal locations–2 & uncheck “use a thousand separator” box) can haven’t any commas, $ signs, or formulation (aside from an =SUM(*cells to be totaled*) system for the grand total at the bottom). Trans DescThis is the description you’re going to see when viewing thetransactions on MInE stories or in Banner, so please consist of whatever suggestions will advantage your department essentially the most. notice that you only have 35 areas to work with. here cannot be in this column- commas, % signs, & indications, fees, or @ signals. Ref NumberThis is any (as much as eight digit) numbering gadget you may additionally use to make every line enjoyable. conventional Accounting will #1,2,three, and so forth. if you choose to exclude.note: For corrections of costs, this column should still be used to enter the customary doc #s of the fees for the credit lines. Month adventure/exercise OccurredThis is the month that the event/undertaking that you’re billing for happened. for instance, if you’re billing for a catering event that occurred in may additionally, this is able to be might also. BankWill undoubtedly be CD if chart in column C is equal to C as outlined above. If chart P was used (no longer very everyday), PD would be the bank. DateDo now not delete the formula from this mobilephone! The system =Now() is in this column since it has to have the day familiar Accounting uploads the entry to Banner. The year ought to have best 2 digits—please adjust structure to (MM/DD/YY HR-MN) if 4 digits for the yr are displaying (Excel menu- format/Cells/quantity/Date/type- 3/14/01 13-30).Columns Q-V are used to determine the relevant number of spaces have been enter in the imperative columns. Please do not delete these columns or formulation =len() as a result of familiar Accounting uses them to do remaining exams earlier than importing. Dept NameYou may enter the department for each and every line merchandise in case any contacts have to be made to repair feasible blunders later or any learning is integral for definite codes. any other assistance you may also need on the spreadsheet to your own use can be added in any column after Column W. widely wide-spread Accounting will delete any columns now not necessary for uploading. do not delete any columns. only if fundamental you may additionally conceal some columns not getting used on your purposes. It is very advantageous to universal Accounting that the columns are unhidden before submitting the template. ultimate Steps: attach the completed template to an email and ship to GeneralAccounting@MiamiOH.edu Please consist of the overall of your upload in the email physique; this helps us assess the attachment is the correct one meant to be sent. include any description of the upload within the text of your e-mail, even if or not it’s the length involved or a certain numbering device your department makes use of for entries submitted to general Accounting. If there are any issues with the add template, widely wide-spread Accounting will contact you for information on fixing the issues. eventually, make sure to turn templates in by the month-to-month closing dates (2nd working day of following month) if you’d like your facts in a undeniable month. Journal Spreadsheet upload system Overview Registered clients will use an Excel template to checklist journal traces. These journal strains may also include any combination of ChartFields for normal applications, (together with stability sheet transactions, adjusting, and correcting entries) however are confined to one intention per journal spreadsheet. The journal spreadsheet may contain a whole lot of lines, however could be processed as one journal. charges are submitted, the use of the spreadsheet naming conventions described below, as a standardized excel spreadsheet by the use of e-mail to firstname.lastname@example.org (this is a macro enabled file, when you are having situation downloading, you may wish to switch to a suitable browser, comparable to Chrome or Firefox). consult with special guidance regarding creating a Journal Spreadsheet and instructions on the way to Automate Enabling content material. present registrants and assigned masks can also be discovered on the registrants spreadsheet. Naming of Journal Spreadsheets When saving your Journal Spreadsheet use right here structure: your 3-personality code (mask) plus present day date. example: ACS11082008.xls in case you put up more than 1 spreadsheet per nowadays the format should be your 3-character mask plus contemporary date plus an alpha character A, B, C, and so on. instance: ACS11082008A.xls where to View Uploaded Journals After the journal spreadsheet has been accepted via Accounting features, the Excel file might be transformed right into a text file (flat file) and uploaded into NUFinancials. expenses appear in NUFinancials frequently on the identical day. charges can be confirmed by way of performing an Actuals Journal Search in NUFinancials beneath the Finance & Accounting tab. See the NUFinancials working towards materials for searching for Actuals Journals. notice: If there is an issue with the submission and the journal spreadsheet can’t be processed, you may be notified by using e mail. You will be required to suitable blunders after which resubmit the journal spreadsheet. as soon as the new spreadsheet has been obtained the long-established (wrong) spreadsheet should be deleted by the add Journal team. department Enrollment Required for Journal upload system To begin using the Journal Spreadsheet, departments should be enrolled in the software. Departments need to first finished a Journal Spreadsheet Registration kind. This form provides Accounting capabilities with the assistance indispensable for approving a department for journal spreadsheet submissions into NUFinancials. Three character alpha codes (masks) are assigned to every branch. (You may request a selected masks.) additionally, masks may well be set up for every submitter inside a department. Please complete form, print out, sign and date, and return to:David Ackermann, economic Operations IT555 Clark St. Suite 319Evanston, IL 60208Or electronic mail kind: email@example.com When the registration is authorised, your department mask can be e-mailed to you and you’re able to start submitting Journal Spreadsheets. The Registrants Spreadsheet has a complete checklist of registered journal spreadsheets and their corresponding masks & contact guidance. These masks are incorporated in the first three characters of the Journal identity (ie. TRE – Treasury’s office Spreadsheet), which is valuable when looking for transactions. The source on all journal spreadsheets is ASC. For NUcore users/administrators handiest – talk over with the NUcore web site to down load the NUcore Journal upload Registration kind and for additional info in regards to the NUcore transaction processing equipment substances Contact tips questions about the use of the journal spreadsheet? Contact Accounting services at 847.491.5337 or firstname.lastname@example.org. Journal Processing Overview Journals are created following the company suggestions and Chart of money owed structure for valid values to checklist and order fiscal information for management and reporting. Journals ought to be approved, be valid and move funds-checking earlier than posting into the standard ledger. Journals that fail to post are monitored with corrective motion taken as necessary, and posted/deleted by means of Accounting services. depending on the journal formulation, validation of the transaction coding, enterprise suggestions and approvals could be applied in alternative ways or at different times. youngsters, at posting, all transactions can be edited again by way of the device. The equipment edit compares values entered to values which are valid within the Chart of money owed. on the same time, the gadget additionally compares the transaction activity to the centered finances for that pastime to investigate if the transaction is allowable according to finances suggestions and spending availability. Journal Posting time table Journals publish instantly via the system on the hour daily in spite of everything approvals are applied. Accounting services might also also post transactions intermittently as necessary. kinds of Actuals Journals 5 (5) kinds of actuals journals exist for processing: Correction Journal
inside income Journal
stability Sheet Journal
Actuals journals are not for relocating price range aid. refer to the Which journal category should i use? chart for greater assistance concerning the first 4 actuals journal kinds; for steadiness sheet journals check with the on-line webinar or book. methods of Journal Entry There are four fundamental tactics that create journal transactions in NUFinancials: equipment interfaces and other automated interfaces
Direct data entry
Portal transactions with workflow
Journals from methods and different computerized Interfaces equipment interfaces (SES, goals, HRIS) and unit-based mostly interfaces (recharge centers akin to NUIT) are written to encompass a lot of gadget edits and validation just before loading into the regularly occurring ledger. they are transmitted on a prescribed schedule and uploaded immediately. NUFinancials edits and price range-exams the transactions before posting occurs; if any of the journal lines are in error the entire journal isn’t posted and is assigned an error fame. Journals that fail to submit are monitored with corrective action taken as vital and resubmitted for posting by means of Accounting capabilities. Intra-device modules (A/P, prices, provides) additionally generate journals to the normal ledger; journals in error are recycled and have to be corrected before posting. Direct statistics Entry of Journals Direct statistics entry into NUFinancials is restricted to important offices, essentially Accounting functions (AS) and Accounting services for research and backed courses (ASRSP) due to the complexity of the performance and the shortcoming of company suggestions and workflow within the equipment to handle how and what transactions are created. selected sources are assigned to central workplace team of workers in an effort to display screen direct entry pastime and enterprise procedures are in location to be sure acceptable approvals before posting. other important workplaces that utilize this journal type are the office of budget and Planning, student accounts, and student Loans. NUPortal for Entry of Journals All different devices will use the NUPortal journal performance to create journals for the functions of accounting corrections, charging internal revenue, and transferring specific monies between chart strings (no longer for moving price range support as funds Journals are used to movement funding). The portal includes approval workflow. No paper kinds for statistics entry should be used in NUFinancials. For particular guidance about how to create Journals the usage of the NUPortal, view the FFRA training publications for the usage of the Journal Portal arms-on. Tip: When growing an actuals journal by way of the NUPortal, you must enter an Account cost. On the accounting line, click on magnifying glass under Account to find all obtainable values. Or, enter the "first digit" of an Account series to restrict the back values. for instance, enter "7" for non-personnel expenses, "4" for revenues, "5" for inside sales revenues. Journal add manner for enormous Multi-line Journals clients will also have a tool for enormous multi-line journals for these equal functions: an excel spreadsheet template. users will first register with Accounting features to use this software. Then, spreadsheets are submitted to Accounting features for closing approval, edit, and upload for posting. confer with Journal upload manner for extra counsel. steadiness sheet entries can also handiest be submitted by way of contraptions by means of the spreadsheet journal or balance sheet journal entry web page. Correction Journal suitable a chart string or Account on an latest posted journal. now not to be used for stability sheet Account changes. Journal need to be entered inside 90 days of the normal journal date, in any other case a justification form is required.
money owed must either be rate (7 series) or profits (4 collection), but no longer each on the identical journal.
transfer bills (8 sequence) may additionally now not be used.
ASRSP approval will be required on all journals containing backed funds (6 sequence).
Journal need to steadiness.
fee, enter a favorable quantity (debit)
revenue, enter a negative quantity (credit)
price, enter a poor amount (credit score)
profits, enter a favorable amount (debit)
inside earnings Journal New sale of items or capabilities from one NU Unit to a further NU Unit. correct a sale of items or functions from one NU Unit to a different NU Unit. (Use agency Journal for income with 700s cash). Journal have to be entered inside ninety days of the normal sale date or service duration end date.
should use an RDX profits Account (5 sequence) and cost Account (7 series) which most accurately reflects the nature of the transaction.
If correcting or adjusting, you have to reference usual interior sales journal. The correction journal must reverse the original transaction and a brand new ISJ need to be created with the relevant transaction.
ASRSP approval via workflow can be required on all journals containing sponsored money.
Journal need to balance.
cost, enter a favorable volume (debit)
earnings, enter a negative quantity (credit)
cost, enter a terrible volume (credit score)
profits, enter a positive amount (debit)
transfer Journal circulation an amount from one chart string to an extra. not to be used for alterations in budget or with agency or backed undertaking chart strings. ought to use transfer bills (8 collection).
now not allowable on chart strings where the Fund ChartField is in the gives you (600), agency (seven hundred).
Journal should stability.
rate, enter a favorable quantity (debit)
income, enter a bad amount (credit score)
price, enter a terrible volume (credit)
profits, enter a positive quantity (debit)
agency Journal agency funds symbolize exterior entities; actual costs and income account codes should still be used be used. have to use at-least one agency fund code (7 sequence).
ought to use most effective profits account code (4 series) and expense account code (7 series) which most precisely mirror the nature of the transaction.
ASRSP approval by the use of workflow will be required on all journals the use of sponsored cash.
If correcting or adjusting, you must reference normal agency journal.
Journal have to balance.
fee, enter advantageous volume
salary, enter poor quantity
rate, enter negative amount
income, enter wonderful quantity
balance Sheet Journal stability Sheet Journal in the past despatched via upload journal which encompass strains with account codes in the 10000 and 20000 collection. should use at-least one balance sheet account code i.e. 1xxxx and/or 2xxxx.
ASRSP approval by way of workflow will be required for all journals using backed dollars.
Journal should stability.
Asset and/or expense, enter nice quantity
legal responsibility and/or profits, enter bad volume
Asset and/or cost, enter negative amount
liability and/or salary, enter tremendous quantity
Attachment required for approvals.
the use of debts in transfer Journals switch transactions stream helping monies between managing units when a budget transaction can not be used. Most funds endeavor may also be processed the use of a finances Journal by way of the NUPortal. however, you cannot stream “price range” between two distinctive present or endowment tasks. Use the Actuals portal transfer journal for this movement of bucks. seek advice from training substances and transfer Journal guidelines for details. The transfer represents an internal transaction to the college and need to be eradicated from the monetary statements. To facilitate this removal, selected pairs of switch codes need to be used to list the inside expense and revenue transactions. Some codes within the sequence may well be used generically and others are really expert transfer codes. within the prior fiscal equipment, codes had been setup for flow between fund companies; as a result of these fund groups were redefined for NUFinancials, new and simplified transfer codes should still be used. despite the fact, historical codes were converted for statistics conversion functions. See the suggested transfer Account Pairs chart for NUFinancials suggested codes. Non-mandatory transfers (description NMT) are typical programmatic inner funding transactions. obligatory transfers (description MT) are customarily important office use only. different special codes can be school based mostly (eg, Feinberg faculty of medicine internal transactions). elements Contact counsel questions on
Journal processing, transfer transaction processing
Accounting services, 847.491.5337
sponsored task journal approvals
EvanstonJany Raskina, Expenditure Audit Coordinator, 847.491.4697
ChicagoRosanna Sian, Expenditure Audit Coordinator,, 312.503.0835