CAPÍTULO III. FINANCIAMIENTO EN LAS ORGANIZACIONES COOPERATIVAS
3.2. F INANCIAMIENTO EN LAS ORGANIZACIONES
3.1.6. Apoyos gubernamentales a las sociedades cooperativas
Training Services, Organizational Eff ectiveness/OHR • 612-626-1373Journal Entry www.umn.edu/ohr/trainingservices 12-30-11
Jour nal Entr y Anal ysis T ype
Th e following NON-BILLABLE Analysis Types WILL NOT aff ect the sponsor’s invoice. Cost Share Cost Share Analysis Types must be used when entering a manual journal entry (JE) if the ChartField string includes: Fund, DeptID, Program, PCBU, Project, Activity, Account, CS. Analysis TypeDescriptionSummaryWhen to Use CGECost Sharing GL ExpenseTh e journal entry line indicates cost share and is related to non-salary/fringe.Use when an expense purchase is to be included in the cost share requirement. CPYCost Share Payroll No longer used. BD1Total Cost Budget Scenario 1 Th is is for cost share budgets/budget reallocation.Use for all budget transactions entered into Budget_Fin that use a Project number. CSRCost Share RevenueUsed to fund cost share ChartField strings. Use when allocating resources to a specifi c cost share ChartField string. Other RFARedistribute F&AUsed to redistribute F&A.Use only with Account 460201 or transfer account codes to redistribute F&A in order for the following to occur: • Maintain historical reporting of what each DeptID earned in F&A recovery. • Departments can zero out the ChartField string. • CS ChartField is not required when using Program and Project along with “RFA” Analysis Type.A
Creating a Journal Entry: Lines Page (cont.)
Training Services, Organizational Eff ectiveness/OHR • 612-626-1373Journal Entry www.umn.edu/ohr/trainingservices 12-30-11
Jour nal Entr y Anal ysis T ype (cont.)
B Th e following BILLABLE Analysis Types WILL aff ect the amount billed to the sponsor. Sponsored Projects Sponsored Analysis Types must be used when entering a manual journal entry (JE) if the ChartField string includes: Fund, DeptID, PCBU, Project, Activity, Account. Analysis TypeDescriptionSummaryWhen to Use GLEGL Expense Th e journal entry line indicates a Project number and is related to non-salary/fringe expenses. Th is code is used when non-salary/fringe related transactions entered are truly expenses that need to be paid by the sponsor. PAYTime & Labor Actual No longer used. Used Only By Sponsored Financial Reporting (SFR) TIPTemp. Investment Pool IncomeUsed by SFR only when processing TIP. GCAConversion of AssetsNo longer used. GLBGL Balance Sheet/ Off setUsed by SFR only. GLRGL Revenue Used by SFR only. GPAProgram Income Addition MethodUsed by SFR only when processing Program income. GPDProgram Income Deduction MethodUsed by SFR only when processing Program income.Creating a Journal Entry: Lines Page (cont.)
Account (6 characters) Account value for this distribution line. This value is required. It classifies the nature of the transaction (revenue, expense, asset, or liability).
FinEmplID (7 characters) FinEmplID value for this distribution line. FinEmplID uses an employee’s ID number. This is an optional field and is used when certain financial activities needs to be tracked to an individual employee. It is required for certain Program values.
CF1 (10 characters) CF1 value for this distribution line. This is a conditional, centrally defined field with centrally defined rule sets.
CF2 (10 characters) CF2 value for this distribution line. This is an optional, user-defined field that is used by a college or a department.
CS (2 characters) “CS” (cost share) is entered for all cost-share transactions when both Program and Project values are required. “CS” is the only value for this field.
Field Name Field Description
Fund Affil (Fund Affiliation) System automatically populates field with a value if the transaction crosses funds.
DeptID Affil (DeptID Affiliation) System automatically populates field with a value if the transaction crosses DeptIDs.
Amount Dollar amount of the transaction line. If amount is a credit, enter a minus sign before the amount. Do not use a dollar sign or commas.
Stat Leave blank.
Stat Amt Statistical amount of the transaction line. This field is used only when a statistical account is used in the Account ChartField, such as for carry-forwards and tip deficits. This is used in Accounting Services.
Creating a Journal Entry: Lines Page (cont.)
Creating a Journal Entry: Lines Page (cont.)
UOM (Unit of Measurement) Leave blank.
Reference (10 characters) (mm/dd/yy) Required when doing a sponsored expense transfer. The date of the original transaction is required.
(30 characters) Defaults to the account value name once entered in the Account field. For sponsored expense transfers, the document number, such as a payment voucher or invoice, is required in this field. When this is the case, delete the default description, and enter required information.
<Projected Balance> This link at the end of each completed journal line displays the Debit Amount and Credit Amount as well as the Projected Balance for the selected chartstring . This feature enables journal preparers and approvers to more closely monitor the impact of journal entries before they are fully processed.
Lines to Add (4 characters) Adds another line to the journal entry. To add multiple lines, enter a number before clicking to add.
Calculates debits and credits.
To aid in balancing the journal, a running total of the number of lines, debits, credits, journal status, and budget status of the journal appear at the bottom of the Journal Entry – Lines page. It updates when an entry is saved or another blank line is added. Only balanced entries can post to balanced ledgers.
Field Name Field Description
Find Not used.
Total Lines Number of total lines for the journal entry.
Total Debit Total amount debited for the journal entry.
Total Credits Total amount credited for the journal entry.
Journal Line Description
Creating a Journal Entry: Lines Page (cont.)
Journal Status Indicates the current status of the journal.
D (Deleted). Not used.
I (Posting Incomplete). Posting is incomplete because of posting problems. For example, the system might have problems after the reversal journal is created but before the original journal is actually posted. Report as soon as possible.
M (Valid Standard Journal Entry Model). This is a valid standard journal entry model that can be used to generate standard journal entries; this journal cannot be posted and will not be picked up for further processing by any batch process. More information on standard journal entries can be found later in this manual.
E (Error). Journal has been edited and has errors. Errors could include unbalanced debits and credits or invalid ChartField combinations.
Errors must be corrected before the journal can be posted. Click on the Error tab or click <E> under Journal Status to view details of error(s). This will open the Error tab.
N (No Status). Needs to be edited. This status is a default value and changes to another status once the edit journal process has been run.
P (Posted). The journal entry has successfully been edited, approved, and posted by the system to the appropriate ledger.
T (Journal Entry Incomplete). Save Journal Incomplete Status checkbox was selected on the Header page when the journal entry was first created. To change from “T” to another status, go back to the Header page and deselect the Save Journal Incomplete Status checkbox. Once this is done, the entry can be edited and budget checked either manually from the Lines page or automatically through nightly batch processing.
V (Valid Journal). The journal entry has been edited, there are no errors, and once it’s approved, it’s ready to be posted.
Budget Status Indicates the budget status of the journal. If the budget status is
“Error,” click this link to access the Commitment Control page, where the error or warning messages can be viewed. Values include:
E (Error). There is no budget set for this transaction line. A budget needs to be created before it can be approved or posted. Click the link to view detailed information on the error.
N (Not Checked). The budget check process hasn’t been run on the entry.
V (Valid). The entry passed budget-checking and can be posted. If a warning message pops up, it indicates that the budget has been overspent, but the process can still continue.
Field Name Field Description
Process Tasks to be performed after all appropriate fields have been entered.
• Budget Check Journal. Checks the journal lines for valid budget amounts. When the edit journal process is run, a budget check is also done.
• Copy Journal. Initiates the copy journal process. This is done to copy an existing journal entry and save the copy with a unique journal ID. See Copying a Journal Entry in this manual for copy journal instructions.
• Delete Journal. Deletes the current journal. Only journals that haven’t been posted can be deleted. There is no audit trail of the creation or deletion because the system assumes that a mistake is being corrected.
• Edit ChartField. Verifies validity of the ChartField string. When the edit journal process is run, the edit ChartField process is also performed.
• Edit Journal. Initiates the journal edit process. The edit journal process performs both the edit ChartField process and the budget check process. Select this process after completing the creation of a journal, and again after any changes have been made to that journal.
See the ChartField Combination Errors and Other Status Errors section of this manual for more information about ChartField combination errors.
• Print Journal. Not used.