Navigate to: Home > General Ledger > Journals > Standard Journals > Define Standard Journals > Add a New Value tab.
This is where the parameters are set for the standard journal entries. See previous pages for how to create model journal entries.
Field Name Field Description
Business Unit “UMN01” is the only business unit used.
Standard Journal (10 characters) The standard journal should have a name different from that of the model SJE, but it should be similar so that it also describes the journal.
Define Standard Journals Page
Use this page to select the type (recurring, template, or spread) and frequency (daily, weekly, monthly, or user-defined) of standard journal entry.
Field Name Field Description
Unit Always “UMN01.”
SJE ID (Standard Journal Entry Identification) Name given on the Add a New Value page.
Description (30 characters) Description of the SJE.
Seq Nbr (Sequence Number) Displays the number of the SJE detail.
Description (30 characters) Description of the specific journal in the sequence. Most SJEs will have only one SJE detail.
SJE Type The type of the SJE. Values are:
Template. The General Ledger uses a template as a data-entry model for other journal entries. It can be automatically reproduced on a fixed schedule as with recurring SJEs, or it can be used on request. Examples of templates are monthly payments with different amounts, such as telephone and utilities.
Recurring. Any entry that should be automatically recorded in its entirety according to a fixed schedule. These entries contain the same ChartField values and amounts, such as monthly rent, lease payments, and depreciation expenses.
SJE Type (cont.) Spread. The total amount is spread proportionately across all the periods. For example, suppose that a company charges a flat fee of $10,000 annually to perform a service. Use this journal entry type to divide that amount by 12, and create recurring entries for the same amount each month.
Spread-Day. The total amount is spread across the months in
proportion to the number of days in each month. For example, assume that a company charges a flat fee of $10,000 annually to perform a service. The amount charged for the expense each month corresponds to the product of the result of 10,000 divided by 365 times the number of days in the month.
Status One of the following statuses is displayed:
Active. When an SJE is first created, its status is “Active.”
Error. This status indicates that an error occurred the last time the standard journal process attempted to process this SJE. The SJE continues to display a status of error until the next time the batch process is run after the problem causing it is fixed.
Completed. All the standard journals for this SJE have been created. An SJE with this status may still be modified. To do this, reactivate the SJE and extend the range of dates or periods.
Error Msg Populates with an error message if the Status field was “Error.” Model Journal Section (specify the model journal used for the SJE)
Journal ID (10 characters) Journal ID of the model journal that will be the basis of the standard journal entry. Unless the SJE type is “Spread,” the journal selected here does not necessarily need to be an SJE model.
Journal Date (mm/dd/yyyy) The date of the creation of the model SJE. Some journal IDs may have multiple dates, but the majority will have only one date.
Status Once the journal and date are selected, the model journal status appears. Model journals must conform to the following requirements: • It must have a status of “SJE Model” if it is a spread SJE.
• It must have a status of “SJE Model,” “Valid,” or “Posted” if it is a template or recurring SJE.
Standard Journal Section (specify the standard journal)
Journal Default value created based on SJE ID entered on the Add a New Value page. Takes up to the first nine characters and adds a number equal to the sequence number. This can be changed.
Document Type Leave blank.
Controls whether the standard journals can be modified before being posted using the Journal Entry page. Select this checkbox to allow the ChartFields and other fields of the standard journals to be modified. Save the journal created as incomplete.
Create Standard Journals Section (specify the sequence of dates of the standard journals to be created) Schedule If the SJE type specified is either “Template” or “Recurring, “the
Schedule field appears. The Schedule field is used to select the frequency of the journals created—daily, monthly on the first day of the month, or monthly on the last day of the month.
(mm/dd/yyyy) The range of dates across which the SJEs should be created.
(mm/dd/yyyy) If the SJE type specified is “Spread” or “Spread-Day,” this field appears. The date of the periods over which the journal amount should be spread.
Enables the standard journal entries to be created in advance. Indicates the number of days in advance of the current date for the standard journals to be ready for creation. For example, the current date is 03/04/2011 and the date range entered in the From Date and To Date fields is 03/01/2011 to 02/28/2012 and monthly-01 is selected in the Schedule field. If the number “365” is entered, all journal entries dated the first of the month from 03/01/2011 to 365 days past the current date of 03/04/2011 will be created immediately once the process is run in Step 3.
If the number “30” is entered, journal entries dated the first of the month from 03/01/2011 to 30 days past the current date of 03/04/2011 will be created immediately once the process is run in step 3. The first time the process is run on 03/04/2011 two journal Allow Lines to Be
Modified Save Journal Incomplete Status
From Date and To Date
From Year/Period and To Year/Period Journal Creation Lead Days
entries will be created, one dated 03/01/2011 and the other one dated 04/01/2011. To run the rest of the journal entries, the process in Step 3 will need to be run at least every thirty days.
If “0” is entered, only journal entries dated the first of the month from 03/01/2011 to the current date will be created immediately once the process is run in step 3. The first time the process is run on 03/04/2011 only one journal entry will be created dated 03/01/2011. For details on running the process to create the SJE refer to the next section, Step 3, Creating a Standard Journal Entry.
This field appears if the SJE type selected is “Spread” or “Spread-Day.” Used to specify a journal date (in each period) for the standard journal. For example, enter “20” to have journals created on the twentieth of each month.
Journal Day in Calendar Period