Important Notes:
Journal Entries may be completed to request surplus transfers and reallocations of LOCAL fund balances and corrections to transactions with no transaction number.
Journal Entries for the prior month are only processed the first four working days of the next month or the first two working days for project-related funding segment strings.
Do not use a journal entry for Appropriated budget transfers.
Reference the Correcting Entries Matrix to confirm you are submitting the appropriate request for the action you are trying to complete.
Step 1: Access Journal Entry Template
Download the Journal Entry Template from the University Forms and Documents page.
You must use a new template for each request. Do not save and re-use templates. To download, click the download button in the upper right corner of the template.
Step 2: Enter Template Header Information
Only white cells may be edited in the template. Do not add rows to the template, as each line is tied to a unique entry key number.
Enter information in the following fields:
Journal (Cell D8): Enter the journal name. The journal name will show in the Account Analysis Report under GL_JE_Name and is limited to 100 characters.
Description (Cell D9): Enter journal description. The description will show in the Account Analysis Report under SUBLEDGER_JE_DESC and limited to 240 characters.
Accounting Date (Cell D11): The accounting date should be the current date, or the last day of the month you wish the entry to be posted in.
Step 3: Enter Journal Line Information
Enter the following information into the Journal Lines section of the template:
Funding Segment String
Debit Amount: Reduces amount available to spend in funding segment string indicated.
Credit Amount: Increases amount available to spend in the funding segment string indicated.
Line Description: Enter a detailed description explaining the transaction. Limited to 240 characters.
Each line of the template will have either credit or debit amount, never both.
You may copy and paste lines to the template, however, do not insert new rows.
Step 4: Project Funding Segment String (skip this step if not using Project funds)
If using project funds, enter the following details:
In the PPM field enter EIDATE
In the Expenditure Item Date field, enter Date of Expenditure Item
Corrections for project-related funding sources will be sent back to the submitter of the correction/journal if the date field is left blank.
Step 5: Repeat Above Steps for Additional Lines
Repeat the above steps for each Journal Line.
Step 6: Confirm Total Debit and Credit Amounts & Check Data
Review journal information to ensure each required field has been completed and it is balanced.
Confirm the Total Entered Debits and Total Entered Credits amounts balance out.
Select the Check Data button in the upper-right hand corner to validate data. The following data is validated, updated, and/or highlighted.
After selecting Check Data, all blank rows will display as yellow and the Expenditure Item Date will automatically convert to the appropriate date and cell format.
Project fund notes:
Blank cells are highlighted yellow if a value is required because of project value or description in the PPM column.
PPM: Fills with “EIDATE” if a value is entered in Expenditure Item Date
Entered Debit/Entered Credit: Removes zero values.
Journal Header: Highlighted yellow if left blank.
If cells are highlighted yellow, update the corresponding information and click Check Data again.
After data is checked, you must complete the Justification Form included as a separate tab at the bottom of the template.
Step 7: Add Supporting Documentation
Reallocations require supporting documentation.
Surplus transfers do not require documentation; however, funding source manager approval is required as indicated on the Journal Entry Smartsheet.
Supporting documentation for the journal entry may be pasted into the Support tab. Pasting the documentation on the Support tab, you may also send your supporting documentation as a separate file.
Supporting documentation may include screenshots of the original journal, invoice copy, email approvals, etc. Preferably an account analysis report (AAR) or drill from Budget v Actual in an Excel format.
Step 8: Save Journal Entry
Select Save As to save Journal Entry for upload. Save your file with a meaningful name and location.
Select Yes to save as a macro-free workbook.
Step 9: Upload Journal Entry Template
Upload completed Journal Entry Template with supporting documentation to the Journal Entry Request Form.
What’s next:
You will receive a confirmation e-mail with a tracking number once the journal entry is received and upon completion with a journal confirmation number.
End of Process
Need help with the steps above?
If you need assistance with the process outlined above, please contact JEUploads@boisestate.edu
If you have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.