Step 1: Access Journal Entry Template

1. Download the Journal Entry Template from the Journal Entry Request Smartsheet.

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Step 2: Enter Template Header Information

1. Enter information in the following fields:

   1. 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.

   2. Description (Cell D9): Enter journal description. The description will show in the Account Analysis Report under SUBLEDGER_JE_DESC and limited to 240 characters.

   3. 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

1. Enter the following information into the Journal Lines section of the template:

   1. Funding Segment String: fund, department, cost center, account, supplemental and project segments are funding string segments. Reference the All Segment Values report to view active funding segments.

   2. Debit Amount: Reduces amount available to spend in funding segment string indicated.

   3. Credit Amount: Increases amount available to spend in the funding segment string indicated.

   4. Line Description: Enter a detailed description explaining the transaction. Limited to 240 characters.

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Step 4: Project Funding Segment String (skip this step if not using Project funds)

1. If using project funds, enter the following details:

   1. In the PPM field enter EIDATE

   2. In the Expenditure Item Date field, enter Date of Expenditure Item

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

1. Review journal information to ensure each required field has been completed and it is balanced.

2. Confirm the Total Entered Debits and Total Entered Credits amounts balance out.

3. Select the Check Data button in the upper-right hand corner to validate data. The following data is validated, updated, and/or highlighted.

Step 7: Add Supporting Documentation

1. 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.

   1. 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

1. Select Save As to save Journal Entry for upload. Save your file with a meaningful name and location.

2. Select Yes to save as a macro-free workbook.

Step 9: Upload Journal Entry Template

1. 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

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