Credit Card Journal Entry Training in PeopleSoft Financials Office of the Controller

Log in to PeopleSoft Financials Office of the Controller

Navigating in PeopleSoft Financials Office of the Controller

Navigation in PeopleSoft Financials Before clicking on “Add” make sure you select the date of the settlement/batch report NOT date of sale. Once date is selected click on “Add” Date of Settlement/Batch Click here after selecting the date Office of the Controller

Journal Header Long Description: 1.Name of Department 2.Date of settlement/batch 3.Brief description of sale 4.Net amount of sale/refunds 5.Type of credit card AMEX VISA/MASTERCARD/DISCOVER Ledger Group: ACTUALS (should be already selected for you) Source: Your Department (max of 3 letters) (You can click on the magnifying glass to search for the name, but this field should be automatically filled in to minimize errors) Journal Class: please select one of the two credit card types Visa/MasterCard/Discover American Express

Office of the Controller Screen Shot of Journal Header Long description must have 5 items ACTUALS 3 letters AMEX VIS/MC/DSC

Office of the Controller Journal Lines Effective July 1 st, 2013 due to the Cash Consolidation Project all cash accounts will be centralized into one activity number ( ). As of July 16 th there will be a rule placed in the system and it will give you an error if not recorded properly. Changes are below: Speed Type: In line 1 i n the empty box type in activity # In line 2 in the empty box type in your department activity number (10 digit number) Account In line 1 i n the empty box type in the five (5) digit number of the Merchant account (112003) In line 2 in the empty box type in the revenue account that best describes your sale collected. All revenue accounts start with 6xxxx Amount: For a sale you must type in the total sale amount as a positive For a refund you must type the refund amount as a negative (-) Click on the plus sign (+) to add an extra line.

Journal Lines Cont. Effective July 1 st, 2013 due to the Cash Consolidation Project the Sales Tax account will be deactivated and replaced with and activity number will also be deactivated and replaced with As of July 16 th there will be a rule placed in the system and it will give you an error if not recorded properly. Changes are below: Sales Tax If recording Sales Tax you must use the Sales Tax Department ID and GL Liability account: Using Miscellaneous Revenue Account It is preferable not to use account If you record the sales in GL Revenue account please send an to explaining why the department needs to use that account instead of a more specific account. Office of the Controller

Screen Shot of Journal Lines Office of the Controller 5 digit number If sale + w/ If refund – w/ Click to add line 10 digit number New sales tax account replacing

Saving and Processing Journal Lines Once you have recorded the net amount of sales with the correct GL Revenue accounts save the journal lines and the system will give you a journal number. You will notice that Intra-Unit Cash account will appear in your journal. This is due to the changes of the Cash Consolidation Project. Since the cash will be recorded in a different activity number than the revenue the system will balance itself by creating the Intra-Unit account. Your total net sales and credits will reflect a higher amount. Do Not Worry the Intra-Unit Cash does not affect your net sales/refunds. Please keep this journal number for your records with the backup of the sales. Do not store credit card numbers. After saving the journal please click on “Process” so that the Budget Status and the Journal status change from N N to V V Office of the Controller

Screen Shot of Journal Lines Office of the Controller Click Save Click Process Journal Number (keep this for your records)

Office of the Controller Do you have any questions or concerns while creating a journal? Feel free to contact me via or phone

Office of the Controller Questions?