1. Online Journal Entry Finance Business Solutions Shaleen Batra Finance Business Solutions – User Support & Training

2. Agenda Overview Creating and Editing Journals Attaching Supporting documents Approval and Posting Scenarios Journals with Error Deleting and Copying Journals

3. Journals Overview Manual Journal Entry Online Journals Spreadsheet Journals End of Month Journal (EOM) Automated/ System Generated Journals e.g. AP Journals e.g. Payroll Journals

4. Manual Journals There are two ways to process Manual Journals Online Journal (ONL) – which is entered and processed directly in NS Financials Spreadsheet Journal (SSJ) – which is processed via an Excel Spreadsheet that is uploaded and then posted in NS Financials

5. Manual Journal Option A Submit for Approval Approve & Post Journal ENTERER MANAGEMENT ACCOUNTANT Overview Enter journal with appropriate supporting documentation attached Manual Journal Option B Notify Reviewer Review Journal and notify enterer ENTERER Enter journal with appropriate supporting documentation attached Submit for Approval REVIEWER ENTERER Approve and Post Journal MANAGEMENT ACCOUNTANT

6. L30 and L50 forms Instead of completing L30 and L50 forms – enter Journals directly in NS Financials L30 Two lines: One Debit and One Credit L50 Multiple lines Online Journal should only be used for Max 10 lines. For more than 10 lines Spreadsheet journal should be used.

7. Business Unit: UNSWA Journal ID: NEXT Date: Current Date

9. Header – Enter a journal long description, change the Ledger Group if necessary, use the journal source as ONL unless otherwise instructed and add attachments Lines - enter your journal lines. Totals - ensure your journal line totals balance to zero (i.e., your debits should equal your credits). Errors - check your journal errors (useful only after you have edit checked the journal). Approval – approvers use this tab to approve or deny the journal. Approvers – select the person who is responsible for approving the journal.

11. Long Description What - is being transferred/ corrected Where - it is being transferred to/from Why - the original transaction was incorrect Who - is requesting and who is approving the journal When - what timeframes are the journal in relation to How - what supporting documentation there is to substantiate the reason for a manual journal e.g. reference to emails, reports, invoices, drill-downs 50 characters

12. Attachments  Correction Journals should have a document that shows the original entry (nVision reports)  Transferring a group of expenses must have drilldown as backup  Multiple attachments can be uploaded Attach any supporting documents relevant to the journal

13. Line Item Description The line description should clearly explain each journal line item and should contain enough relevant information for stakeholders to identify what the line item relates to Max 30 Characters Relevant Info Action Code It is up to the discretion of the relevant Finance teams within each Faculty/Division as to the application of naming conventions in the Line Item Description, however Finance recommends to use the naming convention given on the next slide; Example A: COR 6441 to 6486 Example B: TRF Salary S BATRA SSIS to OP001

14. Action Codes & Description CodesDescriptions CORWhen correcting an error in the original transaction's chart-field PCOWhen correcting payroll expenditure which has been posted to an incorrect chart-field ICHWhen processing internal charges between Faculty’s/Division’s following the supply of a product or service INTTo be used for interest distribution REVTo reverse an incorrectly posted journal RACTo reverse an incorrectly posted accrual TRFTo transfer from one chart field to another CAPWhen correcting capital expenditure PREWhen expensing the ‘used’ portion of a payment made in advance ACCWhen accruing for the cost of goods or services which have been incurred in one accounting period but not paid in that period ////

15. Scenarios Expense Account – Journal Entry to transfer from PS30614 to PS24321 1 Expense Account – Journal Entry to transfer from PS19433 to PS26329 (refer to scenario sheet) Revenue Account – Journal Entry to transfer from PS19319 to PS19317 (refer to scenario sheet) 2 3 Expense Account Journal – Expense was coded to PS30614 which is incorrect project. It should have been coded to PS26329.

16. Header Entry- Scenario 1

17. Line Entry

18. Personalise Screen

19. Line Entry

20. Select Approver and Save the Journal Save

21. Edit Journal Process

22. Journal and Budget Status

23. Manual Journal Option A Submit for Approval Approve & Post Journal ENTERER MANAGEMENT ACCOUNTANT Approval Options Enter journal with appropriate supporting documentation attached Manual Journal Option B Notify Reviewer Review and notify enterer ENTERER Enter journal with appropriate supporting documentation attached Submit for Approval REVIEWER ENTERER Approve and Post Journal MANAGEMENT ACCOUNTANT

24. Option A*: Submit for Approval

25. Pending Approval ///

26. Manual Journal Option A Submit for Approval Approve & Post Journal ENTERER MANAGEMENT ACCOUNTANT Approval Options Enter journal with appropriate supporting documentation attached Manual Journal Option B Notify Reviewer Review and notify enterer ENTERER Enter journal with appropriate supporting documentation attached Submit for Approval REVIEWER ENTERER Approve and Post Journal MANAGEMENT ACCOUNTANT

27. Option B * : Send for Review * Refer to slide 5 for more information on Options

28. Option B * : Send for Review

29. Option B * : Workflow to Reviewer

30. Option B*: Journal Review Either inform the enterer via notify button or send an email via outlook //

31. Journal Approval Menu for Approvers

32. Journal Approval

33. Post Journal Approver to Post ///

34. Journals with errors

35. Contact your Management Accountant http://www.fin.unsw.edu.au/InformationCentre/WhoCanHelp.html#8

36. Deleting Journals Journals cannot be deleted once posted to the Ledger. Create another journal to correct the error

37. Copying Journals

38. Template List

39. Change Values

40. Journal Entry and Approval //// Journal Approver 1.Enter journal Long Description 2.Add attachments 3.Enter Journal Lines 4.Select Approver 5.Save Journal 6.Edit Journal Process 7.Notify or Submit for approval 8.If Notifying reviewer then submit later  View Journal for Approval – Link in the email – Worklist – Journals/ Journal Entry/ Manage Journal Approver  Check accounting and Chartfields  Review supporting documents  Approve Journal  Post Journal Workflow will be sent to the Approver Journal Enterer Workflow will be sent to the Reviewer Journal Reviewer  Review Journal – Link in the email – Check accounting and Chartfields  Review supporting documents  Once reviewed inform journal enterer via email or notify button

42. Who Can Help? For any Accounting Assistance contact your Management Accountant or Finance Manager

43. User Support & Training Finance Website – Training https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html Training Enquiries Ext. 53550 / 57665, Email fti@unsw.edu.aufti@unsw.edu.au