Overview

Accounting journals should be created to correct revenue and expenses when an accounting adjustment is not an option.
Accounting adjustments should be used to correct worktags on the below operational transactions:

Expense Report
Supplier Invoice
Supplier Invoice Adjustment
Procurement Card Transaction Verifications

Accounting Journal Header

Step 1: Select the UNI Financials application.

Step 2: Click Reports/Tasks.

Step 3: Click Create Journal.

Step 4: For Ledger, select Primary Ledgers then University of Northern Iowa: Actuals.

Step 5: For Accounting Date, enter the current date or the last day of the previous month if you want your entry to be processed in the prior period AND that period is not yet closed.

Step 6: Select Manual Journal for Journal Source.

Step 7: Enter 2995 Balancing Fund for Balancing Fund.

Step 8: Select Operational for Book Code.

Step 9: Enter the business purpose for the journal in the Memo field.

Step 10: Click Continue.

Accounting Journal Lines

Note: that the Company and Budget Date columns will automatically populate on the Journal Entry Lines tab based on the information entered on the Header tab. Do not change these fields.

Step 1: Enter the proper Ledger Account. This is a revenue, spend, asset, or liability; similar to what was referred to as an object code in the past.

Step 2: Enter a Debit Amount or Credit Amount as appropriate.

Step 3: Enter a description for the line in the Memo.

Step 4:Enter the 6-digit Foundation number in the External Reference ID field when a Foundation fund (9404/9405/9407) is used.

Step 5: If using a Grant account, enter the Grant number. The related Cost Center, Fund and Functional Classification worktags will automatically populate.

Step 6: If not using a Grant, enter the Cost Center. Related Fund and Functional Classification worktags will automatically populate. If they are incorrect, change them by clicking the X to remove the existing worktag and enter the correct worktag.

Step 7: The Spend Category will match the Ledger Account entered in Step 1 and will only be needed when a Grant is selected.

Step 8: A program worktag is not required. This optional field may be used by entering the program code in the Additional Worktags field.

Step 9: An activity worktag is not required. This optional field may be used by entering the activity code in the Additional Worktags field.

Step 10: When a staff ledger account (61010/61150/61300/61450/61600) is used on the journal line, enter the employee name in the Additional Worktags field.

Step 11: To add or remove lines on the journal entry, select the + or - sign.

Accounting Journal Attachments

Departments are responsible for attaching supporting documentation or keeping documentation to support manual accounting journals for seven years. See UNI Policy 1.07 for record retention periods. Supporting documents include contracts or agreements, emails, etc.

Step 1: To add supporting documentation to the journal entry, click the Attachments tab.

Step 2: Click Select Files.

Step 3: Navigate to the location of the file you wish to attach. Click Open.

Step 4: Click Submit.

What Happens Next

The accounting journal will now go through the approval process. Manual accounting journals using a grant worktag will route to the principal investigators and Research and Sponsored Programs. Manual accounting journals using a Foundation fund will route to the UNI Foundation for approval.

You may view the status of the business process at any time by clicking on My Tasks>Archive>Process.