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| Inquire on Journals |
| Update/Display Journals |
| Journal Status Report |
The inquire option in Peoplesoft allows users to review journals that they have entered or to review journals that others have entered for which they have security access to the source code. Inquire is only to be used for viewing journals and corrections or changes cannot be made to the journals selected through the inquire mode.
Inquire allows the user to view the status of journals on line to determine if they have posted, are in error, need to be edited, etc. One can also see the operator id who prepared the journal, the journal date, etc.
1. To inquire on journals follow the navigation: Start > Process Financial Information > Process Journals > Inquire > Journal > Journal Header
2. The selection criteria panel will appear
3. Fill in the search criteria as desired to narrow down your inquiry:
Business Unit: Defaults to UNIV4. Example of list returned by selecting source of "MAN", Fiscal Year of "2000" and Accounting Period of "6"
GL Journal ID: Can enter specific Journal ID to inquire on
Journal Date: Can select a specific Journal Date to see all journals for that date
Journal Header Status: Can select a particular Header Status to inquire only on journals with that header status
Source: Specify the source code you want to inquire on. If you fill in a particular GL Journal ID above, the source code selected must match the source code of the journal you enter or no information will be returned.
Fiscal Year: Can select all journals for a particular fiscal year
Accounting Period: Can narrow down selection to a particular Accounting Period within a fiscal year
Operator ID: Can select all journals for a particular Operator ID (must use all caps)Note: The maximum number of journals that can returned is 250. If your search criteria is too broad (i.e. selecting just fiscal year 2000), only the first 250 journals matching the criteria will be returned.
5. To see the details of a particular journal, highlight the journal in the list and click the "Select" button.
Users can use the update/display mode to select journals for correction or to make changes to journals which have not yet posted. Journals with a status of "posted" do not appear in update/display mode as changes cannot be made to posted journals.
1. To update/display journals follow the navigation: Start > Process Financial Information > Process Journals > Use > Journal Entry > Journal Entry Header > Update/Display
2. The selection criteria panel will appear
3. Fill in the search criteria as desired to narrow down your inquiry:
Business Unit: Defaults to UNIV4. Example of list returned using the criteria "Journal Header Status - Error" and "Accounting Period - 6"
GL Journal ID: Can enter specific Journal ID to update
Journal Date: Can select a specific Journal Date to see all journals for that date
Journal Header Status: Can select a particular Header Status to update only journals with that header status
Fiscal Year: Can select all journals for a particular fiscal year
Accounting Period: Can narrow down selection to a particular Accounting Period within a fiscal year
Operator ID: Can select all journals for a particular Operator ID (must use all caps)Note: The maximum number of journals that can returned is 250. If your search criteria is too broad (i.e. selecting just fiscal year 2000), only the first 250 journals matching the criteria will be returned.
5. To select a journal for updating, highlight the applicable journal and click the "select" button.
6. Go to the lines tab to make any necessary changes/corrections and resave the journal.
The Journal Status Report is a way to inquire on journals which gives users a hard copy of information if needed. Users can search for journals using multiple search criteria and retrieve either detail or summary information.
1. Click Start > Process Financial Information > Process Journals> Report > Journal Status Report > Add
Click OK after the run control ID is entered.
NOTE: The first time you run this process you must select Add
to setup your run control ID description. After the initial setup you need
to select UPDATE/DISPLAY and choose the run control ID that you assigned
above.
| Field Name | Description |
| Journal Header Status | |
| E = Has Error | Selects any journal with header or journal line errors |
| N = Needs to be Edited | Selects journals that have not run through the nightly edit process and have a status of "N" |
| P = Posted | Selects journals that have successfully posted to the ledger |
| U = Unposted | Not applicable at Georgetown |
| V = Valid | Selects journals which have successfully completed the edit process, but that have not yet been posted |
| Field Name | Description |
| Specific Errors Category | |
| Jrnl Out of Balance | Selects any journal in which debits and credits are not equal |
| Failed Budget Check | Selects any journal with a BCM status of "E" |
| Control Total Errors | |
| Journal Edit Errors | Selects any journal with a Status of "E" |
NOTE: All conditions that you check must be met
in order for the report to contain any data. For example if you check all
four error types, but the journals you are trying to capture only have
budget checking errors, the report that prints will contain no data. In
many cases you may not want to specify the type of error, but just select
the journal header status of "E".
| Field Name | Description |
| Print Options | |
| Source Summary | Summarizes the total number of journals by source type and Journal Header Status |
| Source/Ref Summary | Summarizes the total number journals by source/ref type and Journal Header Status |
| Source/Ref/Jrnl ID | Lists the individual Journal IDs grouped according to source/ref type and indicates their journal status |
| Detail/Errors Only | Prints out the journal lines in error, listed by individual Journal IDs |
| Detail/Full Detail | Prints all journal lines listed by Journal ID |
Examples
Example 1: Users may need to review all journals for a
given period to determine how many are in error.
Example 2 – Users may want to further limit their search to specific days within the period.
Example 3 – Reviewing journals in error
After determining which specific journals are in error, the user may wish to review the line detail in order to make corrections. The following example shows how to view errors only for a single journal. Errors for multiple journals may be viewed by selecting a range of journal ids or by selecting journals by source code. For example to select all journals with an id beginning with HPY, the user would type in HPY%. The percent sign acts as a wildcard in Peoplesoft.
Note: The radio button options next to the Date Range fields permit
the user to request a listing of journals based on journal date, the date
the journal posted to the ledger, or the date the journal entered/loaded
to the general ledger.