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Coming Soon: Journal Entry Workflow Tool

April 11, 2016

The Comptroller’s Office has developed a new Journal Entry Workflow Tool that will be phased in over the next six months.  The Journal Entry Workflow will allow users in the Drexel University and Academy of Natural Sciences community to submit journal entries, funding transfers, budget adjustments, and transaction corrections to the respective administrative office - electronically

The Journal Entry Workflow Tool will be available through a link in the Staff tab of the Drexel One portal by early May.  The tool provides for secure transmission of journal entries with supporting electronic documentation.  Once an entry is submitted the journal entry number is assigned a document ID # beginning with “JW”.  The status of the journal entry will be available to the end-user throughout the process.  Therefore, there is no need to contact the administrative office as to the status. 

The Journal Entry Workflow tool requires that you log-in with your network ID and password, attach appropriate supporting documentation, provide a valid Fund-Org-Program combination and a balanced journal entry.  The tool checks for these items before it will allow you to submit an entry.

The Journal Entry Workflow will provide email notifications to approvers upon submission.  The approvers are based on the fund that is receiving the debit or charge and on who has expenditure approval in Banner.  The approver can review the backup documentation directly in the Journal Entry Workflow tool.  If approved, the entry moves on to either Research Accounting Services, General Accounting, HRIS or Budget.  Otherwise, the approver can return the entry for correction or simply deny it.

There are two methods of submitting the journal entry:  1) directly entering the journal entry in the tool and 2) utilizing a template that can be uploaded to Banner.  Both methodologies check for valid Fund-Org-Program combinations before allowing you to submit entry, thus preventing what is known as a “rogue FOAPAL”.

Once an entry is received and uploaded by the administrative department, it must go through an approval process within that department utilizing Banner.  The administrative departments can return journal entries during their review.  They will also be permitted to make appropriate changes to descriptions to conform with departmental standards.  However, once the entry is approved in Banner, an email notification will be sent to the originator of the journal entry notifying them that their “JW” entry it is available in Web Financials for review.  The status will also be updated in the Journal Entry Workflow Tool.

The Journal Entry Workflow tool can be accessed from any internet connection so creating and approving can be done almost anywhere!  From an administrative perspective, the tool will allow for reduced data entry and processing time metrics.

Phase I of the roll-out will occur in May 2016 and be limited to actual journal entries that involve externally sponsored research funds. 

Phase II will occur in July 2016 and expand the use to actual journal entries for all other funds.

Phase III will complete the roll-out and is expected to occur in the Fall of 2016.  This portion of the project will allow for budget journals that relate to salary and non-salary accounts.

Future releases of the Journal Entry Workflow tool will include:

  • Service Center Journal Template with special validation

  • Integration into Nolij imaging

  • Administrative Reports

  • Reminder Notifications for Approvers that have not approved in last 5 days

The Finance Competency Center welcomes your feedback as you work with the new tool.  Any questions or comments on its usage can be directed to fcc@drexel.edu.