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Reminder: Journal Entry Workflow Upgrade

June 7, 2018

The Journal Entry Workflow application will be upgraded beginning on the afternoon of Friday, June 8, 2018. The upgraded Journal Entry Workflow 2.0 will be available on Monday, June 11, 2018. Journal Entry Workflow will reflect a downtime status during the migration. After the migration, the old application link will redirect you to Journal Entry Workflow 2.0 application link.

The new upgraded application has the same look and feel to the end user, but comes equipped with many new features. In addition, this migration will allow us to house the application on a larger server and prepare for its permanent home as a link in the DrexelOne portal. As of June 11, 2018, General Accounting and Research Accounting Services will no longer accept paper Transaction Correction Forms or Funding Transfer Forms. All Journal Entries must be submitted through the Journal Entry Workflow.

  • What do you need to do to prepare?

Nothing.  All journal entries with a status of “Returned” or “Pending” in the old Journal Workflow application as of June 8, will be automatically migrated over to the new version of the application. 

Journal entries in the original workflow application with a status of “Saved” or “Completed” will not be migrated.  “Completed” journals have been posted to Banner and the backup has been stored in our imaging system, Nolij. 

  • How do I access Journal Entry Workflow 2.0?

On June 11, the Journal Entry Workflow link on the home page of the Comptroller’s website will be updated to the new Journal Workflow 2.0.  Anyone with a University network ID and password can submit a journal entry through the application. 

  • What new features benefit the University Community?
  • No limits on Number of Debits

  • There will no longer be a one unique fund and org limitation on entries.  Submitters should use this feature with caution, because the number of approvers will extend the processing time.

  • Approvers will be able to approve simultaneously and in the same fashion as they do in Smart Source.
  • The hyperlink with the Journal Entry number for the submitter shows the number and names of the approvers.

  • Upfront Approval Authorization Validation

If the entry contains a Fund-Org-Account-Program-Activity-Location (FOAPAL) in which there is no designated approver, the submitter will be required to designate an approver by completing a Fund Request Form [PDF] and submitting to  genaccting@drexel.edu.  The submitter can save the entry until they are notified by General Accounting that the approver is added and then resubmit within 24 hours.  This enhancement will avoid delays following-up on an approver.

  • New Service Department Charge Option

The service department charge option is now available to submit service department charges to General Accounting.  This option will enforce the use of service department (4XXX) account codes and require the credit to be either 8010 – Internal Expense Recovery or 8014 – Intercompany Expense Recovery. 

Currently, the Journal Entry Workflow 2.0 does not have the ability to allow for intercompany service department entries.  If you have those types of entries you will need to submit the entry to genaccting@drexel.edu.  The Journal Workflow tool is optional for Service Department Charges as we work to further develop this area.

Service Department Charge entries do not require backup since the approvals related to these items were submitted at the time of the purchase.  If you have an issue related to a service department charge you will need to contact the originating department. 

  • Chart O - Drexel University Online Added   

The Journal Entry Workflow now allows for entries related to Drexel University Online. 

  • Increased Accounts with No Backup Requirements    

Accounts 7030, 7084, 7085, 7087, 7088 and 7089 will not require backup.

  • What type of training will be available?

Introduction to the Journal Workflow 2.0 is now available in the Comptroller's Office Training Channel. Additional Journal Entry Workflow training modules are in development and will soon be posted to the Comptroller's Office Training Channel, embedded in the Journal Workflow 2.0's Help menu, and offered in Career Pathway in the DrexelOne portal.

  •  What enhancements benefit General Accounting (GA) and Research Accounting Services (RAS)?

Journal Entry Workflow 2.0 provides substantial upgrades for the back-office teams in the Comptroller’s Office.  These features will save the office up to five minutes per journal entry.  That is a substantial amount of time given that over 6,000 journal entries have been submitted through the tool since its inception in April 2016!

  • Admin Dashboard
  • Direct Interface to Banner and Nolij

With the lifting of the debit restrictions, entries will now potentially need to route to both RAS and GA.  The order of their approval does not matter, but once the last office has approved, the entry will automatically feed to Banner and Nolij.  This eliminates the need to run three separate processes and manually upload the documentation to Nolij.  The entries will still require supervisory approval within Banner, which is unchanged from the original process.

  • View of All Pending Journal Entries

The Admin Dashboard also allows GA and RAS to be able to see all journal entries pending approval throughout the community so that they can follow-up on them when not approved by the departmental manager in time for month-end or fiscal year-end close.

  • Ability to Add Additional Documentation

RAS and GA frequently must add additional documentation and approvals to entries.  They will now be able to add that via the Admin Dashboard prior to approving the entry.

Journal Entry Workflow 2.0 has an enhanced PDF that will show on each debit line the approver of that line for audit trail purposes.

Thank you for your support of the Journal Entry Workflow application.  I hope that you find the upgraded application of value and that it makes your work more efficient.  I always value your feedback, so feel free to contact me directly at 215.571.4478 or via email at russop@drexel.edu with your suggestions, and I will evaluate for inclusion in a future release.