Can I do inter-company entries though the tool?
No, unfortunately, the tool will only allow you to select one Chart. You will have to contact General Accounting, firstname.lastname@example.org, to process any transfers across entities.
Can I make a salary transfer through the tool?
Yes, Journal Workflow 3.0 added this feature. Please select from the available salary options under the Non-Research Budgets header in the Journal drop-down menu. For questions related to this feature, please reach out to a Budget Office Representative or email@example.com.
Can I make a budget transfer through the tool?
Yes, Journal Workflow 3.0 added this feature. Please select from the available non-salary options under the Non-Research Budgets header in the Journal drop-down menu. For questions related to this feature, please reach out to firstname.lastname@example.org.
Is there a way to upload a journal entry that has multiple lines?
Yes, you can download the Journal Template under the Tools menu at the top of the page. Note: This template does not require Program Codes (recent enhancement).
What fields are required in the Journal Template excel file?
Template required fields: Fund, Org, Account, Debit/Credit, Description.
Where do I upload the Journal Template once saved and closed?
After you select chart and journal Type, you can upload the template by selecting upload journal entry under the Menu bar in the Journal section.
How many unique Fund/Orgs can be used as a debit? As a credit?
There is no limit to the number of Fund/Orgs that you can submit on one entry. If it makes sense to include and relates to the journal entry general description, you can combine into one entry. However, when you select many Fund/Orgs that have different approvers attached to them, it may cause a delay in getting the required approvals.
What is the line item description protocol that is required for Actual Journal Entries?
When doing account code corrections (moving an expense that was charged to the incorrect account) or processing Designated fund transfers, you need to reference the Trnsfr to/fr (Fund/Org/Acct) so that way it is clear when reviewing in WebFinance where the monies came from or went to.
Is there a character limit in the Description field?
Yes, there is a 35 character limit in the description field, and unfortunately, this isn’t able to be modified since it is set by Banner ERP system.
What should be placed in the Reference field, and is there a character limit?
If moving an expense that was miscoded into the incorrect FOAPAL, you should reference the Document number (V#, CCV# I#, etc.) on both journal lines. Yes, there is an eight character limit again established by Banner ERP. Please feel free to use the reference field to reference the event or PI, etc., if you are doing a designated transfer.
Is documentation required to be uploaded for all entries?
No documentation is required for Service Department Charges (Journal Type of Service Department Charges must be selected; limit to 4xxx/8xxx accounts) and Fund transfer entries (using transfer account codes 7xxx). Note: Even though it is not required, your approver for Funding transfers may want to see support, and therefore, the tool will allow you to still attach support to these types of journals.
What is the appropriate documentation for my entry?
The type of documentation depends on the journal entry you are processing.
The most common type of journal entry that requires documentation is an account code correction. An account code correction journal is simply moving a charge from one FOAPAL to another. For this type of journal, the required documentation is the account detail view through WebFinance showing the detail of the transaction of which you are moving into an updated FOAPAL. Note: If this is a transaction correction involving grant funds, Research Accounting may require additional information in addition. Please contact RAS for more information.
Other types of journals, such as accruals, prepaids, etc., should attach relevant documentation such as invoices as support.
Is there a limit to how many files that I can attach?
There is a limit of five files that can currently be attached to one journal.
Are there any excluded file formats that are not allowed to be uploaded as support documents?
No, but we do caution you to not upload uncommon file types that would require a license specific program to open. Most common file formats encouraged are: Word, Excel, PDF, JPG, PNG.
What are the accrual and/or deferral entries' best practices?
When you are submitting a month-end or year-end accrual entry, it is important to create a reversing entry directly following the submission of the accrual. The accrual and/or deferred entry generally should be dated the last day of the period you are processing the entry for, and the related reversal entry should be dated the first day of the preceding month. This best practice of dating the entries in this format allows it to easily be identified during the reconciliation process of the balance sheet accounts.
Why are Service Department Charges a separate journal type in the tool?
When you select Service Department Charges as your journal type: 1) it will ensure the proper accounts are being used (service department charges are limited to 4xxx/8xxx accounts); and 2) it will bypass the need for supporting documentation as well as departmental approvals since these are internal charges.