Creating, Editing, and Approving Manual Journals

This topic provides overviews of manual journals, the journal copy feature, and reverse journal entries, and discusses how to:

Enter manual journals.
Copy journals.
Create reverse journal entries.
Attach supporting documentation for manual journal entries.
Approve journals.

Pages Used to Create, Edit, and Approve Manual Journals

Page Name	Definition Name	Navigation	Usage
Journal Entries	PF_JOURNAL_TBL1	select EPM Foundation, then select Data Enrichment Tools, then select Profit Manager, then select Performance Journals, then select Journal Entries, then select Journal Entries	Enter or copy journals.
Journal Copy Options	PF_JOURNAL_CPY	Click the Copy button on the Journal Entries page.	Create journal copies.
Journal Reversal	PF_JOURNAL_TBL3	EPM Foundation, Data Enrichment Tools, Profit Manager, Performance Journals, Journal Entries, Journal Reversal	Select the option to create a reversal batch and the date of the reversal journal entries.
Journal Attachments	PF_JRNL_ATTACHMENT	select EPM Foundation, then select Data Enrichment Tools, then select Profit Manager, then select Performance Journals, then select Journal Entries, then select Journal Attachments	Attach documentation to support journal entries.
Journal Approval	PF_JOURNAL_TBL2	select EPM Foundation, then select Data Enrichment Tools, then select Profit Manager, then select Performance Journals, then select Journal Entries, then select Journal Approval	Set the approval status for a journal.

Understanding Manual Journals

Before you post your journals, you can use the Journal Entries page to manually record transactions and create journal debit and credit entries. Journals are written to a journal fact table (such as GC_JRNL_MGT_F00), which is the source record for the various ledger posting processes).

Warning! Before you post a journal, ensure that you have properly mapped the Foreign Currency Code in the Data Manager - Define Target page.

If you do not populate the Foreign Currency Code, unexpected results may occur when the PF_POST application engine runs.

See Data Manager Rules - Define Target Page.

Understanding the Journal Copy Feature

You can copy a manual journal to:

Record the same journal entry to multiple scenarios.

The journal must use the common consolidation business unit.
Duplicate a journal for another fiscal year or period.
Create reversal journal entries.

You can copy any existing valid or posted journal that was created with or copied from the Manual Journal Entries page.

If the base currency of the target journal's scenario is different from that of the source journal, the system calculates the new base amounts by:

Retrieving the currency exchange rate from the transaction currency and converting it to the new base currency, using the rate type that you specify on the line and the journal date as the currency effective date.

Rate type is required on all manual journals.
Computing the new base amount.

The new base currency amount is equal to the original transaction amount divided by the product of the rate divisor and rate multiplier that is applicable for currency conversion, rounded to the number of decimals that are specified for that base currency.

When copied, if the journal is out of balance because of rounding from any required currency conversion, the system adjusts the base amount of the first journal line.

Regardless of the source journal system source, the target journal system source is set to SCG, which means that the journal was system-generated and originated from the Journal Copy process.

Understanding Reverse Journal Entries

The Journal Reversal page enables you to create a reverse journal entry or reversal batch. The reversal batch is created in a valid (edited) status that does not require journal edits. Alternatively, you can copy your original journal, select the reverse amount check box, and designate the journal date to create a reversal journal.

Reverse journals are associated with your original journal by the journal ID. If you try to post a reversal journal to the system before posting the original, you receive an error message that the original journal has not yet been posted and the reversal does not post. If you should attempt to unpost the original journal that is associated with the reverse journal, you receive an error message specifying that this action cannot be performed. Similarly, if you attempt to unpost a reversal journal entry, you receive a warning saying that you must also unpost the original after unposting the reversal.

Journal Entries Page

Use the Journal Entries page (PF_JOURNAL_TBL1) to enter or copy journals.

Navigation

select EPM Foundation, then select Data Enrichment Tools, then select Profit Manager, then select Performance Journals, then select Journal Entries, then select Journal Entries

Image: Journal Entries page

This example illustrates the fields and controls on the Journal Entries page. You can find definitions for the fields and controls later on this page.

Ledger ID

Select a ledger ID which is used to post the journal to the ledger.

Draft

Select this check box to create a draft journal. This option excludes the journal from the manual journal edit process.

Hold Posting

Select this check box to prevent the journal entry from posting during ledger post processing.

This option enables you to save the journal entry and continue to add information to it at a later time.

Calculate

Click to initiate the calculate process and update the totals in the Journal Information region and Journal Totals grid.

For each journal line on the journal line grid, the system compares all field values with the prior values that are stored in the buffer for any changes. If changes exist on currency, rate type, exchange rate, or base currency, the system determines the new exchange rate. This process also initiates exchange rate checking before the new exchange rate can be accepted. The new exchange rate is then converted to rate multiplier and rate divisor values. If any changes occur in amount, exchange rate, or base amount, the system calculates the unchanged amount based on the system rule or the rule that you specify in the calculate field. The system then adjusts the journal totals and balancing ChartField totals to reflect the new totals. Even if no amount field change occurs but a ChartField value change occurs, the system adjusts the balancing ChartFields totals accordingly.

Copy

Click to access the Journal Copy Options page and create a copy of this journal.

Note: This option is not available until you save the journal.

Edit Journal

Click to edit (validate) your journal.

Your journals cannot be posted until they are valid. If errors occurred on the journal, you can correct the errors with the Ledger Edit component.

Post Journal

Click this link to access the Post Ledger run control page to post the journal.

Note: This option is not available until the journal is valid (edited).

Journal Information

Expand the Journal Information region to complete or review these fields:

Journal Source Code

Select the source code for the journal.

Journal source codes enable you to track the source of your journal data. Source codes are defined with the Journal Source Code page.

Note: This is an optional field.

The system derives values in the Fiscal Year and Period fields from the scenario's calendar, based on the journal date. The system derives the value in the Base Currency field from the business unit definition. The amounts for total debits and total credits for the entire journal appear in the Journal Totals grid.

Journal Lines

Add rows to the Journal Lines grid to enter additional journal lines. For each line, you must complete the Account and Amount fields. If the transaction currency is not the same as the base currency, you must also specify values for the Currency and Rate Type fields. The system uses the associated exchange rate to populate the base amount. The consolidation dimension field label varies depending on the consolidation dimension. For example, if the consolidation dimension is business unit, the field label is Ledger Unit. The ledger template that is associated with the business unit for the journal entry determines the ChartFields that are available for the journal entry. You can use multiple business units within the same ledger ID.

Note: You can customize the ChartFields that appear by clicking the Customize link on the grid.

Journal Totals

Use the Journal Totals grid to view a summary of the journal entry. The information is grouped by dimension value (such as ledger unit) and lists the total number of lines and total debits and credits.

Journal Copy Options Page

Use the Journal Copy Options page (PF_JOURNAL_CPY) to create journal copies.

Navigation

Click the Copy button on the Journal Entries page.

Image: Journal Copy Options page

This example illustrates the fields and controls on the Journal Copy Options page. You can find definitions for the fields and controls later on this page.

To copy a journal:

Access the Manual Journal Entries page, select the journal that you want to copy, and then click Copy.

The Journal Copy Options page appears. The Copy Journal region lists the values that you are copying from the source journal.

Complete the fields in the Copy Journal group box:

Journal ID

Enter a journal ID for the new journal.

The default value in this field is the same value as the journal that you are copying; however, you can override this value.

Journal Date

Enter a date for the new journal.

If the target journal date is different from the source journal date, the system uses the target journal date to derive the fiscal year and accounting period values.

Create Reversal

Select this check box to create a reversal batch for this journal.

If you select this option, specify the period in which you want the reversing journal entry to occur. You can specify the next period based on your original journal date or by specifying a specific period in time.

Click OK to copy the journal.

The Journal Copied page summarizes the scenarios to which the journal was copied. Any copied journals that require approval (through workflow or security) have an initial approval status of None.
Review the journal and click Submit for Approval to initiate the approval process.

For preapproved journals, the approval status is immediately set to Approved, which copies the journal lines to the journal fact table that you specified on the ledger template.

Journal Reversal Page

Use the Journal Reversal page (PF_JOURNAL_TBL3) to select the option to create a reversal batch and the date of the reversal journal entries.

Navigation

select EPM Foundation, then select Data Enrichment Tools, then select Profit Manager, then select Performance Journals, then select Journal Entries, then select Journal Reversal

Image: Journal Reversal page

This example illustrates the fields and controls on the Journal Reversal page.

Select the Create Reversal Batch check box and specify the period in which you want the reversing journal entry to occur.

You can specify the next period based on your original journal date or by specifying a specific period in time.

Journal Attachments Page

Use the Journal Attachments page (PF_JRNL_ATTACHMENT) to attach documentation to support journal entries.

Navigation

select EPM Foundation, then select Data Enrichment Tools, then select Profit Manager, then select Performance Journals, then select Journal Entries, then select Journal Attachments

Image: Journal Attachments page

This example illustrates the Journal Attachments page.

This page enables you to add supporting documentation for your manual journal.

Click the Add Attachment button to locate the desired supporting documentation, select the file, and attach it to the page.

To view a document, click the File Name link. To remove a document, click the Delete button.

Journal Approval Page

Use the Journal Approval page (PF_JOURNAL_TBL2) to set the approval status for a journal.

Navigation

select EPM Foundation, then select Data Enrichment Tools, then select Profit Manager, then select Performance Journals, then select Journal Entries, then select Journal Approval

Image: Journal Approval page

This example illustrates the fields and controls on the Journal Approval page. You can find definitions for the fields and controls later on this page.

Submit for Approval

Click to submit this journal entry for approval.

You set up approval rules on the PF Unit Scenario Definition page.

Approval Action

Select an approval status for the journal entry.

You can select from the following values:

None: Indicates a new, unsaved, or saved journal, requiring approval.

Approved: Indicates a journal that is approved (or was preapproved) and is eligible for posting.

The system does not copy journal lines into the journal fact table until the journal status is set to Approved. As a result, the journal is ineligible for posting until approved.

Pending: Indicates that the journal is submitted and awaiting approval.

When multiple approval steps are in place, the journal remains in pending approval status until all necessary parties approve the journal.

Denied: Indicates that the journal is denied approval.

Comments for Denial Email

Enter any comments that you want to include in the denial email as a result of the journal being rejected.

To update the approval status for a journal, select an approval action from the drop-down list box, and then click the Submit for Approval button.