Creating, Editing, Copying, and Approving Manual Journals

This section provides an overview of manual journals and discusses how to:

Create a manual journal.
Create a manual journal with a reversal batch.
Create a recurring journal template.
View a recurring journal.
Attach supporting documentation for manual journal entries.
Approve journals.
Copy journals.
Run the Manual Journals Edit process.
Run the Recurring Journals process.

Pages Used to Create, Copy, Edit, and Approve Manual Journals

Page Name	Definition Name	Navigation	Usage
Journal Entries	PF_JOURNAL_TBL1	select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select select Journal Type Manual Journal, then select select Journal Entries tab	Create, copy, or edit (validate) manual journals.
Journal Reversal	PF_JOURNAL_TBL3	select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select Journal Reversal	Reverse a journal entry by creating a journal reversal batch and specifying the fiscal year and accounting period in which to create the reversal. .
Recurring Template	GC_JOURNAL_RCRT	select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select select Journal Type Recurring Journal, then select select Recurring Template tab	Define the recurring journal template and specify schedule options. Create, edit, view, or delete recurring journals linked to a recurring template.
Recurring Journals	GC_JOURNAL_RCRJ	select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select select Journal Type Recurring Journal, then select select Recurring Journals tab	View the recurring journal template that is used to create recurring journals.
Journal Attachments	PF_JRNL_ATTACHMENT	select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select Journal Attachments	Attach documentation to support journal entries.
Journal Approval	PF_JOURNAL_TBL2	select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select Journal Approval	View or edit the journal approval status.
Copy Journal Entry	GC_JRNL_COPY	Click the Copy button on the Journal Entries page.	Copy a manual journal or recurring template.
Copied Journals	GC_JRNL_COPIED	Click the OK button on the Copy Journals page.	Review the results of the copy journal process.
Manual Journal Edit	RUN_GC_JRNL_EDIT	select Global Consolidations, then select Manage Journals, then select Process Journals, then select Manual Journal Edit	Run control page for editing (validating) manual journals. Runs the GC_JRNLEDT jobstream.
Manual Journal Selection	RUN_GC_JRNL_EDIT2	select Global Consolidations, then select Manage Journals, then select Process Journals, then select Manual Journal Edit, then select Manual Journal Selection	Select manual journals for editing and posting.
Recurring Journals	RUN_GC_JRNL_RCR	select Global Consolidations, then select Manage Journals, then select Process Journals, then select Recurring Journals	Run control page for creating recurring journals for a specific period. Runs the GC_JRNLRCR jobstream.
Journal Source	PF_JRNL_SRC	select EPM Foundation, then select Data Enrichment Tools, then select Profit Manager, then select Performance Journals, then select Journal Source	Enter journal source codes.

Understanding Manual Journals

Use the pages in the Manual Journal component to create, review, edit (validate), or copy manual journals. If you require journal approvals, use the Journal Approval page to update a journal's approval status. Journals are written to the journal fact table specified on the ledger template, (for example, GC_JRNL_MGT_F00), which is the source record for the various ledger posting processes.

Journal Balancing

When you save a journal, if the ledger with which it is associated is requires balancing, the system uses the balancing account type rule specified on the consolidation model to determine if the journal balances.

Journal Statuses

Journals can have the following statuses:

New

The status when a journal has been created, but not edited (validated).

Valid

The status after a journal is edited (validated) and no errors are found. At this point the journal can be posted.

Error

The status when the manual journal cannot be edited (validated).

Posted

The status when the journal has been successfully posted.

Unposted

The status when the journal has been successfully unposted.

Manual Journal Types

PeopleSoft Global Consolidations provides these three manual journal types:

Manual journals, used for one-time journal entries.
Recurring templates, used to define multiple journal entries that are scheduled on a recurring basis.
Recurring journals, which are the actual journals generated from recurring templates.

Defining Recurring Journal Entries

Global Consolidations enables you to create recurring journal entries that you can schedule in advance with a one-time setup.

For example, you might want to amortize a capital expenditure over the next twelve periods, and rather than entering the journal entry for the amortization each period, you can use a recurring template to setup the amortization schedule once. Your recurring template schedule could be the last day of the period for the next twelve periods. The system can create all twelve recurring journals at one time or you can run the Recurring Journal engine when you are ready to process each period.

There are two options for scheduling recurring journals:

Scheduling for sequential periods using the Every Period option, you can select either the first day or last day of the period for the Recurring Journal date.
Scheduling with the Specific Dates option lets you select a specific date for each recurring journal.

You can create all recurring journals immediately or you can run the recurring journals engine for each period at a later time. If the recurring template uses a currency other than the base currency, creating all of the recurring journals at one time will use the exchange rate from the recurring template, which may be incorrect for later periods. Running the recurring journal engine when you are ready to process each period will use the exchange rate appropriate for that period.

See Recurring Template Page.

See Recurring Journals Page.

Journal Copy

You can copy a manual journal or recurring template to:

Record the same journal entry to multiple scenarios.

(The journals must all use the same consolidation business unit.)
Duplicate a manual journal for another fiscal year or period.
Create a separate journal entry to reverse a manual journal entry.

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

Note: You can also copy a recurring template but not a recurring journal linked to a recurring template.

See Journal Entries Page.

Reversing Journal Entries

There are two methods for creating journal reversal entries :

Create a reversal batch.
Copy a manual journal with the reverse amount.

You can create a reversal batch by using the Journal Reversal page when creating a manual journal. The Create Reversal Batch option creates a separate batch linked to the original journal entry. Select this option to activate the journal reversal page and enter the setup information for your journal entry reversal. The only thing that you must specify for journal reversal setup is the period in which you want the reversal batch to be posted.

The reversal batch is created in a valid (edited) status that does not require performing journal edits. The reversal batch must be posted to the ledger. If you unpost the original journal batch that a posted reversal batch is linked to, you receive a warning to unpost the reversal batch. Similarly, if you try to post a reversal batch without posting the original journal batch, you receive a warning that the original journal batch has not yet been posted.

Alternatively, you can copy your original journal, select the reverse amount option, and designate the journal date to create a reversal journal. The Copy button on the Journal Entries page creates a separate manual journal that needs to be reviewed, edited, and posted to the ledger. When you copy a journal with reverse amount option, there are no post or unpost warnings because the two journals are not linked.

Attaching Supporting Documentation

You can attach supporting documentation to a Manual Journal. Use the Journal Attachments page and click the Add Attachments button to attach a document to the Manual Journal.

Journal Entries Page

Use the Journal Entries page (PF_JOURNAL_TBL1) to create, copy, or edit (validate) manual journals.

Navigation

select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select select Journal Type Manual Journal, then select select Journal Entries tab

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.

To create a new journal entry, access the Journal Entries page in Add mode, and specify a journal ID, journal date, business unit, scenario, and journal type. To review a journal entry, access the Journal Entries page in Update/Display mode, and enter the search parameters to view a list of journals that you can review.

Journal types are as follows: Manual Journal, Recurring Template, and Recurring Journal.

Note: In Add mode, only the Manual Journal and Recurring Template journal types are available. In Update/Display mode, all three journal types are available.

Status

Displays the status of the manual journal entries.

New is the default status when a manual journal is created.

Draft

Select this option to create a draft journal. Draft journals are excluded from any additional processing.

Hold Posting

Select to prevent a journal from posting during the ledger post processing. This enables you to save the journal entry and continue to add information to it at a later time. When the journal is complete, clear the Hold Posting check box to enable the journal to post.

Calculate

Click to update the debit and credit totals in the Journal Information region and Journal Totals grid. The total debits and credits should be equal for each consolidation unit (such as ledger business unit).

Copy

Click to access the Copy Journals page, where you can copy the journal. This option is not available until you save the journal.

Edit Journal

Click to edit (validate) your journal. This checks for valid dimension values in the ChartFields that are specified on the journal entry. The total debits must equal the total credits for each consolidation unit (such as ledger business unit). Journals cannot be posted until they are valid. If there are errors on the journal, you can correct the errors, and then edit (validate) the journal again.. Alternatively, you can run journal edits for multiple journals by using the Manual Journal Edit application engine run control page.

See Manual Journal Edit Page.

When you edit a journal, a batch ID is assigned and journals with valid line data are moved to the journal fact table defined in your Ledger Template (for example, GC_JRNL_MGT_F00) and journals with erroneous data reside in the journal error table (for example, GC_JRNL_MGT_E00) until you correct and edit the data.

Post Journal

After the journal is validated (edited) the Post Journal Link is active and you can click this link to take you to the Post Ledger run control page to post the journal.

Alternatively, you can select the Post Journal option on the Manual Journal Edit run control page to validate and then post your manual journal entry after it is validated (edited).

Journal Information

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

Journal Source Code

Select the journal's source code. You define journal source codes on the Journal Source Code page.

This is an optional field.

Description

Enter a description for the journal entry.

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 also appear in the Journal Information grid.

Journal Lines

To enter journal entries, add rows to the Journal Lines grid as needed. For each line, you must complete the consolidation dimension value (for example Ledger Unit), the Account field, and an Amount. If the transaction currency is not the same as the base currency, you must also specify the Currency, Amount, and Rate Type; the system uses the associated exchange rate and populates the Base Amount field.

The consolidation dimension field label varies depending on the consolidation dimension. For example, if the consolidation dimension is business unit, the field label that appears 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.

Note: You can customize the journal lines grid to show and hide the specific ChartFields that you want to see.

Journal Totals

Use the Journal Totals grid to view a summary of the journal entry. The information is grouped by consolidation dimension value (such as ledger business unit), listing the total number of lines and total debits and credits. If a journal is balanced, the Total Debits for each consolidation dimension should equal the Total Credits, based on the balancing rules specified for the consolidation model. If debits and credits do not balance, the system will let you save what has been entered, however the journal will not be valid until it is balanced.

See Defining Balancing Account Type Rules.

Journal Reversal Page

Use the Journal Reversal page (PF_JOURNAL_TBL3) to reverse a journal entry by creating a journal reversal batch and specifying the fiscal year and accounting period in which to create the reversal.

Navigation

select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select Journal Reversal

Image: Journal Reversal page

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

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

For the Journal Reversal Date, you can specify either the Next Period, which is based on your original journal date, or you can select Specific Period and enter a Fiscal Year and Accounting period.

You can create journal entry reversals at the same time that you create a manual journal or recurring journal template. Reversals created using this method are tied to your original journal by the journal ID. The only parameter that you need to specify for journal reversal setup is the period in which you want the reversal journal to be created. For manual journals, you can select either next Period or specific period. For recurring journal templates, you can only select next period.

The Create Reversal Batch option on the Journal Reversal page creates a separate batch that is linked to the original journal entry. The reversal batch is created in a valid (edited) status that does not require performing journal edits.

The original journal batch and the reversal batch will be posted separately to the ledger. If you unpost the original journal batch that a posted reversal batch is tied to, you receive a warning informing you that you have a posted reversal batch that you need to unpost. Similarly, if you try to post a reversal batch without posting the original journal batch, you receive a warning that the original journal batch (tied to the reversal by journal ID) has not yet been posted.

Alternatively, you can copy your original journal, select the reverse amount option, and designate the journal date to create the reversal journal. This creates a separate manual journal that needs to be reviewed and edited and batch posted to the ledger. Reversals created by copying the original journal entry are not linked to the original journal entry, so no warnings appear if you post or unpost the journals out of sequence.

Recurring Template Page

Use the Recurring Template page (GC_JOURNAL_RCRT) to define the recurring journal template and specify schedule options.

Create, edit, view, or delete recurring journals linked to a recurring template.

Navigation

select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select select Journal Type Recurring Journal, then select select Recurring Template tab

Image: Recurring Template page

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

A recurring journal template provides the exact journal entry that you want to post periodically, including the accounts, amounts, and other dimensions. You create it exactly the same as a manual journal entry, except you select the Journal Type Recurring Template. On the Journal Entries page, you enter the line items including the accounts, amounts, and other dimensions for the journal entry and edit (validate) it. You can also select the Draft and Hold Posting options for the recurring template. When the recurring journals are generated, they will inherit the same options. If the recurring entry needs to be reversed in the next period, on the Journal Reversal page, enter the reversal information for the next period.

Note: The only option for reversing a recurring journal template is the next period.

On the Recurring Template page, you specify how frequently the recurring journal entry should be generated. You set up a recurring journal schedule by selecting one of the following Scheduling Options :

Note: The Recurring Template page is only visible when the journal type is Recurring Template.

Every Period

Select to generate journals every period. You must also complete these fields:

End Period: indicate the last period that the recurring journal should be generated.
End Year: indicate the last year that the recurring journal should be generated.
Day of Period: select either the first day or last day of the period.

The system uses the journal date that you specified when creating the recurring journal template as the begin period date.

The Journal Date and the End Date fields are inclusive of the range of dates for processing.

Specific Dates

Select this option to schedule a recurring journal entry for the dates that you specify. In the Specific Dates grid, insert a row and enter each date the recurring journal should be generated.

Image: Recurring Template page (Specific Dates option)

This example illustrates the fields and controls on the Recurring Template page (Specific Dates option). You can find definitions for the fields and controls later on this page.

Journals Created

The Journals Created grid displays the journals that you have created by using either the Create Journals button or by using the recurring journals process.

Create Journal

Click to create all of the journals that you specified with the Recurring Schedule. By default, any journals that are created are set to a status of New and must be edited (validated) before they can be posted. They will also inherit other options from the template, such as Hold Posting, Draft, or Create Reversal Batch.

If the recurring journals use a currency other than the consolidation currency, all the recurring journals that you create at one time will use the current period translation rate. It is recommended that you only create recurring journal using a foreign currency for the current period to ensure that the currency is translated using the proper translation rate

Alternatively, you can create a batch of recurring journals for a period by using the Create Recurring Journal run control page. The system picks up the recurring journal information from the recurring template data and creates all recurring journal entries for the period specified on the run control page that have not been previously created. On the run control page, you can also select options to edit and post the recurring journals that are generated by this process.

See Recurring Journals Page.

Warning! After recurring journals are created, changes to the recurring template are not reflected in the recurring journals. If you want the template changes to be reflected in the recurring journals, you can delete the selected journals (if they have not been posted), then create the recurring journals again.

Delete Selected Journals

Select this check box to delete the recurring journal entries that are selected in the Journals Created grid. You cannot delete journals that are already posted.

Select All

Selects all created journals that haven't been previously posted. You can then click Delete Selected Journals to delete them.

Clear All

Unselects all journals that were previously selected.

Recurring Journals Page

Use the Recurring Journals page (GC_JOURNAL_RCRJ) to view the recurring journal template that is used to create recurring journals.

Navigation

select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select select Journal Type Recurring Journal, then select select Recurring Journals tab

Image: Recurring Journal page

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

Recurring Journal pageRecurring Journal page

After a recurring journal entry is created, you can view it by selecting the Journal Type Recurring Journal when accessing the journal entries component. The journal ID is the same as the recurring template journal ID. On the Journal Entries page, if the journal has not been posted, you can change the line items, edit (validate) the journal, and select the link to post it. Select the Recurring Journal tab to view the Recurring Template ID and Template date.

Journal Attachments Page

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

Navigation

select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select Journal Attachments

Image: Journal Attachments page

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

You can use the Journal Attachments page to add supporting documentation for your manual journal.

Click the Add Attachment button to bring up a file browser dialog box. Click the Browse button to navigate to the location of the supporting documentation, select the file, and click Upload to attach the supporting documentation.

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 view or edit the journal approval status.

Navigation

select Global Consolidations, then select Manage Journals, then select Manual Journal Entry, 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.

Approval Status

The journal's current approval status appears. The possible status values are:

None

Indicates either a new, unsaved journal or a saved journal, requiring but not yet been submitted for approval.

Approved

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

Pending

Indicates that the journal has been submitted but 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 the journal has been denied approval.

Submit

To update the approval status for this journal, select an approval action from the drop-down list box, then click the Submit button. The possible approval action values are:

Approve

Indicates that the approver for this step approved the journal.

For workflow-based approvals, if there are no additional approval steps, the system sets the journal status to Approved. If there are additional approval steps, the system sets the journal status to Pending Approval, and generates a worklist item for the next approver.

Deny

Indicates that the approver for this step denied the journal.

The system sets the journal status to Denied. For workflow-based approvals, the system sends an email to the previous user.

None

This approval action is only for security-based approvals; it appears as the default value when creating the journal. Only someone with authorization to access the approval page can change the action to either Approve or Deny.

Recycle

Indicates that the author for this journal has requested to resubmit the journal for approval.

For workflow-based approvals, the system sets the journal status to Recycle. If there are additional approval steps, the system sets the journal status to Pending Approval, and generates a worklist item for the next approver.

The system does not copy journal lines into the journal fact table until the journal status is set to Approved.

Journal Entries Page

Use the Journal Entries page (PF_JOURNAL_TBL1) to create, copy, or edit (validate) manual journals.

Navigation

select (Global Consolidations, then select Manage Journals, then select Manual Journal Entry, then select select Journal Type Manual Journal, then select select Journal Entries tab)and click the Copy button to access the Copy Journal Entry page.

Image: Copy Journal Entry page

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

Copy to Journal

The Copy From Journal region lists the values you are copying from the source journal.

Complete the fields within the Copy to Journal region to specify the journal ID, date, whether to reverse the copied amounts, and whether to hold posting.

Complete the fields within the Copy to Scenarios region to specify to which scenarios to copy the journal. You can only copy to scenarios that are linked to the same common consolidation business unit on the Warehouse Business Unit Scenario Definition page.

Journal ID and Journal Date

Enter the journal ID and date.

The default value appearing in this field is the same value as the journal you are copying. You can override this value. You must specify the journal date. The system uses the target journal date to derive the fiscal year and accounting period values.

Reverse Amount

Select to reverse the amount of the copied journal (credit to debit and debit to credit). This is one method to reverse a journal entry. You can also reverse a journal entry on the Journal Reversals page.

Hold Posting

Select to prevent the copied journal from posting to ledger.

Copy to Scenarios

Copy

Select this check box to copy the source journal to the scenario from this row. Only scenarios that are linked to the common consolidation business unit on the Warehouse Business Unit Scenario Definition page are listed.

Click OK to copy the journal.

The Journal Copied page summarizes the scenarios to which the journal was copied. Any copied journals requiring approval (through workflow or security) initially have an approval status of None. Regardless of the source journal system, the target journal system source is set to SCG (meaning that the journal was system-generated and originated from the Journal Copy process).

Manual Journal Edit Page

Use the Manual Journal Edit page (RUN_GC_JRNL_EDIT) to run control page for editing (validating) manual journals.

Runs the GC_JRNLEDT jobstream.

Navigation

select Global Consolidations, then select Manage Journals, then select Process Journals, then select Manual Journal Edit

Image: Manual Journal Edit run control page Manual Journal Edit page

This example illustrates the fields and controls on the Manual Journal Edit run control page Manual Journal Edit page. You can find definitions for the fields and controls later on this page.

You run the GC_JRNLEDT jobstream to identify any balance errors and check for valid dimension values in the ChartFields that are specified on the journal entry.

Use the Manual Journal Edit run control page to edit (validate) and optionally post selected manual journals or recurring journals with the status of New for the specified consolidation business unit, scenario ID, fiscal year, and accounting period. The journal edit process takes data from the Manual Journal Header table (PF_JRNL_HDR_TBL), and Line table (PF_JRNL_LN_TBL) and validates that data. The process creates a batch header (PF_BATCH_TBL) and moves the lines to the journal fact table (for example, GC_JRNL_MGT_F00) that is defined in the consolidation ledger template.

Note: You can also edit journals one at a time on the Journal Entries page.

Business Unit, Scenario ID, Fiscal Year, and Period

Specify the consolidation business unit, scenario ID, fiscal year, and accounting period to process.

Jobstream ID

Accept the default value, GC_JRNLEDT, to use the delivered jobstream ID.

Get Journal Data

Select to get a list of all journals with the status of New or Valid for the specified consolidation business unit, scenario ID, fiscal year, and accounting period and display it on the Manual Journal Selection page.

Selecting Manual Journals for Edit

Use the Manual Journal Selection page (RUN_GC_JRNL_EDIT2) to select manual journals for editing and posting.

Navigation

select Global Consolidations, then select Manage Journals, then select Process Journals, then select Manual Journal Edit, then select Manual Journal Selection

Image: Manual Journal Selection page

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

After selecting the Manual Journal Edit run control parameters, use the Manual Journal Selection page to select the manual and recurring journals that you want to edit. You can also select the option to post the journals on this page provided that the journals are valid after the manual journal edit process.

Journal ID

Displays the journal Id.

Journal Date

Displays the journal date.

Draft

Displays whether Draft is selected for this journal on the Journal Entries page.

Hold Posting

Displays whether Hold Posting is selected for this journal on the Journal Entries page.

Journal Status

Displays the journal status. Only journals with the status of New or Valid are displayed.

Edit Journal

Select this check box to run the edit (validate) process for this journal. You can only select this check box for journals with the status of New.

Post Journal

Select this check box to run the post process for this journal. You can only select this check box for journals with the status of New. Only journals with the status of Valid after running the edit process will be posted.

Recurring Journals Page

Use the Recurring Journals page (RUN_GC_JRNL_RCR) to run control page for creating recurring journals for a specific period.

Runs the GC_JRNLRCR jobstream.

Navigation

select Global Consolidations, then select Manage Journals, then select Process Journals, then select Recurring Journals

Image: Recurring Journals run control page

This example illustrates the fields and controls on the Recurring Journals run control page. You can find definitions for the fields and controls later on this page.

Use the Recurring Journals run control page to generate recurring journals for a specific fiscal year and period by running the GC_JRNLRCR jobstream. The system reviews each recurring journal template for the specified common consolidation business unit, scenario ID, fiscal year, and accounting period and creates all recurring journal entries that have not been previously created. You can also select Edit Journal to edit all of the journal entries created by this process, and Post Journal to post all of the journal entries created by this process.

Note: If you do not select the Edit Journal and Post Journal options, then the Recurring Journals are created with a status of New. You will need to select these journals and edit and post them.

Unit, Scenario ID, Fiscal Year, and Period

Specify the common consolidation business unit, scenario ID, fiscal year, and accounting period to process.

Jobstream ID

Accept the default value, GC_JRNLRCR, to use the delivered jobstream ID.