Creating and Processing Journal Entries with Entry Events

This section discusses how to:

  • Create and process entry event journals using the GLJE Entry Event process.

  • Create and process entry event journals using the GLJEADJ Entry Event process.

The GLJE Entry Event process enables you to create journals that post to the actuals ledger.

  • GL_JOURNAL - GL Journal.

  • GL_JRNLIU - GL Journal Interunit Transactions.

You can modify the delivered entry event codes or set up your own.

Note: Do not modify entry event source definitions or processes and steps.

Page Name

Definition Name

Usage

Create/Update Journal Entries - Header Page

JOURNAL_ENTRY1

Enter the journal header information for entry event journal entries.

Commitment Control Page

KK_EXCPTN_OVER_SEC

For a Commitment Control budget adjustment journal entry, select the appropriate Commitment Control amount type.

Create/Update Journal Entries - Lines Page

JOURNAL_ENTRY2_IE

Enter the journal line ChartFields and select the appropriate entry event codes for processing.

Edit Journals Request Page

JOURNAL_EDIT_REQ

Edit the regular journals and journals using the GLJE and GLJEADJ Entry Event processes.

Budget Check Journals Request Page

JOURNAL_BGTCHK_REQ

Budget-check regular journals and journals using the GLJE and GLJEADJ Entry Event processes.

Entry Event Journals Page

PST_EE_RUN_REQUEST

Run the Entry Event Processor for Commitment Control budget adjustment journals using the GLJEADJ Entry Event process.

Generate Journals Request Page

JRNL_GEN_REQUEST

Run the Journal Generator process to generate journals for any journal entries not created online in General Ledger and for Commitment Control budget adjustment journal entries with entry events using the GLJEADJ Entry Event process.

Mark Journals for Posting Page

JOURNAL_POST_MARK

Specify which journals to post.

Post Journals Request Page

JOURNAL_POST_REQ

Enter the information for the journals that you intend to post. Run the PS/GL Journal Post process (GL_JP) to post the journals to their appropriate ledgers.

To create and process an entry event journal:

Note: These steps use the JRNL1 entry event code.

  1. Access the Create Journal Entries - Header page.

  2. Select an actuals ledger group that may or may not linked to Commitment Control ledgers, and enter any other information relevant to the journal entry transactions.

    The ledger group in the predefined data is Recording.

  3. Click the Commitment Control link.

  4. Select one of the following Commitment Control amount types, and then click OK:

  5. Access the Create Journal Entries - Lines page, and select the entry event code.

    The account and alternate account values appear by default (after a server trip) in journal line 1 from the values set up for the entry event code (for example, JRNL1) on the Entry Event Code Definition page if the entry event code contains regular process step GLJE.

  6. Enter any other relevant data in the journal line.

    Note: If you change either of these accounts, the system overwrites it with the default DR/CR account or alternate account when you edit the journal if the entry event code contains regular process step GLJE.

  7. Select Edit Journal to save and edit the journal entry as well as initiate the Budget Processor if commitment control is enabled.

    Journal Edit process (GL_JEDIT) creates any missing lines before calling the Entry Event Processor process.

    The Entry Event Processor process generates the additional journal lines based on the set up for the selected entry event code.

    The Budget Processor process runs to verify that a Commitment Control budget is associated with the transaction and that the amounts are not greater than the budget amounts.

  8. Select Post Journal to post the journal entries to the actuals ledger.

    See Correcting Entry Event Journal Errors.

Note: If these are subsystem journals with entry events, the Journal Edit process bypasses the entry event processes for these journals because they have already been through the entry event process in the subsystem.

To create and process an entry event journal that adjusts the Commitment Control budget:

  1. Access the Create Journal Entries - Header page.

  2. Select an actuals ledger group that linked to Commitment Control ledgers, and enter any other information relevant to the journal entry transactions.

    The ledger group in the predefined data is Recording.

  3. Click the Commitment Control link.

  4. Select one of the following Commitment Control amount types, and then click OK:

    • Encumbrance

    • Pre-Encumbrance

    • Collected Revenue

  5. Access the Create Journal Entries- Lines page, and select the entry event code for the adjustment that you want to make.

    Only the adjustment entry event codes are available for selection.

  6. Enter values for Account, Alt. Acct., Amount, and other relevant fields in the journal line.

    If the journal is a Commitment Control budget adjustment journal, the account and alternate account, if applicable, do not appear by default. You must enter the values.

  7. Select Edit Journal to save and edit the journal entry as well as initiate the Budget Processor if commitment control is enabled.

    Note: The Journal Edit process does not run the Entry Event Processor for budget adjustment journals. You must run the Entry Event Processor separately after running the Budget Processor.

  8. Correct any existing entry event journal errors.

    See Correcting Entry Event Journal Errors.

  9. Run the Entry Event processor from the Process Journals - Entry Event Journals page.

    The processor updates or creates the accounting lines in the Adjustment Journal Accounting Line record.

    Note: Budget adjustment journals are processed using the same model as accounts payable, purchasing, and accounts receivable, where the entry event accounting transactions are written to a separate accounting line record and the journal is generated later. If a budget adjustment journal has been processed by the Entry Event Processor and subsequent changes are made to the journal, adjusting entries are created.

  10. Select Subsystem Journals > Generate Journals to create budgetary accounting journals from the adjustment journal accounting line record.

  11. Select Process Journals > Edit Journals > Mark Journals for Posting > and Post Journals to post the journals to their appropriate ledgers.

Warning! If you change the Commitment Control amount type on the journal, the entry event lines are reversed for the previous amount type. For example, suppose that you select the Commitment Control amount type Actuals and Recognized to create a journal and run the Journal Edit process to generate the entry event lines and then you realize that you intended to create a budget adjustment journal for an encumbrance instead. If you attempt to select the Commitment Control amount type Encumbrance, this message appears:

The CC Amount Type has been changed from 'Actuals and Recognized' to 'Encumbrance'.

Because you changed the Commitment Control amount type, the entry event information that you entered is no longer appropriate. If you select Cancel, the Commitment Control amount type remains Actuals and Recognized. If you select OK to accept the change, the original journal entry's entry event codes are wiped out. When you enter the data and run the Journal Edit process for the new journal entry, any generated obsolete entry event lines are also deleted. Regardless of the Commitment Control amount type that you select, the original entry event codes are wiped out when you select OK.