Journal Entries

Any time you need to make a correction between accounts or transfer money between accounts you will be using a journal entry form. These forms go to Kathy Yeager in the Business Office Annex (Mem 107) for processing. The on-line form is shown below. It details an example of correcting an original vendor payment that charged services but it should have been travel and meals.
 


Notice we credited the original incorrect expense account and debited the correct one. This will zero out the original expense and put it in the right expense category.
Let’s say your budget wants to help support a speaker that ASWC – Public Speakers is bringing to campus, the JE would look like this:
 

Notice that the services account was used for both transactions. When we pay guest speakers we pay from a performance contract out of a services account.
Interdepartmental Billing
In the past a lot of departments have used a journal entry for interdepartmental billings. The Business Office has discovered it’s easier and more efficient for the billing department to use an Excel spreadsheet. If you have several departments that you are regularly billing and find the journal entries cumbersome contact Kathy Yeager (5130) to set up an excel file.


The following is a list of departments on campus that bill internally:
Alumni Office (Alumni Guest Room Rent – Margaret Hoglund)
ASWC (Pioneer Ads and Sound System Rent – Pat Bender)
Bon Appetit (Catering Charges, Kathy Yeager has back-up in the BOA)
Bookstore (Supply Charges – Zoe Smith)
Campus Center Post Office (US Mail – Marge Jessee)
FedEx Through Distribution Services
Hall of Music (Chism Hall Rent,Audio Recording Fees – Betty Waggoner)
Harper Joy Theatre (Office Season Tickets – Qi Jia)
Instructional Media Services (IMS/Hunter Charges – Sherrie Kamara)
Physical Plant (College Vehicle Charges – Gayle Worthington)
Printing Services (Printing/Paper Supplies – Amber Woodworth)
Mailing Services (US Mail – Linda Marshall)
Residence Life (Douglas Hall Guest Room Rent – Amy Bruner)
Scheduling (BFC, Cordiner, College Cabin Rentals – Summer Singer)
Technology Services (Toner Cartridges – Ronnelle Partlow)
Xerox Copies (College Copy Charges – Nancy Jungmann)
Xerox Supplies (Paper – Susan Roberts)


General Ledger Reports
There are several types of GL reports, but the most common are the trial balance (GLTB) and the budget to actual reports (GLBA). All users with Datatel access can run these reports. However, not all users have a Datatel attached printer. If you are one of the afore mentioned, you can still view your report on the screen.
To run a GL Trial Balance, make sure you are in the CF apps in Datatel and key GLTB in the box at the top left and hit return. You will get the following screen.
 
The system will assume you want the current fiscal year, which on this screen is 2002. The boxes to the right of the year designate the to and from dates for this fiscal year. If you want a prior year (ie 2001), you’ll have to key that year in the first box and press return. The next box wants a response of D for detail or S for summary. Usually you’ll want a detailed report so key in a D and press return.
Your screen should now look like this:
 
Your cursor should now be in the Transactions Starting date field. Key in the start date for the detail you want. If you want a detailed report starting Sept of 2001 key in 090101 and press return. Your cursor should now be in the thru field. If you want through today’s date just press return. If you want through the end of Sept 2001 key in 093001 and return. Return through the Condensed Activity field. Key an N in the Monthly Summary Option field. This will summarize all prior information into one line item; otherwise it will print a summary line for each month prior to the start date you entered.
Your screen should now look like this:
 
The next field is a detail field and that means you need to click on the diagonal arrow to the right of the box that says Not defined. That will bring up the following screen.
 
Click on the diagonal arrow to the right of the Select/List box. The following screen will appear.
 
This screen is where you will make your account selections. It’s also where knowing the account structure comes in handy. We will attempt to provide several examples of selection criteria for you to choose from. Note the Inc/Exc at the top of the screen; this is related to the field to the right of numbers 1,3,5,7,9 & 11. Put an “I” in this field for those component values you want to include and put an “E” in this field for those you want to exclude.
Trial balance selection by department code:
 
Key an “I” in the box to the right of #7 and enter, then key in the department code in the box under B.OFFICER.DEPT. Click in the box at the bottom (Y,N), key in an “N” and enter.
The following screen will appear when you’re done with all your other selections.
 
Click on the diagonal arrow to the right of the Sort field. The following screen will appear.
 
This is a required screen which means you have to make a selection. The order of the account components on the screen is how your report will be sorted. For our first example assume we want to page break on department code but the sort is OK. You will need to put a Y in the Break column on line 4 that is the DEPT line and press enter.
 
You will need to hit the F9 function key to close this screen.

Now you need to define your breaks by keying a Y in the Break fields on the FUND line and the DEPT line.
The following screen will appear again.
 
You don’t need to verify the criteria just hit the F9 function key to close this screen. The following screen will appear.
 
If you discover at this point in time that you didn’t really want to do this, you can hit the F8 function key while holding down the Shift key to cancel out of this screen. Or you can click on File at the top left and click on Cancel. This will take you out of the program. If you decide this is what you want, simply key in a Y in the box at the bottom and hit enter. The following screen will appear.
 
The default Output Device is P for printer. If you have a Datatel attached printer you can key in your printer name on the Printer line or key in “…” (without the quotes) to look it up. If you want to view this information on your screen key in an “H” in the Output Device or to see other options click on the down arrow at the end of this field. The only other option you may want to select here is E if you want to e-mail the report to yourself or someone else. Keep in mind that the readability of the report in e-mail depends a lot on what e-mail carrier is used. We’ve heard that e-mailed reports via Outlook are readable but Groupwise isn’t as good. We really don’t know about the others. After you have made a selection of either P or H on this screen the following screen will appear.
 
There’s not much you can do here except to hit the F9 function key. The following screen will appear.
 
Hit enter and if you selected to view this report on your screen, it will look like this.
 
To view the rest of this page click below the gray bar on the right hand side of the screen. To view the right side of the report click on the right arrow at the bottom of the screen. To view subsequent pages click on the down arrow at the top left of the screen. To exit this report hit the F9 function key.
To run a GL Budget to Actual, make sure you are in the CF apps in Datatel and key GLBA in the box at the top left and hit return. You will get the following screen.
 
The system will assume you want the current fiscal year, which on this screen is 2002. The boxes to the right of the year designate the to and from dates for this fiscal year. If you want a prior year (ie 2001), you’ll have to key that year in the first box and hit return.
Since this is always a year-to-date report you need to key in the physical month you want the report to end with. The system will default to the current month, if you wanted a report through the end of September key in a 9 in the Calendar Ending Month of box.
Key an A in the Include accounts that have box. There are other options and to see these options you can click in this field then click on Help at the top left of the screen then click on Field Help and you’ll get the following screen.
 
Click on more and you’ll get the following screen.
 
Normally you’ll want the [A] – Accounts that have all statuses option. Other field helps will be discussed later.
Your screen should now look like this.
 
Click on the diagonal arrow to the right of GL Account Definition. The following screen will appear.
 
Click on the diagonal arrow to the right of Select/List. The following screen will appear.
 
This screen is where you will make your account selections. It’s also where knowing the account structure comes in handy. We will attempt to provide several examples of selection criteria for you to choose from. Note the Inc/Exc at the top of the screen, this is related to the field to the right of numbers 1,3,5,7,9 & 11. Put an I in this field for those component values you want to include and put an E in this field for those you want to exclude.
Budget to actual by department code.
 
Key an I in the field to the right of #7 and enter. Then key in the department code in the field under B.OFFICER,DEPT. Click in the box at the bottom (Y/N), key in an N and hit enter.

The following screen will appear when you’re done with all your selection.
 
This is a required screen, which means you have to make a selection. The order of the account components on the screen is how your report will be sorted. For our first example assume we want to page break on department code but the sort is OK. You will need to put a Y in the Break column on line 4 that is the DEPT line and press enter.
 
You will need to hit the F9 function key to close this screen.

 
You don’t need to verify the criteria just hit the F9 function key to close this screen. The following screen will appear.
 
The program defaults to an S in the Detail or Summarize Poolee Accounts box. The S (summary) selection will not show the object code detail under the pooled budget account. The D (detail) option will show all object code line items. You will need to hit the F9 function key to close this screen.
After you have closed the prior screen, this screen will appear.
 
The default Output Device is P for printer. If you have a Datatel attached printer you can key in your printer name on the Printer line or key in … to look it up. If you want to view this information on your screen key in an H in the Output Device or to see other options click on the down arrow at the end of this field. The only other option you may want to select here is E if you want to e-mail the report to yourself or someone else. Keep in mind that the readability of the report in e-mail depends a lot on what e-mail carrier us used. We’ve heard that e-mailed reports via Outlook are readable but Groupwise isn’t as good. We really don’t know about the others. After you have made a selection of either P or H on this screen the following screen will appear.
 
There’s not much you can do here except to hit the F9 function key. The following screen will appear.
 
Hit enter and if you selected to view this report on your screen, it will look like this.
 
To view the right side of the report click on the right arrow at the bottom of the screen. To view subsequent pages click on the down arrow at the top left of the screen. To exit this report hit the F9 function key.