Reviewing Journal Status

   Overview   

Journal Status can be reviewed from the search pages for the Journal Inquiry and Create/Update Journal Entries. The status can also be viewed on the Lines page of the Create/Update Journal Entries component.

 

In this article you will learn about journal statuses and the steps for related actions in the UGA Financial Management System.

1. Step 1

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First, log into the Financial Management System.

On the UGA Financials homepage, click the General Ledger tile.

2. Step 2

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The General Ledger page is displayed. 

Click the Journal Transactions tab.

3. Step 3

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Click the Journal Entries tab. 

4. Step 4

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Click the minimize button to create a larger workspace. 

5. Step 5

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You can review the different statuses of your journals from the search page.

Click the Find an Existing Value button.

6. Step 6

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The Create/Update Journal Entries search page is displayed. 

The Business Unit should default to "18000".

7. Step 7

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The journal status can be used to limit the number of search results.

Click the Journal Header Status drop-down menu.

8. Step 8

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The available Journal Header Status options are displayed. Some of the more common ones to look for include:

Journal Entry Incomplete: All journals need to be completed in order to be posted. This status appears when you save a journal that is not balanced or lacks some of the key elements.

Journal Has Errors: The journal is complete but has encountered an error during processing.

No Status - Needs to be Edited: The journal has been saved, but the Edit Journal process has not been run.

Posted to Ledger(s): Journal processing has completed successfully.

Unposted: The journal has not yet been posted.

Valid Journal - Edits Complete: The journal is ready to be posted.

Example shown here: Posted to Ledger(s) option.

9. Step 9

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Click the Journal Header Status filter drop-down menu.

10. Step 10

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The filter options menu is displayed. Select the appropriate option.

Example shown here: not= option in the Journal Header Status field.

11. Step 11

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To review only the journals that you created, enter your MyID in the Entered By field.   

Example shown here: "GoodDog123" in the Entered By field.

12. Step 12

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Click the Search button.

13. Step 13

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The Journal Header Status column contains those items that have Errors. You can click on any item to review the errors.

14. Step 14

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The Budget Checking Header Status column contains information for those journals that did not pass the budget check.

Additional Information:

The table shown below should help you to understand what some of the more common statuses are.

Status Code

Explanation

N

No Status – Edit Required: The journal entry has been entered, but has not been edited or posted.

E

Errors: The journal has been edited and cannot be posted due to errors.

V

Valid: The journal has passed editing and is ready for posting.

P

Posted: The journal has been posted.

T

Incomplete: The journal entry has not been completed. This results when you turn on the Save Journal Incomplete checkbox on the Journal Header page.

U

UnPosted: A journal has been created and posted by the system to reverse the effects of a posted journal. This reverts the original journal to unposted status.

D

Deleted: The journal is deleted.

I

Posting Incomplete: Remedy by posting as soon as possible.

M

Valid SJE Model: Do not post this type of journal.

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