Copying Data for a Journal Upload

   Overview   

In the course of monthly reconciliation or other activities you may find that it would be easier to copy the journal that you used last month and put in new amounts or change one or two ChartFields. You can copy lines from one spreadsheet journal to another to speed up data entry.

There are two steps in this process.

  1. Copy and create the spreadsheet journal and upload it to the UGA Financial Management System.
  2. Log in to the UGA Financial Management System and run the Edit Process so the journal can be approved and posted.

 

In this article you will learn to copy a previous spreadsheet journal to save time on data entry. Once you copy the data, a new number is assigned and you may edit the information to reflect the new amounts or ChartFields.

1. Step 1

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Open the JRNL1_WS spreadsheet that you use for online templates.

2. Step 2

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Enter appropriate information into the New Journal Sheet Name field.

Example shown here: "postage adjustment" in the New Journal Sheet Name field.

3. Step 3

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Click the OK button.

4. Step 4

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Click the "+" sign in the Journal Header section to begin entering the journal.

5. Step 5

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The New Journal Header dialog box is displayed. Most of the values default, but can be changed if needed.

6. Step 6

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Verify or change the Unit to the correct value. 

7. Step 7

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The Journal ID will say "NEXT" and should not be changed (or typed in). The default value will allow the system to assign the next number when the journal is imported. 

8. Step 8

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The Journal Date will default to the current date. Leave the default value. 

9. Step 9

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The next field that requires a value is the Ledger Group. Leave the default of ACTUALS. 

10. Step 10

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The source defaults to ONL. Leave this value. 

11. Step 11

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Enter appropriate information in the Description field.

Example shown here: "monthly postage adjustment" in the Description field.

12. Step 12

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Click the OK button.

13. Step 13

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Click the Insert Lines button.

14. Step 14

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Enter the number of lines that you want to copy into the Number of Lines field.

Example shown here: "2" into the Number of Lines field.

15. Step 15

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Click the Insert button.

16. Step 16

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The two lines are ready for you to copy the lines from the prior transaction.

Locate that information and open the file. 

17. Step 17

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Highlight the data to copy, and right-click in that area.

Click the Copy menu to copy the information.

18. Step 18

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Return to the new journal sheet and

Click the Unit cell on the first journal line.

19. Step 19

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Click the Paste menu option.

20. Step 20

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The lines have been copied.

You are now ready to upload the journal into the UGA Financial Management System.

Click the Upload icon.  

21. Step 21

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Enter your MyID credentials into the Import Journals Now dialog box.

22. Step 22

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Click the OK button.

23. Step 23

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When the journal has imported, a message will be displayed.

If you look at the string of numbers the first number represents the Business Unit and the second is the Journal ID assigned by the system. You may want to make note of the journal ID for the next steps in the process which is to locate and finalize the journal inside the UGA Financial Management System.

Click the OK button.

24. Step 24

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Click the Close [X] button.

25. Step 25

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You can choose whether you need to save the journal.

Example shown here: Don't Save button.

26. Step 26

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The Journal Log will display with the same information that appeared in the message.

Click the Close button to close the spreadsheet when your review is complete.

27. Step 27

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You have completed the steps to copy data for a spreadsheet journal and upload it to the UGA Financial Management System.

The next step is to finalize the journal. See the topic - Finalizing an Uploaded Journal for more information.
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