Working with Journal Vouchers Version

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Overview

General Ledger lets you create and post journal vouchers. The following paragraphs are a brief, and highly simplified summary of the accounting cycle as it applies to journaling. Using General Ledger requires a basic knowledge of accounting principles and methods. You may wish to refer to an accounting textbook, or other reference source for a detailed discussion of the accounting cycle.

When you perform various activities, such as paying an invoice or adjusting inventory, the system creates a transaction in one or more accounts at your site. Transactions of this type are chronological. For example, you may have an account called "Inventory Adjustment" in which the system records plus or minus dollars every time you add or remove items from inventory. An account called PO Liability may record dollars that you owe to vendors as a result of authorizing and sending purchase orders and receiving goods. You may have accounts for interest earned on investments, etc. Such accounts record your spending and revenues on a day-to-day basis. However, to show a coherent financial picture of your hospital, the many individual transactions in each account must be collected and recorded as a single credit or debit to the account. This information can then be used to create financial reports showing assets, liabilities, revenues, expenses, and equity.

You can require approvals for manual journal vouchers. Several options are available for approval processing, which requires setup. (The approval process is not used with recurring and statistical journal vouchers.) See Journal Voucher Approval Processing for details.

Financial Reporting Fields

Your site may be set up to use Financial Reporting Fields in various parts of the application. Similarly, you may also be using Project Codes and Fund Codes.

Financial Reporting Fields, along with Project Code and Fund Code, let you generate reports on non-account code fields. For example, your site might define Physician as a financial reporting field. Users could then select the physician associated with a journal voucher.

If financial reporting fields are used by your site, the tab Fin Reporting appears on the panels. (Otherwise, this tab does not appear.) You can enter field values on the tabbed panel.

Details are located in Using Financial Reporting Fields in ERP.

Security

The "GLJVs" role object controls access to all Journal Voucher menu items except Journal Voucher Mass Posting.
- The minimum setting is View.

The "FINTables" role object controls access to Journal Voucher Mass Posting.
- The minimum setting is View.

Special controls are available for security of imported journal vouchers that contain payroll data. See Security for payroll accounts.

User Access to Journal Voucher Documents

The "Documents" role object controls access to JV documents. The Create setting (or All) allows users to create and copy documents. The default setting is Create. Only users with the All setting can delete documents.

The Journaling Process

Essentially, the journaling process collects information that you already have in the system. The journaling process takes the many daily transactions in accounts (such as Inventory Adjustment) and summarizes them in a source journal. The summary is balanced.

You can establish multiple source journals to classify transactions. For example, you may wish to set up an AP source journal, and label all of its journal vouchers beginning with "AP". Or, you may want a source journal for materials transactions only. Source journals for your site are set up in your tables. (See Viewing Source Journals.)

Once you create a journal voucher, you post the entries in the journal voucher to the General Ledger. This step records the summary debit and credit amounts to the appropriate General Ledger accounts. Typically, journal vouchers are created and posted to accounts on a monthly basis. Accounts are balanced for each month. Year End Close balances accounts for a financial year.

You can build templates for common journal voucher entries. Templates simplify the process of inputting data for the journal voucher. In addition to regular journal vouchers, you can create journal vouchers for statistical accounts. You can also create reversing and recurring journal vouchers.

You can create journal vouchers and import them directly from an Excel spreadsheet file using a standard template. The template allows import of a single journal voucher or multiple journal vouchers in a single spreadsheet. Contact Technical Support for information about downloading the template. In addition to creating manual journal vouchers, you can also import journal vouchers into the application from an external system.

When you create a journal voucher in the application, if an entry account number does not exist in the Account Master table, General Ledger gives you the opportunity to add the account to the table of accounts. However, if you are importing a journal entry, and the account does not exist, you do not have the option of creating the account.

The journaling process may become clearer if you look at some sample entries for GL Accounts and see what the journal vouchers contain and how entries in each are structured. The sections below contain examples.

User Requirements and Organization Requirements

Your user profile must have the correct security authorizations and settings to allow you to use General Ledger. If you are allowed to enter GL data for prior and/or future periods, and to create, post, or unpost journal vouchers, permissions must also be set. The GL Limits tab on the User panels contains the appropriate permissions fields. Also, you need to be assigned the correct role and data profile for work in finance. See Set Up and Maintain Users.

If you are allowed to unpost journal vouchers, unposting must also be allowed for your organization. Similarly, if you are creating journal vouchers for multiple organizations, inter-organizational processing must be enabled on the organization's records. (See Fields on the Organization Main tabbed panel.) Several other settings on the Organization panels are relevant to General Ledger. You may wish to review Identify Administrative and Operational Units.

Using General Ledger Account Information

Most often, General Ledger accounts are brought into the system during implementation. You can view your General Ledger accounts from the main Contents. For each account, you can view balances and journal vouchers by period, as well as individual entries in each journal voucher.

  1. From the the General Ledger main Contents, select Account Management > GL Accounts. The GL Account Codes list appears (Figure 1).
    You can specify the Organization in the Organization Quick Filter. Otherwise, the list displays accounts for all organizations.
    The organizations that you can display are those allowed by your Data Profile.

    2. Figure 1 - GL Account Codes List

    Figure 2 - GL Account Codes List with Menu

  2. To view balances in any account, select Menu > View Balances.
    The balances in the account are displayed by period (Figure 3). Period 5 shows a balance in 2006.

    3. Figure 3 - GL Account Balances by Period

  3. On the Account Balances by Period panel, click View Journal Entries in any row for a year and period.
    A list of posted journal vouchers are displayed (Figure 4) — in this case, one journal voucher exists for the year 2006 and period 5.

    4. Figure 4 - Posted Account Journal Entries

  4. Click Menu > Journal Voucher to see the entries in the journal voucher AP0526200601.
    A panel with two tabs appears: the Journal Entries tab which contains individual entries and the Journal Voucher tab which contains general information about the journal voucher. The journal voucher in Figure 5 only contains one entry.

    5. Figure 5 - Journal Voucher Inquiry Panel

  5. Click Menu > Chase to GL Transactions to see the transactions summarized by an entry on the journal voucher.
    Figure 6 shows the Chase.

    6. Figure 6 - GL Transactions for a Journal Voucher Entry

  6. Click AP Transaction to see what occurred to trigger the general ledger transaction.
    Figure 7 shows the result of clicking AP Transaction. From the information on the AP Transactions panel, the Transaction Type is an invoice approval.

    7. Figure 7 - Inventory Transactions for Journal Voucher Entry

    Figure 8 - General Ledger Transactions for an Invoice

  7. Return to the GL Accounts list.

Manual Journal Vouchers

Depending on routines and work flow at your site, you can create journal vouchers manually, or import them in spreadsheet format. Below are instructions on viewing journal vouchers, creating regular journal vouchers manually, and importing journal vouchers.

Notes:
- For the same period, if you delete a journal voucher, you can create a new journal voucher with the same journal voucher number (JVNumber), type (JVType), Organization, Period, Accounting Year (AcctYear), and recurring count (RecurCount), if used.
- If a journal voucher has not been deleted, a duplicate journal voucher is not allowed.

To view the list of journal vouchers:

From the General Ledger main Contents, select Journal Vouchers > Journal Vouchers. The list of journal vouchers appears (Figure 9) or No Data if none exist.

Figure 9 - Journal Voucher List

For information on other fields, click Help.

To create and post a regular journal voucher:

  1. From the General Ledger main Contents, select Journal Vouchers > Journal Vouchers. The list of journal vouchers appears (Figure 8) or No Data if none exist.
  2. Click New. The New Journal Voucher panel appears (Figure 10).

    3. Figure 10 - New Journal Voucher Panel

  3. Enter fields on the New Journal Voucher panel.
    Click Help for a description of all the fields.
  4. Click Save.
  5. Click Submit.
    The Journal Voucher Entry Edit panel appears. Figure 12 shows a journal voucher with one line entered, and another in progress.

    6. Figure 12 - Journal Voucher Entry Panel

  6. When you have finished entering information, click Save. (You may wish to click Save periodically, if you have a lot of entries.)
    Your journal voucher must be balanced; that is, the Difference between Total Credit Amount and Total Debit Amount (in the upper right hand corner) must equal zero. Otherwise, you will have errors in the journal voucher, and will not be able to post it.
  7. Click Finish Now or Finish Later.
    If you click Finish Now, and no errors exist, the journal voucher is posted to the General Ledger, and its Status is Posted.
    If you click Finish Later, and no errors exist, the Status of the journal voucher is Entered. You can post it later.
    The system asks you to verify that you wish to create the journal voucher.
  8. Click Submit.
    You are returned to the Journal Voucher list.
  9. Click Refresh to view the journal voucher and its status.
  10. Click Menu > Post to post an Entered journal voucher. This is next to the journal voucher on the Journal Voucher list.
    The Status changes to Posted.

Attaching a Document to a Journal Voucher

You may attach a document to any journal voucher via the Documents tab. On the Journal Vouchers list, click the i icon next to the journal voucher of interest. (If the journal voucher has not been posted, you can also use the edit icon ). (See Figure 9, above.) When the next panel displays, click the documents tab. (See Figure 13 below.)

Figure 13 - Inquiring on a Journal Voucher

The documents list is displayed. Click New to upload a document. (See Figure 14 below.)

Figure 14 - Journal Voucher Documents List

An upload panel will appear. Browse for the file you wish to attach, and give it a name. (See Figure 15 below.) When you return to the documents list, click Refresh to see the newly added document displayed.

Figure 15 - Upload a Document to a Journal Voucher

To view a document:

You can also view documents from the JV row on the Journal Vouchers list (Figure 16). The last column is Documents. This column contains the names of documents attached to the journal voucher.

Figure 16 - The Documents Column on the Journal Voucher List

If a single document is available , the document name and arrow are visible.

If multiple documents are available, the most recent document that was uploaded appears, followed by the word "Multiple."

Documents Containing Electronic Protected Health Information (ePHI)
If you do not have ePHI access and the "Contains ePHI Data" checkbox is selected, you cannot view a document. When you click the arrow to open the document, the Insufficient Authority message appears. For more information, see Securing Electronic Protected Health Information (ePHI).

For Bill Only documents, if the checkbox has previously been selected for "Contains ePHI Data," then only the Administrator can change the status of the document and select or unselect the "Contains ePHI Data," checkbox. This checkbox remains locked for everyone else.

Posting and Unposting Journal Vouchers

When you click Finish Now during creation of a manual journal voucher, the journal voucher is posted to the General Ledger. You can also "unpost" journal vouchers from the Journal Vouchers list by selecting Menu > Unpost. When you unpost a journal voucher, its Status becomes Entered. If you want to delete a posted journal voucher, you must unpost it first.

Mass Posting Utility

If you have a large number of journal vouchers to post, you can use the journal voucher mass posting utility:

  1. To use this utility, from the General Ledger main Contents, select Journal Vouchers > Journal Voucher Mass Posting.
    The Journal Voucher Mass Posting Selection panel appears.
  2. Use the Selection panel to specify the journal vouchers that you wish to post.
    You can select journal vouchers by Organization, Period/Year, Source Journal, Type (e.g., recurring, regular, or statistical), Journal Voucher Number, and/or Transaction Date. You can specify ranges in these fields if you need to select a range of journal vouchers.
    Click Help for detailed information about the fields.
  3. Click Submit to post the journal vouchers specified in the selection criteria.

Prior Year Journal Vouchers

Prior year journal vouchers have a fiscal year that is prior to the Balance Sheet Current Year specified on the Organization Record. The user creating prior year journal vouchers must have permission (set on the user profile) to do so. Posting or unposting to a prior year updates the net profit effect on the next fiscal years' Retained Earnings. Prior posting also updates opening balances of balance sheet accounts for each successive year, including the current year.

Statistical Journal Vouchers

The process of creating journal vouchers for statistical accounts is the same as the process for regular journal vouchers, with these differences:

Users processing invoices may create distribution lines for statistical GL accounts. When imported into GL, the transactions create statistical journal vouchers.

Using Reversing Journal Vouchers

A reversing journal voucher reverses a previous journal voucher's debit and credit entries. Creating a reversing journal voucher has these differences from creating a regular journal voucher. (See Figure 10.) The Reversing Period/Year field must be completed. The journal voucher Type is then set to Reversing.

When a reversing journal voucher is posted:

Importing statistical journal vouchers with a reversing year/period generates an error. Instructions in a subsequent section explain how to handle these imports.

Recurring Journal Vouchers

Recurring journal vouchers contain entries for dollar amounts that need to be journaled regularly, often at predictable intervals such as monthly or quarterly.

You can specify and store information for the journal entries that you wish to make, and then process the information to actually create the journal vouchers when needed.

Using a recurring journal voucher has two parts:

The processing step creates the journal voucher from the information that you set up. Many users prefer to process a group of recurring journal vouchers all at once.

To make this step easier, the system panels let you build a batch job to process one, or many recurring journal vouchers at the same time.

To set up a recurring journal voucher:

  1. Collect the information that you need for the journal voucher, including how often the journal voucher should be created and when recurrence stops.
  2. From the General Ledger main Contents, select Journal Vouchers > Recurring Journal Vouchers.
    A list of recurring journal vouchers appears (or No Data if none exist yet).
  3. Click New.
    The Recurring Journal Voucher Edit panel appears (Figure 17).

    4. Figure 17 - Recurring Journal Voucher Edit Panel

  4. Complete the fields on the panel as follows:
  5. Click Submit.
    The Recurring Journal Voucher Lines panels appear.
  6. When you are finished, click Finish Now or Finish Later.
    The Recurring Journal Vouchers list is displayed.

To process a recurring journal voucher:

  1. From the General Ledger main Contents, select Journal Vouchers > Process Recurring Journal Vouchers.
    A list of batch jobs that process journal vouchers appears (or No Data if none exist yet).
  2. Click New to create a new batch job.
    The Recurring Journal Voucher Selection panel (Figure 18) appears.

    3. Figure 18 - Recurring Journal Voucher Selection Parameters Panel

  3. Use this panel to specify attributes of the recurring journal voucher(s) that you wish to include in the batch processing job.
    You must complete the field: Process Recurring JVs for Fiscal Period/Year. You can enter the current period/year, or another period (if you have authorization).
    The entries in Figure 18 create a batch processing job that includes all journal vouchers for the Organization CHS, Source Journal MM, with a Monthly Frequency. You could have entered information in other fields — for example, a range of Reference values — if you wanted to identify other characteristics of journal vouchers to process.
  4. Click Build.
    The system displays lines containing journal voucher information that match the selection criteria. The Select box is checked by default.
    Note: A Monthly recurring journal voucher that has already been created for the specified Period/Year will not be available for processing again in the current month. (The recurring journal voucher is not included on the select list for processing if the Period/Year are the same and the month is the same as a previous run.)
  5. Click Finish Now.
    If there are no errors, the system creates the journal voucher and displays it on the Journal Vouchers list (Figure 9). You can post the journal voucher if you have not done so.

Payroll Journal Vouchers

To access payroll journal vouchers, a user must have the following security settings:

If you are importing a payroll journal voucher from Excel, note that this format has additional fields at the bottom for employee information. Also, be sure to install the Excel Add-In so that you can upload the journal voucher.

Journal Voucher Templates

Most hospitals have general ledger accounts whose account numbers follow a pattern; for example, inventory accounts for asset locations that may differ only in one or two account segments. You may create and post journal vouchers to such accounts regularly. Or, you may simply have many accounts that you create journal vouchers for. To avoid entering a lot of information over and over, you can set up a template that generates the account information on journal vouchers. (You complete the dollar amounts.) This process is useful, especially if you journalize and post entries for many of the same accounts regularly, but with different dollar values

To build a template for journal vouchers:

  1. From the General Ledger main Contents, select Journal Vouchers > Journal Voucher Templates.
    A list of templates appears.
  2. Click New.
    The Journal Voucher Template panel appears. Use this panel to specify the account and other information for your journal vouchers.
  3. Enter information in the center of the panel, under General. Click Help for details on the panel fields.
  4. Click Save.
    Lines are built at the bottom of the panel.
  5. Click OK.
    You are returned to the Templates list.
    Click Refresh to view your new template on the list.

To create a journal voucher from a template:

  1. From the General Ledger main Contents, select Journal Vouchers > Journal Voucher Templates.
    A list of templates appears.
  2. Locate the template of interest and click Menu > Create JV.
    The New Journal Voucher panel appears (Figure 10).
    Follow the previous instructions for this panel.
  3. Click Submit when you are finished entering information on the New Journal Voucher panel.
    The system displays the Journal Voucher Created From Template panel containing the lines it has generated using the accounts on the template.
  4. Enter the dollar amounts for each account, as appropriate.
  5. Click Save.
  6. Click Preview to view the journal voucher that is generated.
    If you have no changes, click Submit.
    Otherwise, click Cancel to return to the previous panel to make corrections.
  7. Click Finish Now or Finish Later to produce the journal voucher.

The difference between a recurring journal voucher and a journal voucher template

Importing Journal Vouchers From an Excel Spreadsheet

Your site may find it efficient to create journal vouchers using a Microsoft Excel spreadsheet, and import them into the system. To simplify the creation and import process, a template and an Excel add-in are available as downloads from General Ledger. You should download the template and the add-in to a network location where you can access them from Excel.

The current version of the template and add-in replace versions in formats earlier than Excel 2010. If you need to install them, you must first disable (by unselecting) the old versions that you are currently using. The instructions below explain how to install, enable, and disable these tools.

To download and install the Excel journal voucher template and add-in:

These instructions download and install the  Budget Template for Excel 2010 and the Excel add-in (which lets you upload data to the General Ledger).

Important:  members accessing the ERP General Ledger application through  must use the new template and add-in.

Users (working with a version of Excel earlier than 2010) can continue with old templates that they have downloaded in the past, as long as they do not need to sign on through .

Caution: The download and install process overwrites any existing Excel worksheet with the same name. If you have an existing worksheet with the same name, you may wish to rename it so that its data are preserved.

To download and install the  Budget Template for Excel 2010 and the Excel add-in:

  1. From the General Ledger main Contents, select Journal Vouchers > Excel JV Template.
    The Download panel appears (Figure 19).
  2. Select Click here to download this File.

    3. Figure 19 - Excel JV Template Download Panel

  3. Click Run.
    Depending on your Internet Explorer Security Settings, a verification panel may appear.
  4. If the verification panel appears, click Run.
    The installation wizard panel appears (Figure 20).
  5. Click Next.
    Follow instructions on the install Wizard, clicking Next as you move through the panels.

    6. Figure 20 - The First Panel of the JV Template Install Wizard

  6. The Destination Folder panel appears (Figure 21).
    The Destination Folder panel specifies the Destination Folder where the add-in and the template will be installed.
    If you wish to install in another location, click Change and specify the location.

    7. Figure 21 - Destination Location for Installed Journal Voucher Template

  7. Click Next.
    The Start Installation panel appears (Figure 22).
  8. Click Install.

    9. Figure 22 - The Start Installation Panel

    The template and add-in ares installed in the location specified. A message appears when installation is complete (Figure 23).

    Figure 23 - Finish Template Installation Panel

  9. Click Finish. The add-in and template are installed and available on your local system in the location you specified. You are returned to the system. Next, you need to enable the add-in.

Enabling/Disabling Excel Add-Ins

The steps for enabling an Excel add-in (once you have installed it) are the same as the steps to disable an existing Excel add-in (before you install a new version). The difference is that to enable the add-in, you select the box next to the add-in in the steps below (Figure 27). To disable the add-in, you unselect the box.

Note: You only need to perform the enable step one time.

To enable an add in
  1. On the Excel ribbon, click File. The Excel Menu appears (Figure 24).

    2. Figure 24 - Opening the Excel Options Panel

  2. Click Options (Figure 24).
    The Options panel appears (Figure 25).

    3. Figure 25 - The Excel Options Panel

  3. Click Add-Ins.
    The Add-Ins panel appears (Figure 26).

    4. Figure 26- Accessing the Excel Add-ins List

  4. At the bottom of the panel next to Manage: Excel Add-ins, click Go. (Figure 26).
    The list of Add-ins Available appears (Figure 27). (Note: Your list may contain more, or fewer add-ins.)

    5. Figure 27 - List of Available Add Ins for a User

  5. Select the  JV Add-In.
    If this add-in does not appear on the list:
    1. Click Browse (Figure 27, right side).
    2. Open the location where you saved the download. Figure 28 is an example.

      3. Figure 28 - Using the Browse Button to Find the JV Add-In File

    3. Select JVAddIn.xlam.
      The add-in appears on the Add-Ins Available list (Figure 27). Select it.
  6. Click OK. The system enables the add-in on Excel.
To disable an add in
  1. Follow steps 1 through 4 in "To enable an add-in."
  2. At step 5, click the box for the selected add-in so that it is unselected.
  3. Click OK.

Note: If you are removing an add-in completely (perhaps to replace it), you must not only delete/uninstall it from the appropriate folder, but also delete it from the add-ins list (Figure 27).

Using the Excel Journal Voucher Template

An example of the journal voucher template is in Figure 29.

Figure 29 - Excel Spreadsheet JV Template

  1. Open the template file from the Destination Folder where you installed it.
    Normally, this location is: C:\Program Files(x86)\\JVTemplate\.
    The template file is named  Journal Voucher Template.xlsm
    You receive a message about enabling macros.
  2. Click Enable Macros.
    If you get an error message after enabling macros, your Excel security settings may be wrong.
        - To change your security settings, from the Excel menu, select Tools > Macro > Security Level.
        - Select a Security Level of Medium.
        - Click OK to close the Security panel.

Enter journal voucher information in the template

  1. Enter journal voucher information in the columns and rows. You can use the template just like any other Excel spreadsheet.
    If you are auto-numbering journal vouchers, see the instructions below. There is a setup step.
  2. When you are finished, save the spreadsheet.
    Note: If you use the Excel journal voucher template and add worksheets to the spreadsheet, the JV template must be the first worksheet.
    If it is not the first worksheet, the spreadsheet will not import into the system, but you will not get an error message of any sort.

Auto-numbering journal vouchers for import on the Excel template

Figure 30 - Using Journal Voucher Auto Numbering for Imports

When you import the journal vouchers, the application will create journal voucher numbers using the System Keys values for journal vouchers.

(To view system keys, from the Work in Administration main Contents, select Administration > System Keys.
You must have Administrator privileges to use Work in Administration.)

Note: If you use *AUTO with the organization's Auto Number flag turned off, an import error occurs.

Upload the journal voucher(s) to the system

The Upload link is located on the , Inc. tab of the Excel worksheet.

  1. When you are finished entering data, save the spreadsheet.
  2. On the , Inc. tab of the worksheet, click Upload JV to send your spreadsheet to the system (Figure 31)
  3. Click OK.
    If you are not logged in to the system, a sign-on panel appears. Sign-on instructions are below.

Figure 31 - The Journal Voucher Upload Button on Excel

Viewing the Import File on General Ledger

To view the import file:

  1. From the General Ledger main Contents, select Imports/Exports > Journal Voucher Imports.
    A list of imported spreadsheet files appears. Scroll the list or use Search to find your imported file.
  2. To view the journal voucher(s) created from the import file, select Journal Vouchers > Journal Vouchers.
    The Journal Voucher list appears (Figure 8).
    The Status of your journal voucher(s) created from the import file is Entered.
  3. Click Menu > Post if you wish to post the journal voucher(s) to the General Ledger.

Sign On to General Ledger for Uploading JV Templates

Sign on panels appear when you click Upload JV on the Excel , Inc. tab (Figure 31).

  1. Click Upload JV to send your spreadsheet to the system (Figure 31).
    The sign-on panel appears (Figure 32).

Figure 32 - The Sign On Panel for an Excel Add-In Feature

The first time you sign on to the Excel Add-In, you will need to select a host.

  1. Click Host Setup (Figure 32) to identify the host location (Premier/SSO or Aperek) that you are accessing.
    The Host Setup panel appears (Figure 33).

Figure 33- Host Setup Panel for Excel Add-Ins

  1. Select either Premier/SSO or Aperek.

- Premier/SSO is for users who access ERP/SCM via Premier Connect as single sign-on (SSO) users.
- Aperek is for users who access ERP/SCM directly via the ERP application URL for their site.
- The default is the last option selected.

When you select Premier/SSO, the panel changes to resemble Figure 34.

Figure 34 - Host Panel for SSO

  1. Click Save. The sign on panel appears again.

Signing on with the "Aperek" host option

Signing on with the "Premier/SSO" option

Figure 35 - Excel Add-In SSO User Sign On

Your site's network/application login panel appears. Your site administrator can set you up with the correct URL and other parameters.

For SSO, the sign on proceeds as follows:

- The Excel Add-In directs control to the Premier Connect page.
- The Premier Connect page looks at the email address and decides if you are an SSO user or not.
- In case of incorrect credentials, the user will get invalid login message.
- Otherwise, the Sign On panel disappears and you are signed on.

Closing/Opening GL Accounts by Period

General Ledger users would like to close GL accounts for a particular period or for a few periods, so that staff cannot create any GL transactions for the closed period(s). Reopening closed accounts is also desirable.

This capability allows closing periods by organization. For a closed period, users cannot post or unpost to the relevant journals.

ERP maintains an audit trail of closed periods.

Security: This feature is controlled by a field in System Values: Close Periods by Org (Figure 36). By default, this flag is not set.
Users closing periods when this field is set to "on" must have the new role object "OrgPeriodStatus" set minimally to Modify.

Using this feature - Setup

  1. In System Values (Work in Administration > Administration > System Values > menu edit > Other) select the field Close Periods by Org (Figure 36, ).
    - Save and Submit
  2. For the user who will be closing periods, open the user's role and set the role object "OrgPeriodStatus" to Modify or higher.
    (Work in Administration > Roles > Role Objects) (Figure 36, ).

Setting the System Value Close Periods by Org and Adjusting the User's Role Object to Modify

For an inter-organization journal entry (when the organization creating the journal entry and the Primary account segment's organization are different), ERP uses the Primary segment organization to determine if the posting period is open or closed.

Using this Feature - Closing/Opening Periods

When the system values flag is set "on," users can open/close periods from the Organizations list and from the Calendar Year list by selecting the menu option Close/Open Periods.

When the System Values flag Close Periods By Org is checked ("on") and the role object "OrgPeriodStatus" in the user's profile is less than Modify, then the menu option Close/Open Periods does not appears.

When the System Values flag Close Periods By Org is not checked ("off") and the role object "OrgPeriodStatus" in the user's profile is Modify, or higher, the menu option Close/Open Periods is grayed out.

From the calendar:

  1. In Materials Management, AP, or GL, select Tables > Calendars > Financial Calendar.
  2. Open the financial calendar that you are using.
  3. Next to the year of interest, select Menu > Close/Open Periods. Figure 18 is an example.

From the Financial Calendar: Close/Open Periods

The list of periods in the year appears with a selection field for closing or reopening each (Figure 19).

Periods are open by default. You can sort the list by Organization, Year, Period, and other column headers. The Position To filter works as on other lists.

 

From the Financial Calendar: Selecting Periods to Close or Open

  1. Click the Closed box to close each period.
  2. Uncheck the Closed box to open a period.
    The Closed setting is audited.
  3. Click Submit.

From the Organizations List

The procedure is the same to close periods by organization as for using the calendar.

  1. In Materials Management, AP, or GL, select Tables > Calendars > Organization.
  2. Open the organization of interest..
  3. Next to the organization, select Menu > Close/Open Periods. Figure 20 is an example.

From the Organizations List: Close/Open Periods

The list of periods in the year appears with a selection field for closing or reopening each (Figure 21).

From the Organization List: Selecting Periods to Close or Open

Follow the instructions for the Calendar path (above) to close/open any periods.

Automatically Posting Imported Journal Vouchers

You can direct the system to automatically post journal vouchers imported from Materials Management, Accounts Payable, and any external subsystem. To use this capability, you must select the field Auto Post Imported JVs on the Organization record, GL Information panel. You must also have the proper authorizations in your user profile.

When a journal voucher created and imported from a GL Export is auto-posted, the system checks the status of the posting, and rolls back the posting if an error occurred. If the posting is successful, the Status of the JV is Posted. Otherwise, if the posting is not successful, the Status of the JV is Entered.

Importing Journal Vouchers From Within General Ledger

You can use the import facility within General Ledger to upload and process journal vouchers. This strategy is useful for files from an external system — .csv files, for example — which you do not want to open in Excel.

  1. From the General Ledger main Contents, select Imports/Exports > Journal Voucher Imports.
    The list of JV imports appears (Figure 36).

    2. Figure 36 - The Journal Voucher Import List

  2. Click New. The Upload Panel appears (Figure 37).

    3. Figure 37 - The Journal Voucher Import Panel

  3. Click Browse (on Microsoft IE or Edge) or Choose File (on Chrome) to locate the journal voucher CSV import file on your local network.
  4. Select the file. The file name appears in the File to upload field.
  5. Click Submit to upload the journal voucher file to the system.
    A message tells you if the upload is successful (or not).
  6. Click the message to return to the list of imports.
  7. Click Refresh. If the upload was successful, the file that you just imported appears on the list.

Handling Errors in Imported Journal Vouchers

Journal voucher import users need a quick way to determine if errors in an import require a new import, or whether the errors can be manually fixed. Fields on JV imports panels display import errors at the header and line level. When a file imports with errors, It may be possible to fix the errors from within the system and reprocess the file. (Otherwise, you will need to edit the local file, and re-upload it.)

Locate the imported file on the Journal Vouchers Import list. For the file, the Import Status is "Ready for Processing" and the Message column is "Incomplete."
The list displays the View Errors link and the column ImportErrors. The Import Errors column displays the top error for each Import ID.

  1. To view all errors for all journal vouchers for the Import ID, click View Errors. Figure 38 is an example.

Figure 38 - The View Error Link and the Import Errors Column on the JV Imports List

ERP displays the All Errors panel for the import (Figure 39). Errors appear on the left. On the right, the Table ID field gives you information about the location of the error: JVI means JV header; JEI means JV detail.
From this information, you can tell if the error is in the import header, or in a detail line, and that may help you decide what is the next action to take.

Figure 39 - Drilling Down on View Errors to Display All JV Import Errors for an Import ID

  1. On the Journal Voucher Imports list (Figure 40), click Menu > View Import Details.

Figure 40 - Opening the JV Header Import Details

The application displays the JV Import Voucher Headers panel. The column Import Errors displays the top #1 header error (if any exist) (Figure 41) .

  1. To view all errors, click View Errors.

Figure 41 - Displaying JV Import Header Errors

You can also review and fix errors.

  1. On the import list next to the file that you just imported, click Menu > View Import Details. The list of JV headers appears (Figure 42).
  1. If errors exist, click the edit icon to see if you can fix them without re-importing the file.

Figure 42 - Drilling Dow to Header Details

  1. To drill down to lines, click Menu > View Details. The Journal Voucher Import Details panel appears (Figure 43).
  2. Click the edit icon to edit a line and fix the error, if possible. (Otherwise, you will need to correct the import file, and re-load it.)

Figure 43 - Drilling Down to Line Details

  1. If you edit any lines or headers to remove errors, be sure to click Save.
  2. Go back to the list of imported JVs and locate the one that you just edited (presumably, at the top of the list).
  3. Click Menu > Reprocess to reprocess the journal voucher so that it completes normally.
    If you have the authority to post journal vouchers and your organization allows auto-posting, the JV will post.

Import reversing statistical journal vouchers

With imports of a reversing statistical journal voucher, a system warning stops the import process so that you can remove the reversing period and year.

  1. Follow the steps outlined above for imports with errors.
    When you click View Errors, a message tells you that you cannot include a reversing year/period in a statistical journal voucher.
  2. Click the edit icon to edit the journal voucher and remove the reversing year/period from the upload.
  3. Click Save.
  4. Go back to the list of imported JVs and reprocess the import.

Journal Voucher Approvals

The journal voucher approvals process enables designated approvers to review and approve or reject manual journal vouchers created in General Ledger.

A journal voucher can be reviewed by a single "direct" approver or routed to several approvers in an approver group. In the routing process, the journal voucher amount is compared to each approver group member's maximum approval limit to determine if the person should review the journal voucher. Each approver group member can approve or reject journal vouchers up to his/her maximum approval limit.

Approvals can be required for any user who originates journal vouchers. An organization can also require approvals for any of its manually-created journal vouchers. An approval requirement can be set for a source journal itself. Individual account codes can be flagged as requiring journal entry approvals. Source journal approvers and account code approvers are identified at the organization level.

Journal voucher approvals is outlined in a separate topic. See Journal Voucher Approval Processing. The topic includes setup instructions and also outlines how to monitor a journal voucher through the approval process.

Source Journals

Your site may have a single source journal; or, more likely, several source journals. The use of multiple source journals lets you label and segregate journal vouchers and their associated journal entries according to categories that you define, for example, "AP" or "Materials." Each source journal has an identifier that is used in journal entries. You can review your source journals, edit them, and add new ones if you wish.

To view your source journals and create a new source journal:

  1. From the General Ledger main Contents, select Tables > Source Journals.
    The list of source journals appears. Figure 44 displays sample source journals ordered by Description.

    2. Figure 44 - List of Source Journals

  2. To enter a new source journal in the system, click New.
    The Source Journal Edit panel appears (Figure 45).

    3. Figure 45 - Source Journal Edit Panel

  3. Complete the fields on the General tab to enter the new source journal in the system.
  4. If manual journal vouchers posted to the source journal require approval, select Journal Voucher Approval Required (Figure 45).
    Note: You must also identify a direct approver or approver group for any organization that posts journal entries needing approval. See Assign Journal Voucher Approvers to Organizations.
  5. Click Save when you are finished.
  6. Click Submit.
    You are returned to the Source Journal list.

Security for Payroll Accounts

To protect sensitive employee pay data, Human Resources Managers want to be able to allow a user visibility to organizations’ and departments’ JV details, except for payroll information. Security for payroll journal vouchers lets managers prevent a user from viewing imported journal voucher payroll data for specified organizations/departments, while retaining visibility to other types of journal vouchers for a department.

This security feature covers both payroll accounts and statistical payroll accounts, and applies to ERP departments only (not SCM departments). It applies to imported journal vouchers whose Journal Voucher Type is Payroll. (Manually created journal vouchers cannot be defined with the Journal Voucher Type of Payroll.)

Enabling a User’s Restriction for Payroll Data

Security is set in these areas:

  1. In a Data Profile, selecting/unselecting a new flag that governs access to payroll JVs for any department/organization in the Data Profile. For any selected departments, any user assigned the Data Profile cannot see payroll journal voucher details, but can display details for other types of journal vouchers.
  2. In a user’s role through the role objects PayJV (General Ledger Payroll Journal Vouchers) and PayJVDtl (General Ledger Payroll Journal Vouchers Detail).
  3. Selecting the field Allow Access to Payroll Journal Voucher Detail on the User Profile GL Limits tabbed panel (Figure 46). (Work in Administration > Administration > Users > edit > GL Limits)

Figure 46 - The User Profile Field That Allows Access to Payroll Data

Important: The permission for payroll data by department (in a Data Profile), the appropriate values on the role objects, and the flag on the GL Limits panel must be set for a user to access payroll data.

To set the flag to allow payroll data access for a department:
  1. From the Work in Administration main Contents, select Data Profiles. The list appears.
  2. Locate the Data Profile of interest.
  3. Click Menu > Restrict Access to JV Payroll (Figure 47).

    4. Figure 47 - Data Profiles Menu Item for Restricting Payroll Access

    The Restrict Access to JV Payroll panel opens with a list of departments and organizations included in the Data Profile (Figure 48). In Figure 48, the departments where payroll data access is allowed are in the green box. The red box indicates departments where payroll data access is not allowed.

    Figure 48 - Granting Payroll Information Access to Data Profile Departments

  4. In the Select column, check any organization/department for which you need to deny access to payroll details.
    Unchecked departments will have payroll details available to users assigned the Data Profile. The default is "unchecked."

Note: If you add an organization/department to a Data Profile, the new department’s flag for access to payroll data will be unselected; i.e., "allowed." If you need to restrict access to payroll data for the newly added department, return to the Restrict Access to JV Payroll panel and check the Select box.

Application Areas Controlled for Payroll JV Access

Access to payroll data for users who have department access is controlled in the application in several areas, outlined below. A few examples are included.

Viewing payroll JV import details.

If the user is restricted, then a message appears explaining why the user cannot see payroll data on the import. (Figure 49 is an example.)

In Figure 49, the user does not have permission (department settings, role object settings, and user profile authority) to view payroll data. The user can see debit and credit totals, but not individual lines which are associated with employee amounts. A message informs the user. If the user were authorized to view this department’s payroll data, individual journal entry lines would appear with the payroll dollars for each.

Figure 49 - Drilling Down to Journal Entry Details from an Imported Payroll Journal Voucher

GL > Imports/Exports > Import External Chase Journal Vouchers > Menu > View Import Details

Inquiring on journal vouchers and drilling down to details

From the list of journal vouchers, unauthorized users cannot drill down to payroll journal entry lines. When a user clicks Payroll Details (Figure 50) to display the lines, if the user is authorized, the lines appear (Figure 51). If the user is unauthorized, the "Insufficient Authority" message appears with no payroll lines.

Figure 50 - Drilling Into Payroll Details from a JV Inquiry: User Is Authorized

GL main Contents > Journal Vouchers > Journal Vouchers

Figure 51 - Payroll Entries for a Payroll Journal Voucher

(All identities are fictional)
GL main Contents > Journal Vouchers > Journal Vouchers > Payroll Details

Displaying Account Balances and Drill Down to Journal Entries

For any account, you can display account balances and journal entries for a selected year (Figure 52).

Figure 52 - Viewing Balances / Journal Entries for a Payroll Account

GL main Contents > GL Accounts > Account Management

Drilling down to journal entries for a payroll account displays the same menu as (Figure 50). If you are authorized to view payroll data, you can click Payroll Details to open a display similar to (Figure 51). Otherwise, the "Insufficient Authority" message appears.

Payroll data is also protected from unauthorized users for these additional user activities:

Note: Restriction for organization/department set up for imported payroll journal also apply to statistical payroll journal vouchers are the same as payroll journal vouchers.
Statistical payroll journal vouchers differ from regular payroll journal vouchers in these ways:

Increasing the End Value for Journal Vouchers in a Source Journal

If you run out of journal voucher numbers for a source journal, the system sends a message when the first journal voucher over the limit is being created. In this case, you can edit the source journal record to increase the end value. Editing the source journal record requires system administration privileges: the "Administration" role object must be set for your system UserID.

To change the source journal voucher ending number:

  1. From the Work in Administration main Contents, select Administration > System Keys.
    The list of key values appears.
  2. In the Table column, look for the entry Source Journal.
  3. In the Source Journal rows, scan the Item Key column for the name of the source journal whose end value you are changing.
  4. Click the edit icon (or Menu > Edit) to edit the source journal record.
  5. Increase the End Key Value on the source journal record.
  6. Click Save and Submit.

Close GL Accounts by Period

This capability allows closing periods by organization and reopening closed accounts. For a closed period, users cannot post or unpost to the relevant journals.

ERP maintains an audit trail of closed periods.

Security: This feature is controlled by a new field in System Values: Close Periods by Org (Figure 53). By default, this flag is not set.
Users closing periods when this field is set to "on" must have the new role object "OrgPeriodStatus" set minimally to Modify.

Using this feature - Setup

  1. In System Values (Work in Administration > Administration > System Values > menu edit > Other) select the field Close Periods by Org (Figure 53, ).
    - Save and Submit
  2. For the user who will be closing periods, open the user's role and set the role object "OrgPeriodStatus" to Modify or higher.
    (Work in Administration > Roles > Role Objects) (Figure 53, ).

Figure 53 - Setting the System Value Close Periods by Org and Adjusting the User's Role Object to Modify

For an inter-organization journal entry (when the organization creating the journal entry and the Primary account segment's organization are different), ERP uses the Primary segment organization to determine if the posting period is open or closed.

Using this Feature - Closing/Opening Periods

When the system values flag is set "on," users can open/close periods from the Organizations list and from the Calendar Year list by selecting the menu option Close/Open Periods.

When the System Values flag Close Periods By Org is checked ("on") and the role object "OrgPeriodStatus" in the user's profile is less than Modify, then the menu option Close/Open Periods does not appears.

When the System Values flag Close Periods By Org is not checked ("off") and the role object "OrgPeriodStatus" in the user's profile is Modify, or higher, the menu option Close/Open Periods is grayed out.

From the calendar:
  1. In Materials Management, AP, or GL, select Tables > Calendars > Financial Calendar.
  2. Open the financial calendar that you are using.
  3. Next to the year of interest, select Menu > Close/Open Periods. Figure 54 is an example.

Figure 54 - From the Financial Calendar: Close/Open Periods

The list of periods in the year appears with a selection field for closing or reopening each (Figure 55).

Periods are open by default. You can sort the list by Organization, Year, Period, and other column headers. The Position To filter works as on other lists.

Figure 55 - From the Financial Calendar: Selecting Periods to Close or Open

  1. Click the Closed box to close each period.
  2. Uncheck the Closed box to open a period.
    The Closed setting is audited.
  3. Click Submit.
From the Organizations List

The procedure is the same to close periods by organization as for using the calendar.

  1. In Materials Management, AP, or GL, select Tables > Calendars > Organization.
  2. Open the organization of interest..
  3. Next to the organization, select Menu > Close/Open Periods. Figure 56 is an example.

Figure 56 - From the Organizations List: Close/Open Periods

The list of periods in the year appears with a selection field for closing or reopening each (Figure 57).

Figure 57 - From the Organization List: Selecting Periods to Close or Open

Follow the instructions for the Calendar path (above) to close/open any periods.