P E O P L E S O F T 8 .

4
GENERAL LEDGER JOURNAL TRAINING
T A B L E O F C O N T E N T S
Chapter 1
Overview.......................................................................................................................2
Chapter 2
Creating Journals.........................................................................................................4
Chapter 3
USD Cash Receipts......................................................................................................8
Chapter 4
AccrualReversing Journals......................................................................................11
Chapter !
Delete Journal.............................................................................................................13
Chapter "
Journal #n$uir%..........................................................................................................1!
Chapter &
Stan'ar' Journals......................................................................................................18
Chapter 8
Sprea'sheet Journals.................................................................................................23
#(D)*
+e% ,rocesses.............................................................................................................2!
GL Journal Training V8.4 PeoleSo!" Page # o! $%
C & A P T E R #
OVERVIE'
Journal( are u(e) *+ all UBC Dear",en"( in re-or)ing a)./o- "ran(a-"ion( in-lu)ing "/e
ur-/a(e or (ale o! goo)( "o ano"/er UBC Dear",en"0 -orre-"ing en"rie( an) -a(/
re-ei"(. An+ !inan-ial "ran(a-"ion "/a" i( no" ro-e((e) "/roug/ ano"/er (u*(+("e, (u-/
a( A--oun"( Pa+a*le or I&RIS 1Pa+roll2 (/oul) *e re-or)e) u"ili(ing Journal(.
T/ere are !our 3a+( "o -o,le"e a Journal Tran(a-"ion4
Co,le"e "/e 5anual For, an) (en) i" "o A--oun"( Pa+a*le !or ro-e((ing. T/i(
/a( no" -/ange) a( a re(ul" o! "/e -urren" ugra)e.
Dire-" On.Line Pro-e((ing 1On.Line U(er( Onl+2.
Crea"e an e6-el (rea)(/ee" !ile 1in a re.)e!ine) !or,a"2 an) (en) i" "o Da"a
5anage,en".
Crea"e a !la" !ile an) loa) on"o "/e Uni6 Dire-"or+ !or (u*(e7uen" loa)ing in"o
le)ger( 1"/i( i( !or (+("e, -rea"e) !ile( an) /en-e!or"/ 3ill no" *e -o8ere) "o)a+2.
T/e !o-u( o! "/i( "raining (e((ion 3ill *e on Dire-" On.Line Pro-e((ing o! Journal( an)
"/e Crea"ion o! Srea)(/ee" Journal(. '/il(" "/e loo9 o! "/e (-reen( u"ili(e) "o ro-e((
Journal( in V8 /a( -/ange) (igni!i-an"l+0 "/e -ore !un-"ionali"+ o! Journal Pro-e((ing /a(
-/ange) li""le (in-e V:.
-er.inolog%/
T/e PeoleSo!" General Le)ger Journal En"r+ age -on(i("( o! &ea)er0 Line(0 To"al( an)
Error( "a*(.
0ea'er page ; T/e &ea)er -on"ain( "/e in!or,a"ion "/a" uni7uel+ i)en"i!ie( "/e Journal.
T/i( in!or,a"ion i( "/e Bu(ine(( Uni"0 Journal ID an) Journal Da"e. I" al(o -on"ain(
o"ion( "/a" allo3 +ou "o re8er(e "/e Journal in "/e !u"ure an) )e"aile) )e(-ri"ion
in!or,a"ion.
1ines page ; T/i( anel re-or)( "/e ,one"ar+ a,oun"( an) "/e C/ar"!iel) Value(
a((o-ia"e) 3i"/ ea-/ "ran(a-"ion line.
GL Journal Training V8.4 PeoleSo!" Page $ o! $%
On-e "/e &ea)er an) Line( age( are -o,le"e) +our Journal i( rea)+ !or ro-e((ing.
Unle(( +ou are -on"a-"e) *+ er(onnel !ro, Finan-ial Ser8i-e( +ou nee) no" 3orr+ a*ou"
"/e To"al( an) Error( age(.
All Journal( are re7uire) "o go "/roug/ Bu)ge" C/e-9ing0 E)i" C/e-9ing an) Po("ing. A"
UBC all "/e(e ro-e((e( are run in a *a"-/ o8ernig/" *+ Finan-ial Ser8i-e(. On-e a
Journal /a( *een Po("e) i" 3ill *e in-lu)e) in +our reor"( an) a8aila*le !or re8ie3 on
F5S on "/e 'e*. &en-e0 i! +ou en"er a Journal "o)a+0 i" 3ill *e *u)ge" -/e-9e)0 e)i"
-/e-9e) an) o("e) o8ernig/" 1re(u,ing "/ere are no i((ue( 3i"/ "/e e)i" -/e-92 an)
a8aila*le !or re8ie3 e"-. "/e !ollo3ing )a+. No"e "/a" in Ver(ion 8 o! PeoleSo!" <ournal(
3ill o(" a( o! "/e <ournal )a"e. Journal( "/a" are !u"ure )a"e) 3ill no" o(" un"il "/e )a"e
o! "/e <ournal.
A Journal 3ill !ail "/e E)i" C/e-9 i! one o! "/e !ollo3ing -on)i"ion( are "rue4
T/e a--oun"ing erio) 1)e"er,ine) *+ a--oun"ing )a"e2 i( no" -urren"l+ oen.
To"al DR=( )o no" e7ual "o"al CR=( an) "/e le)ger i( )e!ine) a( a *alan-e) le)ger.
One or ,ore line( u(e in8ali) C/ar"!iel) -o,*ina"ion( a( o! "/e Journal )a"e.
One or ,ore line( u(e in8ali) C/ar"!iel) 8alue( a( o! "/e Journal )a"e.
I! "/e Journal !ail( e)i" -/e-9 i" 3ill no" o(" o8ernig/". I! ne-e((ar+ Finan-ial Ser8i-e(
3ill -on"a-" +ou "o re(ol8e "/e i((ue regar)ing "/e Journal !ailing E)i" C/e-9.
No"e ; All Dire-" Re!eren-e( "o Lin9( on "/e S-reen are in italics
GL Journal Training V8.4 PeoleSo!" Page > o! $%
C & A P T E R $
CREATING JOURNALS
T/i( i( "/e ,o(" -o,,on !un-"ion "/a" Dear",en"al U(er( 3ill u(e in "/e General
Le)ger 5o)ule. T/e !ir(" (e-"ion o! "/i( C/a"er 3ill e6lain /o3 "o en"er a Journal an)
"/e (e-on) (e-"ion 3ill gi8e ea-/ o! +ou "/e oor"uni"+ "o en"er a Journal in"o "/e
S+("e,.
Steps
#. Go "o ?General
Ledger>Journals>
Journal Entry.
$. Cli-9 on ?Create
Journal Entry=.
>. Business Unit =
UBC, Journal ID =
NEX an)
Journal Date i(
"/e )a"e +ou 3an"
"/e Journal Po("e).
4. Cli-9 ?!dd
S"e(
%. @ou are no3 on "/e
&ea)er "a*.
A. No"e "/e Long
Descri"tion i(
oula"e) !ro, "/e
GL Journal Training V8.4 PeoleSo!" Page 4 o! $%
?UBC Journal
Descri"tion=
&+erLin9 ; (ee
S"e #B *elo3.
:. T/e ?Ledger
Grou" 3ill *e
!CU!L# unle((
+ou are inu""ing a
Bu)ge" Journal
1?Cen"ral=2
8. En"er +our ?Journal
#ource ; "/e(e
/a8e no" -/ange)
!ro, V: ; )i!!er
)een)an" uon
Dear",en" an)
na"ure o! Journal
C. Lea8e o"/er !iel)(
a( )e!aul"e).
#B. Pre(( ?UBC Journal
Descri"tion
&+erLin9
##. Co,le"e *o6e( a(
(/o3n on rig/".
No"e "/e ?Con"a-"=
i( La(" Na,e0
Co,,a Fir(" Na,e.
No"e "/a" an in-o,le"e Journal -an *e (a8e) *+ -li-9ing on "/e Sa8e Journal In-o,le"e
S"a"u( Bo6.
GL Journal Training V8.4 PeoleSo!" Page % o! $%
Co,le"ing "/e Line( age
Steps
#$. Cli-9 on "/e Lines
"a*.
#>. En"er "/e
aroria"e
C/ar"!iel)(
#
an)
a,oun"(
$
. T/i(
,u(" *e -o,le"e)
!or ea-/ line. Pre((
D Bu""on !or a ne3
Line
#4. En(ure "/a" To"al
De*i"( e7ual To"al
Cre)i"( a" *o""o, o!
age
#%. Sa8e "/e Journal
en"r+.
#A. Prin" a Co+ o! "/e
Journal an) re"ain
13i"/ (uor"ing
)o-u,en"a"ion2 !or
Au)i" Puro(e(.
No"e4 "/i( i( all one (-reen0 rin"e) in "3o ar"( )ue "o (a-e.
#
T/e !ollo3ing C/ar"!iel)( are u(e) *+ UBC4
E A--oun" Re7uire) Fiel)
E Fun) Re7uire) Fiel)
E De" ID Re7uire) Fiel)
Progra, O"ional Fiel)
Pro<e-" O"ional Fiel)
No"e4 3/en "/e Pro<e-" Fiel) i( &ARDCODED i" i( ne-e((ar+ "o en"er a
?Pro<e-" Bu(ine(( Uni"= o! UBC *e!ore +ou *egin. O"/er !iel)( in "/e
&+erLin9 are le!" *lan9. No"e "/a" "/i( i( no" ne-e((ar+ 3/en a
See)T+e i( u(e) "o oula"e "/e Pro<e-" Fiel).
GL Journal Training V8.4 PeoleSo!" Page A o! $%
I! +ou o" "o u(e a See)T+e i" 3ill oula"e "/e Fun)0 De"ID0 Progra, an)
Pro<e-" Fiel)(. @ou ,u(" ("ill en"er an A--oun" 3/en en"ering a Journal u(ing
See)T+e(.
$
Al3a+( en"er "/e a,oun" o! "/e Journal in "/e A,oun" Bo6. Ne8er a""e," "o
-/ange "/e a,oun" in "/e Ba(e A,oun" Bo6. For ,ore in!or,a"ion on en"ering
Journal( in !oreign -urren-ie( (ee C/a"er >.
Activity:
En"er Journal 3i"/ "/e !ollo3ing )a"a4
Bu(ine(( Uni"4 UBC
Journal ID4 NEFT
Journal Da"e4 Lea8e )e!aul" o! "o)a+=( )a"e
0ea'er/
Sour-e4 JVF
Le)ger Grou4 ACTUALS
Curren-+4 CAD
Re8er(al4 Do no" Genera"e Re8er(al
JV &ea)er De(-ri"ion4
Con"a-"4 @our Na,e
P/one Nu,*er4 @our E6"en(ion
Filing Lo-a"ion4 @our Area
Dear",en"4 @our Dear",en"
$e%ar&s' (Enter your Na%e> Te(" Journal
1ines/
Account 2un' Dept#D ,ro3ect A.ount
A4BBBB GBBBB ##B#BB ##GBB#%B $%C.A>
A%CBBB ABBBB #BBABB Blan9 .$%C.A>
Re-or) "/e Journal Nu,*er 3/en +our Journal /a( (u--e((!ull+ (a8e).
GL Journal Training V8.4 PeoleSo!" Page : o! $%
C & A P T E R >
USD CAS& RECEIPTS
(O-)/ -he pre4erre' .etho' o4 entering 5oth USD an' CAD Cash Receipts is via
the 6e5 Cash Receipt ,rogra. 7Co.ponent o4 28S on the 6e59.
T/e en"ering o! CAD Ca(/ Re-ei"( i( "/e (a,e a( "/e a*o8e regular <ournal ; (ee
C/a"er $.
A" UBC "/e onl+ Journal( "/a" are "o *e en"ere) in"o "/e S+("e, u(ing !oreign -urren-+
are USD Ca(/ Re-ei"(. All o"/er "+e( o! Journal( are !ir(" "o *e -on8er"e) in"o CAD
an) en"ere) in"o "/e (+("e, u(ing CAD.
A!"er -o,le"ing ("e( # "o ## !ro, C/a"er $ +ou nee) "o -o,le"e "/e(e a))i"ional
("e( !or a USD Ca(/ Re-ei".
C/ange "/e ?Sour-e= o! "/e Journal "o CU5 1"/i( ,u(" *e )one !ir("0 ,o(" o"/er
Journal (our-e( 3ill onl+ allo3 en"r+ in CAD2.
Pre(( "/e ?Currency De)ault= &+erLin9.
?ranslation Currency= G USD
Sele-" ?$ate y"e G AVG !or )eo(i"( le(( "/an H#B9 an) CO55 !or )eo(i"(
grea"er "/an H#BI
Pre(( ?*&.
GL Journal Training V8.4 PeoleSo!" Page 8 o! $%
Se-i!+ing Journal En"r+ Curren-+ De!aul"
Steps
#. Cli-9 on "/e
?Currency De)aults=
&+erLin9 1on "/e
&ea)er "a*2 i! +ou
are en"ering a USD
Journal. Sele-" "/e
Tran(a-"ion
Curren-+ a( USD
an) Sele-" "/e Ra"e
T+e. No"e "/a" "/e
E6-/ange Ra"e 3ill
au"o,a"i-all+
oula"e *a(e) on
"/e ?$ate y"e=
a!"er "/e (-reen /a(
*een re!re(/e)0 or
a!"er +ou /i" ?OI=.
$. Co,le"e "/e Line(
Ta* a( er
in("ru-"ion( in
C/a"er $ S"e( #$
"o #A.
The difference between the Amount and Base Amount boxes
The Amount box contains the value of the journal in the currency shown in the Currency box,
while the Base Amount shows the amount in Canadian Dollars. If the Journal is bein entered in
Canadian Dollars these values will be the same, if a !"D cash recei#t is bein entered Amount
will contain the value of the Journal in !"D, while Base Amount will show the amount converted
into CAD. "ince Base Amount is a calculated field the value of the Journal must always be
entered into the Amount box.
GL Journal Training V8.4 PeoleSo!" Page C o! $%
A-"i8i"+4
En"er "/e Follo3ing HUS Ca(/ Re-ei" Journal
Bu(ine(( Uni"4 UBC
Journal ID4 NEFT
Journal Da"e4 Lea8e )e!aul" o! "o)a+=( )a"e
0ea'er/
Sour-e4 CU5
Le)ger Grou4 ACTUALS
Curren-+4 USD
Re8er(al4 Do no" Genera"e Re8er(al
JV &ea)er De(-ri"ion4
Con"a-"4 (+our Na%e>
P/one Nu,*er4 (+our E,tension>
Filing Lo-a"ion4 (+our !rea>
Dear",en"4 (+our De"art%ent>
Re,ar9(4 (Enter your Na%e> Te(" Journal
1ines/
Account 2un' Dept#D ,rogra. ,ro3ect A.ount
##B$>B GBBBB C>$$BB Blan9 Blan9 USD %BB.BB
4%$BBB CBBB# $>4BCB CONEC $>CCBB>B USD.%BB.BB
Re-or) "/e Journal Nu,*er 3/en +our Journal /a( (u--e((!ull+ (a8e).
GL Journal Training V8.4 PeoleSo!" Page #B o! $%
C & A P T E R 4
ACCRUALJREVERSING JOURNALS
An+ Journal "/a" /a( *een en"ere) in"o PeoleSo!" -an *e re8er(e) in a !u"ure erio). T/e
!ollo3ing are "/e Journal En"r+ Re8er(al O"ion(4
Steps
#. Co,le"e S"e( #
"/roug/ ## !ro,
C/a"er $.
$. Cli-9 on "/e
?$e-ersal
&+erLin9 in "/e
&ea)er Ta* i! +ou
are en"ering a
re8er(ing Journal.
Sele-" "/e rele8an"
re8er(al o"ion.
>. Co,le"e "/e line(
"a* a( er
in("ru-"ion in
C/a"er $ S"e( #$
"/roug/ #A.
I" i( a (i,le ,a""er o! -li-9ing on one o! "/e(e *u""on( "o -rea"e a Re8er(al in "/e -/o(en
Perio). T/i( (i,l+ ,ean( "/a" "/e Journal 3ill re8er(e on "/e (e-i!ie) )a"e 1i.e. De*i"(
*e-o,e Cre)i"( an) 8i-e 8er(a2. An e6a,le o! 3/en a <ournal 3oul) *e re8er(e) i( i! an
in8oi-e i( re-ei8e) a!"er A--oun"( Pa+a*le -u"o!! 1an) /en-e i( no" 9e+e) in"o A--oun"(
Pa+a*le2 an) rela"e( "o "/e ol) erio). An en"r+ i( rai(e) "o a--rue "/e e6en(e0 /o3e8er
GL Journal Training V8.4 PeoleSo!" Page ## o! $%
i" nee)( re8er(ing (o "/a" i" i( no" )ou*le -oun"e) 3/en "/e in8oi-e i( en"ere) in"o
A--oun"( Pa+a*le in "/e ne3 erio).
T/e !ollo3ing i( a *rie! )e!ini"ion !or ea-/ re8er(al o"ion4
o Do Not Generate $ Assumes no automatic reversal of this entry. This is the
default.
o Beginning of Next Period $ Creates a reversin entry dated the first day of the
next accountin #eriod. This is the most common usae of reversal.
o End of Next Period $ Creates a reversin entry dated the last day of the next
accountin #eriod.
o Next Day % Creates a reversin entry dated the next business day.
o Adjustment Period % Creates a reversin entry to the adjustment #eriod you
"elect.
o On Date Specified By User $ &ets you "elect any date in the calendar of the
taret '#ostin( leder. )hen you "elect this o#tion, the system ma*es available
the +eversal Date edit box for you to enter the desired date.
No"e4 UBC -urren"l+ )oe( no" u(e A)<u(",en" Perio)(.
GL Journal Training V8.4 PeoleSo!" Page #$ o! $%
C & A P T E R %
DELETE JOURNAL
Steps
#. I! +ou /a8e -rea"e) a
Journal in error0 +ou -an
)ele"e i" 1ro8i)e) i" /a(
no" *een o("e)2.
$. T/e !ollo3ing na8iga"ion
3ill allo3 +ou "o *ring u
a Journal !or Dele"ion.
>. ?General Ledger.
Journals . Journal
Entry .Create Journal
Entries . /ind !n E,isting
0alue
4. En"er "/e ne-e((ar+
in!or,a"ion "o !in) "/e
Journal +ou 3an" "o
Dele"e.
%. To )ele"e a Journal0 Sele-"
?Delete Journal in "/e
?1rocess= !iel) on "/e
Journal En"r+ K Line(
age an) -li-9 Pro-e((.
T/e (+("e, 3ill ro,"
+ou 3i"/ a ,e((age *e!ore
)ele"ing "/e Journal.
6. Note: You can only delete
Journals that have not
yet been posted. The
system makes no audit
trail of the deletion
because it assumes you
are correcting a mistake.
GL Journal Training V8.4 PeoleSo!" Page #> o! $%
On-e a Journal /a( *een o("e) i" -anno" *e )ele"e). I! +ou reali(e "/a" "/e Journal i(
in-orre-" +ou -an /a8e "/e Journal Uno("e). T/i( e((en"iall+ re8er(e( "/e Journal0
lea8ing a !ull au)i" "rail o! "/e original en"r+ an) "/e (u*(e7uen" uno("ing. To re7ue("
"/e uno("ing o! a Journal -on"a-" Da"a 5anage,en" in Finan-ial Ser8i-e(.
Activity:
#. Oen Journal -rea"e) in re8iou( a-"i8i"+ 1!ro, age CJ#B2.
$. Sele-" ?Dele"e Journal= !ro, "/e Pro-e(( Li("0 -li-9 Pro-e((.
>. An(3er ?@e(= "o 3/e"/er +ou 3an" "o )ele"e Journal.
4. Re"urn "o !in) an e6i("ing 8alue an) loo9 !or "/e Journal ID o! "/e Journal
+ou )ele"e). I" (/oul) no" e6i(".
GL Journal Training V8.4 PeoleSo!" Page #4 o! $%
C & A P T E R A
JOURNAL INLUIR@
PeoleSo!" /a( -o,re/en(i8e Journal In7uir+ age( "o allo3 u(er( "o )e"er,ine "/e
("a"u( o! Journal En"r+ a" an+ "i,e )uring Journal Pro-e((ing. T/e(e age( al(o allo3
u(er( "o (ear-/ !or Journal( "/a" ,ee" )e!ine) -ri"eria. Journal( -an *e (ear-/e) !or in
PeoleSo!" u(ing "/e !ollo3ing -ri"eria4
o Le)ger E
o @ear E
o Perio) E
o Journal ID
o Journal Da"e
o S"a"u(
o Sour-e
o Curren-+
o U(er
E G re7uire)
In or)er "o narro3 +our (ear-/ )o3n i" i( a)8i(a*le "o u(e ,ul"ile (ear-/ -ri"eria. An+
!iel)( le!" *lan9 3ill a((u,e +ou are loo9ing !or all 8alue( !or "/o(e -ri"eria.
GL Journal Training V8.4 PeoleSo!" Page #% o! $%
Steps
#. Go "o ?General Ledger>
$e-ie2 Journal3Ledger
Data>Journals
$. Cli-9 on "/e ?!dd a Ne2
0alue "a* "/e !ir(" "i,e
+ou )o "/i(. For an+
(u*(e7uen" "i,e0 +ou -an
u(e "/e In4uiry Na%e
alrea)+ -rea"e).
>. En"er "/e na,e o! "/i(
in7uir+.
4. En"er "/e in!or,a"ion o!
"/e Journal +ou 3an" "o
in7uire on. An+ *lan9
(a-e ,ean( "/e (+("e,
3ill *ring *a-9 all
Journal( "/a" ,ee" "/e
o"/er -ri"eria. An+ !iel)
,ar9e) 3i"/ an a("eri(9 i(
re7uire).
%. Cli-9 on ?#earc5 an)
ali-a*le Journal( 3ill
aear.
A. Cli-9 on "/e Journal ID "o
ge" !ur"/er )e"ail( on "/i(
Journal.
Activity:
#. A)) a ne3 in7uir+ na,e u(ing +our !ir(" na,e.
$. U(e "/e !ollo3ing -ri"eria4 Bu(ine(( Uni"4 UBC
Le)ger4 ACTUALS
@ear4 $BB%
Perio)(4 $ "o >
Sour-e4 JVF
>. Cli-9 ?Sear-/=
@ou (/oul) *e a*le "o lo-a"e "/e Journal( +ou -rea"e) in "/e a*o8e ("e(0 e6-e" "/e
Journal "/a" +ou )ele"e).
An al"erna"e 3a+ "o (ear-/ !or a Journal i( "/roug/ "/e Journal En"r+ Page(.
GL Journal Training V8.4 PeoleSo!" Page #A o! $%
Steps
#. ?General Ledger.
Journals . Journal Entry
.Create Journal
Entries . /ind !n
E,isting 0alue
$. En"er "/e ne-e((ar+
in!or,a"ion "o !in) "/e
Journal +ou 3an" "o
re8ie3.
I" i( er(onal re!eren-e a( "o 3/i-/ ,e"/o) in)i8i)ual u(er( re!er "o (ear-/ !or Journal(.
GL Journal Training V8.4 PeoleSo!" Page #: o! $%
C & A P T E R :
STANDARD JOURNALS
'i"/ S"an)ar) Journal En"rie( 1SJE(20 +ou -an au"o,a"e "/e en"r+ o! (i,ilar or i)en"i-al
Journal(. @ou -an )e!ine "/ree "+e( o! ("an)ar) Journal en"rie(4
Re-urring
Te,la"e
Srea)
U(e Recurring Journal en"rie( !or ree"i"i8e "ran(a-"ion( "/a" u(e "/e sa.e accounting
in4or.ation an' a.ounts. 5on"/l+ ren"0 au"o,o*ile lea(e a+,en"(0 an) a,or"iMa"ion
e6en(e( are e6a,le( o! re-urring i"e,( !or 3/i-/ +ou ,ig/" -/arge -on("an" a,oun"(
"o "/e (a,e C/ar"!iel) -o,*ina"ion( ea-/ erio). En(ure +ou re,o8e "/e "i-9 !ro, Allo3
Line( "o *e 5o)i!ie) Bo6 (o "/a" a,oun"( oula"e !or "/e(e Journal(. I! "/i( *o6 i(
"i-9e) "/e Re-urring Journal 3ill re,o8e a,oun"( an) "/e Journal 3ill re7uire
,o)i!i-a"ion *e!ore e)i"ing an) o("ing 1(ee *elo32
U(e -e.plate Journal en"rie( !or regular0 erio)i- "ran(a-"ion( "/a" +ou -/arge "o "/e
sa.e Chart4iel' co.5inations using var%ing a.ounts. E6a,le( in-lu)e ,on"/l+
a+roll0 u"ili"+0 an) "ele/one e6en(e(. No"e "/a" 3/en +ou u(e "/e Te,la"e SJE "/e
Journal 3ill no" /a8e an+ 8alue( 1nil 8alue( are in(er"e) in"o "/e line( ; "/e -/ar"!iel)(
("a+ "/e (a,e2 un"il "/e u(er ,o)i!ie( "/e S"an)ar) Journal -rea"e). T/i( ,ean( "/a" "/e
u(er 3ill *e re7uire) "o oen "/e <ournal0 oula"e "/e a,oun"( an) re8ie3 -/ar"!iel)(
rior "o "/e <ournal )a"e.
@ou -an (-/e)ule regular0 re-urring o("ing( !or ("an)ar) Journal(0 (u-/ a( 3ee9l+ or
,on"/l+.
U(e Sprea' Journal en"rie( !or "ran(a-"ion( !or 3/i-/ "/e en"ire -o(" i( (rea)
roor"iona"el+ "/roug/ou" "/e +ear. UBC 3ill no" u(e Srea) SJE=(0 in i"( la-e 3e
re-o,,en) "/a" +ou ,anuall+ -al-ula"e "/e erio)i- a,oun" an) u(e "/e Re-urring SJE
!un-"ionali"+.
GL Journal Training V8.4 PeoleSo!" Page #8 o! $%
-he 4ollowing steps are re$uire' in or'er to create 3ournals 4ro. the Stan'ar'
Journal process/
Crea"e a Journal "/roug/ regular <ournal en"r+ 1C/a"er $2
De!ine "/e S"an)ar) Journal 1age #C ; $#2
Crea"e S"an)ar) Journal( 1Da"a 5anage,en" 3ill Crea"e "/e Journal( !or U(er(2
1age $#2
5o)i!+ Journal( -rea"e) rior "o Journal Da"e 1age $# ; $$2
@ou ,u(" !ir(" -rea"e a %odel Journal en"r+ u(ing "/e Journal En"r+ age(. T/i( (i,l+
,ean( "/a" +ou ,u(" -rea"e "/e !ir(" Journal en"r+ "/roug/ regular Journal En"r+ (-reen(
an) "/en (e" "/i( u a( a "e,la"e !or !u"ure u(e. (ote that %ou .ust use a Journal
Source o4 S-J 4or an% 3ournal %ou wish to use as the .o'el 3ournal.
@ou "/en )e!ine "/e ("an)ar) Journal.
Steps
#. Go "o ?General
Ledger > Journals
>#tandard
Journals
$. Cli-9 on ?De)ine
Journal Entries=.
>. En"er na,e !or +our
ne3 #tandard
Journal.
4. Cli-9 ?!dd

GL Journal Training V8.4 PeoleSo!" Page #C o! $%
Steps
%. En"er a )e(-ri"ion !or
"/e S"an)ar) Journal
en"r+ in *o"/
?Descri"tion *o6e(.
A. U(e "/e ?SJE T+e= li("
"o (ele-" 3/a" "+e o!
("an)ar) en"r+ "/i( i(
*a(e) on "/e -ri"eria
a*o8e.
:. In "/e ?Model
Journal (e-"ion0
(e-i!+ "/e ,o)el
?Journal !" !or "/e
("an)ar) Journal en"r+
1"/i( 3ill *e-o,e "/e
"e,la"e !or !u"ure
Journal(2.
8. In "/e ?#tandard
Journal (e-"ion0 en"er
"/e ?Journal !" !or
"/e ("an)ar) Journal.
C. T/e ?Allo$ %ines to
be Modified -/e-9
*o6 -on"rol( 3/e"/er
or no" "/e ("an)ar)
Journal( -an *e
,o)i!ie) u(ing "/e
Journal En"r+ age
*e!ore *eing o("e).
Clear i" i! +ou 3an" "o
re8en" ("an)ar)
Journal( !ro, *eing
,o)i!ie).
#B. In "/e ?&reate
#tandard Journals
(e-"ion0 en"er "/e
!re7uen-+ o! "/e
Journal( re7uire).
##. Se-i!+ "/e range o!
)a"e( o! "/e ("an)ar)
Journal( "o *e -rea"e).
#$. T/e ?Journal
&reation %ead "ays
!iel) ena*le( +ou "o
-rea"e ("an)ar)
GL Journal Training V8.4 PeoleSo!" Page $B o! $%
Activity: "efine a #tandard Journal

Bu(ine(( Uni"4 UBC
SJENID4 En"er @our Na,e
De(-ri"ion4 En"er @our Na,e
SJE T+e4 Te,la"e
Journal ID4 En"er Journal Nu,*er re-or)e) !ro, A-"i8i"+ on Page :.
Da"e4 To)a+=( Da"e
Journal4 @our Na,e
S-/e)ule4 5on"/l+
Fro,JTo Da"e4 To)a+=( )a"e "o "o)a+=( )a"e lu( one +ear
Journal Crea"ion Lea) Da+(4 >A%
Crea"e S"an)ar) Journal En"rie(
Plea(e -on"a-" Fran-e( Ta),an in Da"a 5anage,en" a" !ran-e(O!inan-e.u*-.-a in or)er
"o -rea"e S"an)ar) Journal( on-e +ou /a8e De!ine) +our S"an)ar) Journal u(ing "/e a*o8e
ro-e((. Plea(e allo3 (u!!i-ien" "i,e !or Da"a 5anage,en" "o -rea"e +our ("an)ar)
<ournal(.
5o)i!+ Journal( -rea"e) rior "o Journal Da"e
T/i( ("e 3ill *e necessar% 4or -e.plate Journals 1a( "/e+ 3ill oula"e 3i"/ nil
8alue(2 an) *e o"ional !or Re-urring Journal( 1"/e+ -an *e -/ange) (o long a( "/e Allo3
Line( "o *e 5o)i!ie) *o6 i( -/e-9e)2. No"e i! "/e Re-urring Journal /a( "/e Allo3 Line(
"o *e 5o)i!ie) Bo6 "i-9e) +ou 3ill nee) "o er!or, "/i( ("e a( "/e <ournal 3ill al(o
ro)u-e 3i"/ nil 8alue(2.
Stan'ar' 3ournals .ust 5e .o'i4ie' 5e4ore the 'ate o4 the 3ournal. -his is the
responsi5ilit% o4 the user Depart.ent. #4 %our 3ournal is not .o'i4ie' it will 5e
poste' with nil values. Once poste' it is not possi5le to .o'i4% a 3ournal.
To ,a9e -/ange( "o a Journal !ollo3 "/e (a,e na8iga"ion +ou )o 3/en -rea"ing a ne3
Journal e6-e" (ele-" /ind an E,isting 0alue a( oo(e) "o !dd a Ne2 0alue.
En"er "/e Journal Nu,*er -rea"e) !ro, "/e S"an)ar) Journal ro-e((. Clear "/e ?Journal
&ea)er S"a"u(= an) ?Sour-e= (ele-"ion -ri"eria. Cli-9 Sear-/.
GL Journal Training V8.4 PeoleSo!" Page $# o! $%
Sele-" "/e Journal +ou 3i(/ "o u)a"e. Go "o "/e line( age an) ,a9e "/e re7uire)
-/ange(. Sa8e "/e Journal a!"er -/ange( /a8e *een ,a)e. T/e Journal 3ill go "/roug/
e)i" an) *u)ge" -/e-9ing an) *e o("e) on "/e <ournal )a"e.
GL Journal Training V8.4 PeoleSo!" Page $$ o! $%
C & A P T E R 8
SPREADS&EET JOURNALS
A -on8enien" ,e"/o) 3/ere*+ +ou -an -rea"e Journal( in an e6-el (rea)(/ee" an) loa)
"/e, in"o "/e General Le)ger i( ro8i)e) a( an al"erna"i8e "o ,anual )a"a en"r+. A" UBC
i" i( "/e Dear",en"(= re(on(i*ili"+ "o -o,le"e "/e e6-el (rea)(/ee" 1i" i( i,or"an" no"
"o -/ange "/e re.)e!ine) !or,a"2 an) (en) i" "o Da"a 5anage,en" 18ia e,ail2 !or
ro-e((ing in"o "/e General Le)ger. @ou 3ill (ee +our Journal( loa)e) in"o PeoleSo!"
3i"/in one or "3o *u(ine(( )a+(.
T/e "e,la"e ro8i)e) *+ Da"a 5anage,en" ,u(" *e u(e) !or all Journal( +ou 3i(/ "o
/a8e loa)e) in"o "/e General Le)ger. (ote that the 4or.at o4 this sprea'sheet has not
change' 5etween :& an' :8.4 ,eopleSo4t. I" i( 8er+ i,or"an" "o no"e "/a" no -/ange(
a" all -an *e ,a)e "o "/e "e,la"e. T/i( in-lu)e( -olu,n 3i)"/(0 /ea)ing(0 !or,a""ing
e"-. I! an+ -/ange( are ,a)e "/e (rea)(/ee" 3ill no" loa) in"o "/e General Le)ger.
Plea(e no"e "/a" onl+ !ile( 3i"/ $% line( or ,ore -an *e loa)e) u(ing "/i( ,e"/o).
For !ur"/er in!or,a"ion lea(e -on"a-" Fran-e( Ta),an in Da"a 5anage,en" a" e6". A8:B
or !ran-e(O!inan-e.u*-.-a. Fran-e( 3ill *e a*le "o ro8i)e +ou 3i"/ *o"/ "/e "e,la"e
an) ,ore )e"aile) in("ru-"ion( in regar)( "o "/i( ro-e((.
Belo3 i( an e6a,le o! a -o,le"e) (rea)(/ee" rea)+ !or loa)ing in"o "/e General
Le)ger.
GL Journal Training V8.4 PeoleSo!" Page $> o! $%
GL Journal Training V8.4 PeoleSo!" Page $4 o! $%
I N D E F
IE@ PROCESSES
A,oun" an) Ba(e A,oun" ; Co,are) :JC
Ca(/ Re-ei"( 8
Crea"e a Journal 4
Crea"e S"an)ar) Journal( $#
Dele"e a Journal #>
E)i" ; Rea(on( !or Failing Journal E)i" >
Foreign E6-/ange Ra"e 8
In-lu)e) in Finan-ial Reor"( ; 3/en 3ill a Journal *e in-lu)e) >
In7uir+ ; Journal #%
5e"/o)( "o Crea"e a Journal En"r+ $
5o)i!+ S"an)ar) Journal( $#
Re-urring S"an)ar) Journal #8
Re7uire) C/ar"!iel)( ; Journal En"r+ A
Re8er(e a Journal 1Au"o,a"e)2 ##
See)T+e ; u(e in Journal( A
Srea)S/ee" Journal( $>
S"an)ar) Journal( ; S"e( Re7uire) #C
Te,la"e !or a Journal 1S"an)ar) Journal2 #8
Te,la"e S"an)ar) Journal #8
Ter,inolog+ ; Journal En"r+ Page( $
UBC Journal De(-ri"ion %
Uno(" a Journal #4
USD Ca(/ Re-ei"( 8
GL Journal Training V8.4 PeoleSo!" Page $% o! $%