Project Only Journal Entry

Overview:

  • USE ALL CAPS
  • Total of all Credits and Debits must equal prior to releasing project only journal

Instructions:

  1. Open Project Journal Entry/Proof (Menu) > Financials > General Ledger Menu > Project Accounting >Project Ledger > Project Journal Entry/Proof. Click ADD.

    Account Inquiry

  2. In the “MAIN” section:
    1. Effective date should be date of event, expense etc
    2. Short Description:
      1. XFR = Transfer within or between funds
      2. HOLD=Temporary “HOLD” Project Journals, not to be released or posted
      3. Or see specific instructions for other project journal types
    3. Journal Reference:
      1. SCHL = School level entry
      2. ACCT =Accounting Department
    4. Reference 2: Event name (Broad)
    5. Reference 3: Event date (More descriptive then reference 2)
    6. TAB to General Description. Update the description to reflect what is being ordered.
  3. Press Accept. 
  4. LINE 1
    1. In the “Journal Entry Lines” section, enter “E’ in the T (Type) column, Tab to next column.
    2. Enter Project String to be expensed. Click the ellipse (three dots) to choose complete project string Tab to next column
    3. Enter “D” (Debit) in the D/C Column to Increase Project String
    4. Enter the total amount to be allocated to Project String
    5. In comments, enter good description
    6. Tab to line 2 
  5. Line 2 through last Line
    1. In the “Journal Entry Lines” section, enter “E’ in the T (Type) column, Tab to next column.
    2. Enter the project string for project string to have balance increased, Enter project string, then click ellipse (three dots) to choose complete project string Tab to next column
    3. Enter “C” (Credit) in the D/C column to increase Project String
    4. Enter the total amount to be allocated to the project string. Tab to the next column
    5. In comments, enter Field trip name and date (should autofill from line above) 
    6. Tab to add additional lines as necessary
    7. Verify that Debits equal Credits. 
  6. ATTACH – Attach backup documentation to TCM. Backup Documentation
  7. Release Project Journal Into Workflow: 
  8. Approvers to approve in Workflow 
  9. Accounting to Output Post 

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