Quick Steps: Create or Upload a Historical iJournals

Who does this?  Anyone with access can create an iJournals. Faculty and staff with SUNet IDs are automatically given access to the iJournals application. Temporary employees and employed students may be granted access if their responsibilities require it. All iJournals must be approved by authorized personnel.

When?  There is a need to record transfers of money from one account (PTAEO or PFOO) to another for corrections of errors discovered during the closeout of sponsored awards when the Expenditure Dates are before September 01, 2003.

How?  In the iJournals module of the Oracle Financials application. Learn about getting access to iJournals.

 

On this page:

• Create a Historical Journal
• Create an Upload Journal

 

Create a Historical Journal (9 steps)

Launch Stanford's Oracle Financials web site:

1. Click https://ofweb.stanford.edu/.
2. Enter your SUNet ID and password if prompted.
3. Click SU iJournals Public link in the Navigator section.
4. Click Historical Journal link on the iJournals Home page.

Note:  Used for transactions with Expenditure Dates before September 01, 2003. May be used for both salary and non-salary transactions.

Complete the Journal Header section of the Historical Journal form, Creation page:

1. Check the Period for the correct month.
2. Enter a Title for the journal.
3. Enter a Justification that explains the purpose of the journal.



Note:  Click the Justification link for more information on requirements and samples.

Complete the Detail Lines section of the Creation page:

1. Enter the first Project, Task, and Fund / Awd. (PTA) in line 10.
2. Enter the Exp. Type.



Note:  Everyone who submits any type of financial transaction must be familiar with the rules for allowability of costs in order to properly code transactions. For assistance, see Proper Coding of Allowable and Unallowable University Expenditures.


3. Enter the Exp. Date. Use the date the transaction took place. Format: DD-MMM-YY or DD-MMM-YYYY.
4. Enter a Dept. Ref. if desired (optional).
5. Enter either a Debit or a Credit. Only one per line.
6. Enter a Description for line 10.
7. Repeat for line 20.



Note:  The total of all debits and all credits must be equal.

Complete the data entry:

1. Click Next button when finished.

Check for validation errors in the Validation page:

1. Click Previous button to return to the Creation page and correct any errors. Click Next button to validate again.
2. Click Next button when the journal is valid and saved.

Check the Approver Name(s) in the Routinglist page:

Note:  Approver(s) are selected based on PTAs debited. You cannot change the approver(s) selected by Oracle.

1. Add additional Approver Name(s) if needed.
2. Click Next button when the Approver Name list is complete.

Check the entire journal in the Submit page:

1. Click Previous button to return to any page that needs updating.
2. Click Next button to return to the Submit page.
3. click Submit button to send the journal to the first approver.

Print a copy of the journal if desired:

1. Click the Journal Number in the Submit the Journal page.
2. Click Printer Friendly (pdf) in the Journal Display.
3. Click Print button in the Adobe window to print a copy of the journal (not the print button in the browser window).
4. Click Back button in the Browser window to return to the Journal Display.

Exit iJournals:

1. Click Return to Portal link.
2. Click Logout link.

 

Create an Upload Journal (14 steps)

Uploads allow creation of the header and detail lines sections of the journal entry in Excel. Journal entries are then uploaded to iJournals for validation and completion.

Download the iJournals Upload Template:

Note:  Used for completing the Creation page for New, Allocation, Historical, or Salary Journals in Excel, then processing normally in iJournals.

1. Launch the iJournals Upload Template in Excel.
2. Read the Instructions included in the file. Print a copy for future reference.

Enter the Header Lines (HEAD and EXPL):

1. Delete rows 56-166 and rows 1-48.
2. Enter the Journal Date in cell B1.
3. Enter the Period in cell C1.
4. Enter the Category in cell D1.



Note:  Categories include New Journal, Allocation, Salary, or Historical.


5. Enter the Title in cell E1.
6. Enter the Justification in cell B2.

Enter the Detail Lines (DETL):

1. Enter the first Project in cell B3.
2. Enter the Task in cell C3.
3. Enter the Award in cell D3.
4. Enter the Exp. Type in cell E3.



Note:  Everyone who submits any type of financial transaction must be familiar with the rules for allowability of costs in order to properly code transactions. For assistance, see Proper Coding of Allowable and Unallowable University Expenditures.


5. Enter the Exp. Date in cell F3.
6. Enter the Employee ID in cell G3.
7. Enter the Dept. Ref. in cell H3 if desired.



Note:  ONLY if the upload is a Salary Journal. Otherwise, leave column H blank.


8. Enter the Line Description in cell I3.
9. If the line is a debit, enter the Debit Amount in cell J3.
10. If the line is a credit, enter the Credit Amount in cell K3.
11. Repeat until all of the debits and credits have been entered.

Complete the Header:

1. Enter the Debit Total in cell F1.

Save the File:

1. PC: save the upload spreadsheet as a tab-delimited text file.
2. MAC: save the upload spreadsheet as a Text (Windows) file.

Launch Stanford's Oracle Financials web site:

1. Click https://ofweb.stanford.edu/.
2. Enter your SUNet ID and password if prompted.
3. Click the SU iJournals Public link in the Navigator section.
4. Click Upload Journal link on the iJournals Home page.

Upload the file:

1. Browse to the file and click Open button.
2. Click Upload button in the Upload a File page.
3. Click Home tab.

Note:  Click the Justification link for more information on requirements and samples.

Open the uploaded journal from the Journals at a Glance section of the iJournals Home page:

1. Click the Journal Number if the uploaded journal.

Check the data in the uploaded journal:

1. Click Next button when finished.

Check for validation errors in the Validation page:

1. Click Previous button to return to the Creation page and correct any errors.
2. Click Next button to validate again.
3. Click Next button when the journal is valid and saved.

Check the Approver Name(s) in the Routinglist page:

1. Add additional Approver Name(s) if needed.
2. Click Next button when the Approver Name list is complete.

Note:  Depending on the journal type, approver(s) are selected based on PTAs (credits for Allocation Journals; debits for all others). You cannot change the approver(s) selected by Oracle.

Check the entire journal in the Submit page:

1. Click Previous button to return to any page that needs updating.
2. Click Next button to return to the Submit page.
3. Click Submit button to send the journal to the first approver.

Print a copy of the journal if desired:

1. Click the Journal Number in the Submit the Journal page.
2. Click Printer Friendly (pdf) in the Journal Display.
3. Click Print button in the Adobe window to print a copy of the journal (not the print button in the browser window).
4. Click Back button in the Browser window to return to the Journal Display.

Exit iJournals:

1. Click Return to Portal link.
2. Click Logout link.

 

What Happens Next?

• The journal is routed, in sequence, to the approvers listed on the routing list.
• After approval, the journal is posted to the General Ledger.

Questions?

• For additional help, submit a HelpSU ticket. Select Request Category Administrative Applications and Request Type Oracle Financials.
• For additional training, take FIN-0210: Introduction to iJournals.