Summary

Once journal entries have been added to a Journal Entries batch, generate a Proof List Report and run the Commit step to commit the journal entries and post them to the chart of accounts.

Step by Step

1     Generate a PM Proof List.

• If you do not have the Project Management module installed on the application, the PM Distribution Report will not display on the Journal Entries palette.
• The PM Distribution Report displays all of the Project Management module transactions generated by the journal entries in the batch. For example, if you attach a PM module task and type code to a journal entry line item, the PM Distribution Report will display that line item on the report.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon   next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

2     Generate a Proof List Report.

• The Proof List Report displays the journal entry created by the Journal Entries batch.
• Open the Proof List window (GL> Journal Entries> Proof List).
• Select the level of detail you would like to display on the report using the Report Type drop-down menu.
  • The Detail version of the report displays the journal entry line item amounts and GL accounts.
  • The Summary version of the report displays the total debit and credit amounts made on each journal entry. The GL accounts associated with each journal entry line item will not display on the Summary version of the report.
• Select the order in which information will display on the report in the Sort By drop-down. The report will group each journal entry separately on the report, so the Sort By drop-down is used to select how the journal entry line items on each journal entry will be grouped.
  • Select Account and Line Item if you would like to sort the report by GL account and then journal entry line item. The journal entry line items will be sorted by GL account and then line item number.
    • The line item number is the order in which the journal entry line items were created in the Journal Entries window (GL> Journal Entries> Create icon).
  • Select Fund and Line Item if you would like to sort the report by the GL account fund and then journal entry line item. If all journal entry line items are for the same fund, the journal entry line items will display ordered by journal entry line item.
    • Check the Subtotal by Fund toggle if you would like the journal entry line items on the report to be totaled by fund.
  • Select Line Item if you would like the journal entry line items sorted by journal entry line item number.
• Check the Page break by journal entry toggle if each journal entry should display as a separate page on the report.
• Check the Subtotal by Fund toggle if you would like the journal entry line items on the report to be totaled by fund.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon   next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• If one of the GL accounts used in the batch is project driven but the journal entry line item is not attached to a PM module task and type code, the Proof List will display an error message and the Commit step (GL> Journal Entries> Commit) will not be enabled.

3     Generate the work flows. This is an optional step.

• The Generate Work Flows step applies if only certain employees are allowed to commit a Journal Entries batch. For example, if you are a department clerk, but only the department head is allowed to actually commit a Journal Entries batch, then run the Generate Work Flows step to notify the department head that a batch is ready to be committed. If you do not use work flows, skip to the Commit step and commit the batch.
• Open the Generate Work Flows window (GL> Journal Entries> Generate Work Flows).
• Click the Submit button to generate the work flows. This will create a job on the Jobs Viewer window. Once the job is complete, the work flow will be created.
• Work flows are created and maintained on the Work Flow Maintenance window (SS> Work Flow> Work Flow Templates). Click here for information on Work Flows.

4     Review the work flows. This step is only required when using work flows.

• The Review Work Flows step is used to view the journal entries before committing the batch and is used in conjunction with the Generate Work Flows step. For example, a department clerk runs the Generate Work Flows step to notify the department head that the journal entries are ready to be approved. The department head receives an email that the batch is ready to be committed, so they review the journal entries proof lists and then commit the batch.
• Open the Review Work Flows window to review the journal entries in the batch (GL> Journal Entries> Review Work Flows).
• The Review Work Flows window displays the work flow generated by the Generate Work Flows step (GL> Journal Entries> Generate Work Flows).
• The Status column displays the status of the work flow. If the work flow is waiting to be approved, the Status will be New.
• The Author column displays the department clerk that created the work flow (this is the employee that ran the Generate Work Flows step). If the Journal Entries batch is rejected, this is the employee that will receive the notification email that the batch has been rejected.
• The type of work flow generated during the Generate Work Flows step determines what needs to be done to the journal entries before the batch can be committed.
  • If the work flow is set up as an action step on your role (SS> Work Flow> Work Flow Templates), you will have to approve or reject the journal entries in the batch before you can commit the batch.
  • If the work flow is set up as an information step on your role (SS> Work Flow> Work Flow Templates), the commit step will be enabled and the batch will be ready to commit. When the work flow is set up as an information step, skip the Review Work Flows step and commit the Journal Entries batch.
• If you have to approve or reject the Journal Entries batch, click the Arrow buttons to expand   and contract the work flow in order to display the individual work flow steps.
• Click OPEN on a work flow step to open the report or process that needs approval and approve or reject the work flow.

5     Commit the journal entries in the batch.

• Select Commit on the Journal Entries menu to commit the journal entries.
• Click the Commit button to commit the journal entries batch.
• The Commit step will not be enabled if there is a validation error that displays on the Proof List. If the Commit step is not enabled, review the Proof List for errors.