Journal Detail Search

Description

Journal Detail Search is an application that gives details of journal entries. It is searchable by Journal ID , Journal Source , Line Description, Line Reference Monetary Amount, OrgID, Fund, Activity, Project, and Account.

Navigation to Journal Detail Search

• Log in to CIS
• Financial & Business Services pagelet
• TRANSACTION DETAIL SEARCH
• Journal Detail Search

Definitions

• Transaction Detail Search (journal)
• Journal Search Criteria

Clicking on links in Journal Detail Search can take you to other Financial Applications in CIS such as Purchase Order Lookup, Vendor Search or Voucher Lookup. Help Information is available for each of these applications:

• Purchase Order Lookup
• Vendor Search
• Voucher and Payment Search

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FS Training

Training classes are available to learn more about Journal Detail Search:

Other Resources

The Financial & Business Services Index and Glossary has information about Journal Detail Search:

• Management Reports
• Journal Detail Search
• Encumbrance
• FUND (Fund)

The following FS resources help explain various aspects of Journal Detail Search:

• Journal ID Reference
• Transaction Detail Search – Journals – Identification Parameters
• Allowable/Unallowable
• Web Quick Tips – Transaction Detail Search (Journals) – This answers the following questions:
  • How do I find the actual chartfield information for a posted campus order
  • How do I find the actual chartfield information for a posted journal entry
  • How do I find all posted expenses paid on a travel form
  • How do I find all posted budget journals for a project

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Journal Detail Search

Transaction Detail Search (journal)

Purpose

• This page allows the user to find a “Detail Transaction” that has been posted to the General Ledger when only a portion of the information about the transaction is known.

What is a Journal?

• All transactions posted to the General Ledger are called “Journals.” Therefore, all Detail Transactions are journals and are identified with a “Journal ID .”

Journal Search Criteria

What’s in a Journal ID?

The Journal ID itself can give you some information about the journal. Knowing the Journal ID structure can help you identify the journal.

All numeric — The number has been assigned by the system and generally means the journal has been data entered by the accounting office.

• Begins with “CO” — Campus Orders
• Begins with “SE” — Electronically interfaced from a departmental system such as telephone charges, cash receipts, purchase card reallocation, etc.
• Begins with “SM” — Standard monthly journals that are posted each month.
• Begins with “AP” — Vouchers from the Accounts Payable module for Business Units 01 and 04.
• Begins with “V” — Vouchers from the Accounts Payable module for Business Units 02, 03 and 05.
• Begins with “VP” — Vouchers that have been paid to the vendor.
• Begins with “POEN” — Encumbrance of a general purchase order or a stipend.
• Begins with “PORV” — Disencumbrance due to the payment of a voucher.
• Begins with “POCL” — Adjustment of an encumbrance to close a purchase order.
• Begins with “PRCL” — Payroll encumbrances.
• Begins with “BC” — Budget journal for Activities posted to the Budget Ledger.

General Ledger and Ledger Group Definitions

The General Ledger is where all financial transactions are posted and is the source of all financial reporting. The General Ledger consists of the following four separate ledger groups.

• Actuals — All historical cost information is posted to the Actuals Ledger. Actual cash receipts and disbursements, revenues and expenditures, and balance sheet transactions, such as recording of accounts receivable, inventories, accounts payable, etc. are recorded here.
• Budget — All budgets that apply to Activities are posted to the Budget Ledger.
• Project Budget — All budgets that apply to Projects (predominantly Contracts and Grants—Fund 5000) are posted to the Project Budget Ledger.
• Encumber — All encumbrance transactions that are posted to the General Ledger are posted in the Encumber Ledger. Journals posted to the Encumber Ledger are generally payroll derived from PAN forms, general purchase orders, and stipends. Limited Purchase Orders are not encumbered.

Linking to Management Reports

• Clicking on the Activity or Project Chartfield, or selected Funds, in your search results will take you directly to the DetailTransaction Management report for the selected chartfield combination. To get back to the Detail Transaction Search page click the “Back” button on your browser.

Optional Search Criteria

• There are two sections of Optional Search Criteria. They are only segregated to help you locate additional criteria upon which you can search. It is not necessary to identify criteria in each section.

Matches Criteria

• If you get a message that says “There were no records that matched your query,” carefully check your criteria. The match must be exact. You might also try “Begins with” or “Contains” criteria if “Matches” does not work.