JE Upload - Frequently Asked Questions

VANDERBILT UNIVERSITY

Journal Entry (JE) Upload

Frequently Asked Questions (Last Updated 05/30/2005)

1. Do 1180's have to be sent to the Office of Financial Affairs?

2. Can I use a prior period effective date on my journal entries?

3. What types of journal entries can be uploaded?

4. Do I have to assign a Journal Entry ID to my journal entry?

5. How many lines of data can I include on one journal entry?

6. When is the month-end deadline to submit journal entries?

7. Can journal entries effective dated for the new month be sent before the current month has closed?

8. Where should we email our journal entries?

1. Do 1180's have to be sent to the Office of Financial Affairs?

The 1180's do not need to be sent to the Office of Financial Affairs. However, the Office of Financial Affairs will process 1180’s if they are received. Instead, it is recommended that each department enter their own 1180's into the journal entry shell and email the shell to the Office of Financial Affairs via our email address [email protected]. The number at the top right corner of the 1180 should be entered in the “Additional Description” field, which is used for researching 1180 matters. The originating department can then house the 1180’s in their office, making subsequent research easier.

2. Can I use a prior period effective date on my journal entries?

No. Entries with prior period effective dates are not processed. The Office of Financial Affairs will only process entries with effective dates within the current open period.

3. What types of journal entries can be uploaded?

The Office of Financial Affairs uploads journal entries that contain activity from 1180’s, bank deposits, investments, university gifts, endowments, student activity, university operations, etc. Each type of journal entry should be sent separately. ______0f631db1f648d2790a369e65c31de1d8.doc Page 1 of 2 4. Do I have to assign a Journal Entry ID to my journal entry?

You do not have to assign a journal entry ID; the Office of Financial Affairs can assign one to your journal entry. Deposit files will receive a specific UDP journal entry ID for deposits only. Journal entry ID's can be found on the Accounting website at http://www.vanderbilt.edu/accounting/FISjeIDnumberChrt.htm.

5. How many lines of data can I include on one journal entry?

The standard JE Shell allows up to 500 lines of data to be entered. If you need to enter more than 500 lines, please send an email to [email protected] requesting a larger shell.

6. When is the month-end deadline to submit journal entries?

The open month closes at 5:00 pm, the fourth working day of the following month. Journal entry uploads can be entered for the open month through that fourth working day. However, in order to efficiently process all uploads prior to close, it is requested that the Office of Financial Affairs receive uploads by the third working day. If you have an upload to be entered on the day of close (fourth working day), please contact Matthew McGlasson at 3- 6650 informing him of the upload file to ensure that it gets processed for the current month.

7. Can journal entries with an effective date in a future month be submitted before the current month has closed?

Future-dated entries can be submitted but they will not be processed until the first posting day of the month for which they are dated. In order to avoid confusion of whether or not an entry should be included in current month activity, it is best to send them after the current month has closed.

8. Where should we email our journal entries?

All journal entries should be sent to [email protected]. This mailbox is setup so that others in the Office of Financial Affairs can process journal entries if someone is out of the office. Journal entries should not be sent to any other group or personal mailbox.

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