Journal Import Guidelines

JOURNAL IMPORT GUIDELINES

As a temporary solution to prepare for year-end, the following Journal Sources are proposed for campus MOU Leads to use, appropriately, when using the PeopleSoft-delivered Journal Upload feature.

Note: These Journal Sources starts with “9”. Journal header long description must indicate business justification and any other relevant information pertinent to the journal source.

1) 9PC - PC for P-Card

a) This journal source is for P-card correcting journal entries. The GL account should not be changed. It allows for other chartfield strings to be corrected. Users must use caution when correcting Fund and Source to ensure the charges are appropriate to the proposed corrected Source and Fund.

b) Journal line description must indicate Journal ID/Line # being corrected.

c) Original entries, Excel report from PS query (NC_CPS_YE_PCD_CORRECT) should be attached.

2) 9DB – DB for data collect batches (excluding P-Card, sponsored awards, and payroll transactions)

a) This journal source is for correcting transactions from DCB batches which are mostly interdepartmental billings. It allows appropriate expense GL accounts to be used.

b) Journal line description must indicate Journal ID/Line # being corrected.

c) Original entries, Excel report from PS query (NC_CPS_YE_DCB_CORRECT) should be attached.

3) 9DM – DM for department corrections including program and cost code

a) This Journal Source is for correcting Departments, Program, and Cost Code if needed. Fund/ Source and Account should remain the same.

b) Excel report from PS query (NC_CPS_YE_DEPT_MAP) should be attached for correcting Departments.

4) 9TD – TD for Trust fund deficit including Auxiliaries, UNC Faculty Physicians, and Dental Faculty Practice

a) This journal source should be used to transfer cash for eliminating cash deficits in Institutional trust Funds including auxiliaries and faculty practices. The transfer GL accounts should be appropriately paired and should net to zero.

Date: 6/3/2015 b) Excel report from PS Query (NC_CPS_YE_TRUST_CASH) should be attached.

5) 9AP – AP for Accounts Payable Non-PO Vouchers

a) This journal source is to adjust funding for vouchers that did NOT result from a purchase order. The GL account should not be changed. Journal allows for other chartfield strings to be corrected. Users must use caution when correcting Fund and Source to ensure the charges are appropriate to the proposed corrected Source and Fund.

b) Excel report from PS Query to list non-PO vouchers (NC_CPS_YE_NON_PO_VOUCHERS) prompts on fund, source and department. It’s formatted so the first 17 fields can be directly pasted into the template. Additional fields are included at the end for the supporting documentation.

Date: 6/3/2015