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Understanding the Understanding the Journal Workflow ProcessJournal Workflow Process
Presented by Frank Leonard March 17, 2005
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ObjectiveObjective
To describe the journal process workflow To outline the responsibilities placed on each
of the roles required to complete the journal process
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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Definition of Journal WorkflowDefinition of Journal Workflow
Journal workflow describes how a journal moves
through an organization. The goal of journal
workflow can be seen as the ability to get the
right work to the appropriate person at the right
time.
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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Three roles are impacted by the journal Three roles are impacted by the journal workflow process:workflow process:
1. The Journal Processor
2. The Department Journal Approver
3. The Central Journal Approver
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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Journal ProcessorJournal Processor
This role is responsible for creating, edit checking,
budget checking and submitting the journal entries. See Quick Reference Flow Chart 1.1
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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Department Journal ApproverDepartment Journal Approver
This role is responsible for approving all journal
entries made by those they supervise. It is the
responsibility of this role to verify that all journal
lines are valid and accurate prior to submitting it
to the ACO for Central Approval.See Quick Reference Flow Chart 1.2
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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This role is responsible for reviewing, approving,
and posting all journal entries that have been
approved by the Department Journal Approvers.See Quick Reference Flow Chart 1.3
Central Journal ApproverCentral Journal Approver
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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1. Supporting Documentation
2. Department Identification
3. Department Approval
4. Interfund Transaction
5. Intrafund Transaction
6. Due To / Due From
7. Does Cash Balance
Central Journal Approver’s Audit CriteriaCentral Journal Approver’s Audit Criteria
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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Does the journal have supporting documentation
for the entry? If not, does it indicate a reason for
the absence of documentation? Also, is the
documentation consistent with the journal
description and the journal lines?
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
1. Supporting Documentation1. Supporting Documentation
Central Journal Approver’s Audit CriteriaCentral Journal Approver’s Audit Criteria continued…continued…
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2. Department Identification2. Department Identification
Does the journal header panel include the
departments business unit? (ACARC, ASARC, etc.)
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
Central Journal Approver’s Audit CriteriaCentral Journal Approver’s Audit Criteria continued…continued…
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Enter Business Unit in the Reference Number Box
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Has the journal been approved by the Department
Approver?
3. Department Approval3. Department Approval
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
Central Journal Approver’s Audit CriteriaCentral Journal Approver’s Audit Criteria continued…continued…
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Click this button to view Journal status below
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Interfund transactions are transactions between
governmental funds (funds beginning with a 1, 2, or 3).
If one fund uses an interfund expense account (536700-
537280) the other fund should use an interfund revenue
account (778000-778350). Transactions with proprietary funds
or other non-county agencies are not interfund transactions.
4. Interfund Transaction4. Interfund Transaction
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
Central Journal Approver’s Audit CriteriaCentral Journal Approver’s Audit Criteria continued…continued…
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Intrafund transactions are transactions between
departments within the same fund. The department
making the reimbursement should debit a regular
expense account and the department being
reimbursed should credit an Intrafund expense
account (571000-574200).
5. Intrafund Transaction5. Intrafund Transaction
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
Central Journal Approver’s Audit CriteriaCentral Journal Approver’s Audit Criteria continued…continued…
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“Due To Other Funds” should be offset by a “Due From Other Funds”.
“Operating Transfers In” should be offset by an “Operating Transfers Out”.
“Advance To Other Funds” should be offset by an“Advance From Other Funds”.
Ideally, these transactions should contain the offsetting journal lines in the same journal. If not, the journal description should provide the journal and line number of the offsetting lines.
6. Due To/ Due From, Ops In/Ops Out 6. Due To/ Due From, Ops In/Ops Out and Advance To / Advance Fromand Advance To / Advance From
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
Central Journal Approver’s Audit CriteriaCentral Journal Approver’s Audit Criteria continued…continued…
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7. CASH Balance7. CASH Balance
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
Central Journal Approver’s Audit Criteria continued …Central Journal Approver’s Audit Criteria continued …
Does the Cash Edit Panel “Difference” net to zero?
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CommunicationCommunication
If any of the seven criteria described remain
unresolved, the Central Journal Approver will
recycle the Journal, and specify the reason in the
Approval Comments section on the Approval panel.
As a courtesy, communication may also consist of a
phone call and/or follow-up e-mail.
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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Maintaining Your Journal WorklistMaintaining Your Journal Worklist
Each Journal Processor and Department Journal Approver areresponsible for viewing their Worklists for recycled and/ordenied journals that they have processed. To access yourWorklist, click on the Notebook icon, then choose either theRecycle Journal Entry or Journal Entry Denial folder to viewyour entries.
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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ACO ContactsACO ContactsFor questions regarding journal entries, please contact:
Gladys Smith at micro 5-8569
Michelle Pantoja at micro 5-9461 or
Frank Leonard at micro 5-3877
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
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1. JournalProcessorcreates aJournal inPeopleSoft
JournalProcessor
completes theHeader & Lines
Panels
2. JournalProcessor
verifies that theCash Edit Panel
is in balance
Verify and correctyour cash lines inthe journal. Noentry shall beposted with
unbalanced cash.
If not,STOP!
If yes,Move
Forward
3. Return to thelines panel, and
run the EditCheck Process
Error inEdit
Check...
Verify the Errorspanel for errormessage and
correctaccordingly
If valid,Move
Forward
4. Return to thelines panel, andrun the BudgetCheck Process
Error inBudgetCheck...
On the Lines panel tab over tothe Budget Checking LineStatus, review the error
message and correct accordinly
If valid,Move
Forward
5. Submit theJournal forApproval
A
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
Processor WorkflowProcessor Workflow
Quick Reference Flow Chart 1.1
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Department Approver WorkflowDepartment Approver Workflow
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
6. DepartmentApprover receives
journal in his/herworklist
7. DepartmentReviewer
verifies that theCash Edit Panel
is in balance
If yes,Move
Forward
If not,STOP!
Recycle theJournal back to theJournal Processor
for corrections
8. Approve theJournal andSubmit it for
Approval
A
B
Quick Reference Flow Chart 1.2
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Central Approver WorkflowCentral Approver Workflow
9. Journal isreceived by the
Central Approver
If not,STOP!
Recycle theJournal back to theJournal Processor
for corrections
10. CentralApprover
verifies severalchecks &balances
If yes, journal isposted in the nightly
batch processB
Understanding the Journal Workflow ProcessUnderstanding the Journal Workflow Process
Quick Reference Flow Chart 1.3
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