Welcome to GL330: Processing Journal Entries. Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you

Welcome to GL330: Processing Journal

Entries

Please set cell phones and pagers to silent

Refrain from side discussions. We all want to hear what you have to say!

Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later

Two breaks and a one hour lunch are planned

Bathrooms / Snacks

First Things First

Welcome

Get to know your fellow Trainers and Drivers!

Icebreaker

Welcome

Training Materials Overview

Produced in Microsoft Word

Contains key concepts, processes, and task information

required to complete a user’s role in SMART

Process flows and screenshots of the SMART system are

included

This is a great reference to use after training!


Participant Guide

Used to help the Trainer facilitate the course materials

Produced in Microsoft PowerPoint

Contains key content and graphics

Generally used at the beginning or end of each Lesson


Concept Slides

Used to present the flow of either business processes or

information within SMART


Business Process Flows

Produced in Microsoft Word

Contains a scenario for each activity completed in the training

database

Provides data that you must enter for the exercise

Organized by classrooms and users

Take note of the user ID assigned to you


Activity Guide

Demonstration – instructor only (hands off)

Walkthrough – instructor leads and participants complete

exercise with instructor (hands on)

Exercise – Participants complete on their own

Challenge – Participants complete on their own


Activity Types

An online help tool that contains user procedures for completing

tasks in SMART

Used in training to perform a simulation of a SMART task or to

be used during an activity as a help guide

UPKs are also available after training on the SMART Training

website

UPKs are simulated to have the look and feel of SMART, but do

not impact the production environment. It is a safe way to

practice tasks that you perform in SMART.


User Productivity Kits (UPKs)

A short document that contains key concepts or steps involved

in a course

Can be content or system related

Available for all participants to use during training

Used after training for quick reference from the Training Portion

of the SMART website

Referenced as often as possible during training to indicate the

“handiness” of the material


Job Aids

Are conducted using the SurveyMonkey tool

Please complete a course evaluations for each new course that

you attend

Trainers also complete a course evaluation at the end of each

class


Course Evaluations


Questions

Course Objectives

Upon completion of the course, you will be able to:

Describe the State of Kansas Journal end-to-end journal process

List the roles involved in the journal process and explain how the roles fit

into the activities in journal processing

Define key journal terms and concepts

Complete journal related tasks in SMART

Lesson 1

Lesson Objectives

After completing this lesson, you will be able to:

Explain key terms for general ledger

Describe the State of Kansas Journal Process

List and describe the roles involved in the journal process

Lesson 1: Journal Entry Overview

Key Terms in the Journal Process General Ledger – The main accounting record of a business which uses

double-entry bookkeeping

Journal Date – The date of the journal transaction, resolves the accounting

period and fiscal year a transaction posts

Journal Entry – Summarized accounting entries from SMART Feeder

systems which are posted to the General Ledger. Also high-level reclass

accounting corrections.

Journal Header – The first page entered to create journal entries in general

ledger which includes the overall journal information such as the ledger, the

journal source, long and short descriptions, and more.

Journal Lines – Refers to each accounting line entered in General Ledger

Create Journal Entries consisting of appropriate ChartField and accounting values


Key Terms in the Journal Process Combination Edits – Defines rules about which ChartField values are

required in combination for accounting entries that are posted to the system

Budget Checking – Checks all journals against the applicable budgets,

including Appropriation, Cash and Agency Operating Budgets

Posting – Refers to the final step in the journal entry process. When a journal

is free of errors and approved by all parties it can be posted to the ledger.

Spreadsheet Journal Import – Enables you to enter journals offline using

Microsoft Excel and then import the journals into your PeopleSoft database. This

tool allows for quick entry and upload capability for journal entries.


Key Concepts in the Journal Process

The General Ledger in SMART is the module that contains the

accounting transactions that make up the accounting system of record

There are three ways that journals can be created in General

Ledger:

Journals are created through the Journal Generator process

Journals are entered online

Journals are uploaded using spreadsheet journal upload


Journal Process Roles

Kansas GL Processor: This role will be responsible for entering and

maintaining journals.

Kansas GL Approver: This role will be responsible for approving journals

in the workflow process before it goes to Accounts and Reports for approval.

Kansas GL Viewer: This role will be responsible for viewing the general

ledger data entered by other employees.


End-to-End Journal Process


General Ledger Workflow

Workflow is an automate process that takes a SMART transaction and routes

it to the next approver level to approve or deny. GL workflow governs the

journal entry approval (and denial) process.

GL workflow consists of processors and up to three pooled approval step

In pooled approval, all approvers are notified of a new transaction for

approval

Any one approver can approve the journal and it will advance to the next

approval step

At least one level of approval is required

Level 3 is required – Levels 1 and 2 are optional


State of Kansas Ledgers

The General Ledger contains multiple ledgers. Each ledger captures a

different type of financial data for a different purpose.

Kansas has a centrally maintained GL system. The Department of

Administration controls the official General Ledger for the State.

SMART uses modified-accrual accounting unlike the cash- basis ledger of

STARS.

The ACTUALS ledger serves as the primary ledger and reports the cash

balance in each fund, summarized subsystem journal entries, and journal

entries directly posted to the ACTUALS ledger.


State of Kansas Ledgers

A separate ledger is used for Statewide Comprehensive Annual Financial

Report (CAFR) reporting and year-end adjustments to comply with

Governmental Accounting Standards Board (GASB). Both the Primary and

Reporting ledger can be combined to satisfy reporting requirements.

Statistical codes are captured at the agency level and used to record

statistical information

Stat codes are entered via the GL Journal Entry screen or within a voucher

transaction. Some examples include floor space, full-time equivalent

workdays, shipment size, or generic units. The table of valid stat codes is

centrally maintained.


Lesson Summary

In this lesson, you have learned to:

List the basic key terms in the journal process

Describe the end-to-end journal process

List and describe the roles involved in the journal process

Explain the State of Kansas Ledgers


Lesson Checkpoint

1. List three ways that journals can be created in General Ledger:• • •

2. Most journals are created by processing accounting entries from the SMART modules using what?

3. True or False? The GL Viewer role will be responsible for approving journals in the workflow process before it is posted to the ledger.



Questions

Lesson 2

Lesson Objectives


Create a new journal entry in SMART

Enter control totals for a journal

Mark a journal as incomplete

Copy a journal using both the journal lines page and the Copy Journals

process

Modify a journal that has not been posted

Lesson 2: Creating a Journal Entry in SMART

Creating a New Journal Entry

Use the journal header page to enter overall information about the journal

entry

The header contains the information that uniquely identifies the journal

A single journal entry must be at least two lines in length because total

debits must equal total credits for a single journal entry

Journal entries must balance debits and credits by Fund and Budget Unit

The account numbers you enter here classify the nature of the transaction


Begin ActivitiesWe will now complete a walkthrough using a UPK: Creating and Editing a Journal Online

Begin ActivitiesWe will now complete Activity 1 – 2:

Creating a Journal Online in your Activity Guide

Saving a Journal with Incomplete Status

If you are not ready to submit a journal for approval, use the Save Journal

Incomplete Status checkbox

Once you return to the journal and complete your data entry, clear the

Save Journal Incomplete Status check box to allow the journal to move

through the approval process


Begin ActivitiesWe will now complete Activity 3: Completing a Journal Marked Incomplete in your Activity

Guide

Control Totals

Use control totals to monitor journal entry amounts

As you enter the journal lines, SMART displays a running total of the actual

debits, credits, and lines, as well as the net difference between the

amounts entered and the control totals

When you edit the journal and the control totals do not equal the actual

totals, SMART flags the journal as having errors

The journal errors need to be corrected before the journal entry can be

posted in SMART


Begin ActivitiesWe will now complete a walkthrough using a

UPK: Creating Control Totals

Begin ActivitiesWe will now complete Activity 4: Creating

Control Totals in your Activity Guide

Copying a Journal Entry

To avoid having to retype the same information, you can use an existing

journal as the basis for a new journal entry

You can copy posted or unposted journals and then change the header or

detail lines, as needed

There are two methods for copying a journal:

Use the Journal Entry page and choose the Copy Journal process

Use the Copy Journal page to run the copy process


Begin ActivitiesWe will now complete Activity 5 – 6: Copying

a Journal in your Activity Guide

Lesson Summary

In this lesson you have learned how to:

Create a new journal entry in SMART

Enter control totals for a journal


Copy a journal using both the journal lines page and the Copy Journals

process

Modify a journal that has not been posted



Questions

Lesson 3

Lesson Objectives


Explain the importance of spreadsheet journal uploads in SMART

List the requirements for importing spreadsheets journals into SMART

Demonstrate the steps to successfully import a spreadsheet journal

Lesson 3: Importing Spreadsheet Journals in SMART

Benefits of Using Spreadsheet Journals

Ease of keying large journals – speedier and more efficient.

Recurring or repetitive journals can be saved and easily updated for

changing dates and amounts.

The accounting data necessary to create a journal is oftentimes already in

an Excel spreadsheet and could easily be copied into the spreadsheet

template

Unlike online journal entry, there is no dropdown lists for ChartField values

and no validation against the database until the journal has been imported

and saved


Spreadsheet Journal Upload Process


File Requirements for Spreadsheet Journal Import

Three required files for Spreadsheet Journal Import (SJI): JRNL1.xls - Journal Workbook that is used to create and maintain

spreadsheet journals. You can create multiple journal workbooks with

different names.

GLLOG.xlt - Message Log Template is used to record information

about the SJI process. Do not move or change the name of this file.

JRNLMCRO.xla – Compiled Macro Sheet is used to control

information for the workbook. Do not move or change the name of this

file.


Importing a Spreadsheet Journal

After you create a file for import, you log into SMART and use the

spreadsheet journal import batch process to upload the file

The following are examples of error and warning messages that might be

logged during spreadsheet journal import:

Logs error if “NEXT” is not used where only “NEXT” should be used.

Logs journal header validation errors

Logs journal line validation errors

Logs message for skipped journal headers

Logs message for skipped invalid journals

After importing a journal from a spreadsheet, you must edit the journal

before viewing it



UPK: Uploading a Spreadsheet Journal

Begin ActivitiesWe will now complete Activity 7: Uploading a Spreadsheet Journal in your Activity Guide

Learning Checkpoint

1. List three benefits of using Spreadsheet Journal Import (SJI):• • •

2. At what point in the SJI process are journal entries validated for errors?

3. True or False? The SJI process requires no prior setup on your workstation.


Lesson Summary

In this lesson, you have learned:

Spreadsheet journal Import makes keying large journals faster

Spreadsheet Journal Import make keying recurring journals easier

Your agency technical staff must load all of the necessary files on your

workstation before you can import spreadsheet journals

The basic steps to importing a spreadsheet journal



Questions

Lesson 4

Lesson Objectives


Edit a journal using the Journal Edit batch process

Edit a journal online

View and correct journal entry errors

Approve journals for posting

Lesson 4: Processing Journals

Journal Edit Process

After a journal is entered in SMART, it must be edited before it can be

posted

The Journal Edit process ensures that the ChartField values are valid,

debits equal credits, and journal entries are flagged for posting to the

SMART general ledger

SMART has automatic batch processes that run each night to edit, budget

check and post journal entries to the general ledger

Editing journals entails entering a process request on the Edit Journals

Request page, and then activating a batch journal edit on the Process

Scheduler Request page


Begin ActivitiesWe will now complete Activity 8 – 9: Editing

a Journal Online in your Activity Guide

Begin ActivitiesWe will now complete Activity 10: Editing Journals Using a Batch Process in your

Activity Guide


UPK: Editing Journals Using a Batch Process

Errors in Journal Processing

After journals are entered and approved, they must be edited. Some examples of journal errors that must be corrected before a journal can post:

A journal entry cannot be posted if one or more of the following conditions

are true:

The accounting period is not currently open

Total debits do not equal total credits

Any control totals entered with the journal header do not match the

actual totals for the journal

One or more journal lines use inactive or invalid ChartFields as of the

journal date


Begin ActivitiesWe will now complete Activity 11: Vieiwing

Journal Errors in your Activity Guide

Begin ActivitiesWe will now complete Activity 12: Viewing

and Correcting Journal Entries in your Activity Guide

Approving Journals to Post

Approving a journal entry is defined as the process of evaluating that the

journal entry is correct and approving the transaction

An Approval Status effectively marks a journal for posting

Journal posting runs as a background process at night. If a journal needs

to be posted before the batch process runs, contact the Division of

Accounts and Reports for assistance.


Lesson Summary

In this lesson you have learned:

Edit a journal using the Journal Edit batch process Edit a journal online

View and correct journal entry errors

Approve journals for posting



Questions

Lesson 5

Lesson Objectives


View a journal status

Perform a Ledger Inquiry

Perform a Journal Inquiry

Drill down from Journal Inquiry and review an existing journal

Lesson 5: Reviewing Journals in SMART

Reviewing JournalsYou have several options in SMART for reviewing journals. You can:

View a journal status using the Review Journal status page




Inquire on one or more journals and check their status using the Journal

Inquiry page


Journal Statuses

Throughout the end-to-end journal process, your journal will move through several statuses.

StatusCode

Status Description

N Edit Required Journal has not been edited; therefore, cannot be posted

E Errors Journal has been edited and contains errors.

V Valid Journal has passed editing and is ready to be posted

P Posted Journal has been posted to the ledger(s)

I Incomplete Posting incomplete – repost ASAP

T Journal Incomplete Journal is incomplete and is to be bypassed in processing


Begin ActivitiesWe will now complete Activity 13:

Performing a Ledger Inquiry in your Activity Guide

Begin ActivitiesWe will now complete Activity 14 – 15:

Performing a Journal Inquiry in your Activity Guide

Lesson Summary

In this lesson you have learned how to:

View a journal status







Questions

Closing the Day

Use the following resources

SMART Training Website http://da.ks.gov/smart/training.html

SMART Training Team Contact us at [email protected]

SMART materials Review, Review, Review your SMART materials after

training!!

Resources Available

http://da.ks.gov/smart/training.html

mailto:[email protected]

Questions

Evaluation

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Documents

Welcome to GL330: Processing Journal Entries. Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you