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Financial statement work paper preparers will submit adjusting entries to General Accounting for processing using a journal entry template. The template is an Excel spreadsheet that facilitates uploads to PeopleSoft.
When preparing your adjusting entries, ensure that all required chartfield values are valid. Do not use any special characters in the header or the template such as &, <, >, ", and ' or the entry will fail.
Save the Excel spreadsheet, located at 998adj-entry-template.xls, to your drive prior to entering any data. After opening the spreadsheet click on Tools menu -> Protection and click unprotect.
After entering the data, save your spreadsheet with the same name as your Journal ID and e-mailed as an attachment to 998adj@admin.ufl.edu.
Data may be entered on the spreadsheet using chartfield values as described below. Please do not add or delete any columns.
Required Chartfield Input Columns:
| Column | Description | Entry |
|---|
| B | Unit | UFLOR (all CAPS) |
| C | Ledger | ACTUALS (all CAPS) |
| D | Dept ID | 8 digit department ID |
| E | Fund | 3 digit Fund ID |
| F | Program | 4 digit Program ID |
| G | Account | 6 digit Account number
| Account numbers are divided into eight categories, indicated by the first digit of each series as follows: |
| 1 - Assets | 5 - Non-Operating Revenue |
| 2 - Liabilities | 6 - Payroll Expenses |
| 3 - Equity (Do not use) | 7 - Operating Expenses |
| 4 - Operating Revenues | 8 - Non-Operating Expenses |
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| H | Source of Funds | Required ONLY for funds: 171, 201, 209, 213, 910 |
| I | Budget Ref | CRRNT (all CAPS) |
| J | Dept Flex | Required ONLY for funds: 131, 143, 192, 251, 301, 331, 901 |
| M | *Proj Unit | This is the same as the PC Business Unit. Proj Unit is required for Sponsored Research funds (201, 209, 211, 212, 213) and Construction funds (5xx). Use GRANT and CONST, respectively. (all CAPS) |
| N | *Project | 8 digit Project ID. This is ONLY required for Sponsored Research and Construction funds. |
| O | *Activity | Always "1" for Sponsored Research. For Construction, the Activity will vary depending on the project. |
| S | *Analysis | Required for all Revenue and Expense lines in the Research and Construction funds. Use GLR for Revenue lines and GLE for Expense lines. |
| U | Amount | Dollar amount of the transaction.
| Account Type | To Increase | To Decrease |
| Asset | Debit (+) | Credit (-) |
| Liability | Credit (-) | Debit (+) |
| Revenue | Credit (-) | Debit (+) |
| Expense | Debit (+) | Credit (-) |
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| V | Budget Date | 06/30/05 |
| X | Description | Description of specific line. Can be user defined up to 30 characters. PS will default to the name of the Account if field is not populated. |
* Field is required for Sponsored Research and Construction Funds.
Required Header Information:
| Line | Description | Entry |
|---|
| 1 | Business Unit | UFLOR |
| 2 | Journal ID | Format: XXNNN0nnnn, where XX = WP Ref, NNN = Fund ID, 0 = Reversal indicator (Default use is 0; R would show a reversal of last year's entry), nnnn = sequential number.
For example, the first journal ID for the E&G - Campus, fund 101, would be EA10100001 if it is not a reversing entry. If the first entry is a reversing entry, the number would be EA101R0001. (Note: Reversing entries are input by UAS only.) |
| 3 | Journal Date | 06/30/05 |
| 4 | Ledger Group | ACTUALS |
| 5 | Source | UPL |
| 6 | User ID | UFID of Preparer |
| 7 | Reason | Short statement of reason for adjustment |
A list of valid chartfield values can be searched by navigating to:
Set up Financials Supply/Chain ->
Common Definitions ->
Design Chartfields ->
Define Values ->
Chartfield Values
Additional information including Chartfields, Department IDs, Program Codes and Definitions and Required ChartFields for various Funds are located at http://www.bridges.ufl.edu/ledger/ under Additional Resources for Chartfields.
If you have additional questions, please send e-mail to 998adj@admin.ufl.edu or call 392-1326.
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