Posting a Manual Journal Entry

Purpose:  Use this document as a reference to post a manually created journal entry that is already in posting status with Posting status of V and Budget status of V.

Audience: Financial Staff.

You must have at least one of these local college managed security roles:

  • ZZ GL Journal Entry

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Note:  This is referring to when a journal is already created.  The following is also assuming the journal has been Submitted for Approval if that is a business practice of the college. The below is an example of a supervisor who receives a journal that is ready to post.

Posting a Manual Journal Entry

Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries

  1. The Create/Update Journal Entries search page displays. Select the Find an Existing Value tab.
  2. Enter Business Unit.
  3. Enter additional Search Criteria to identify your journal.
  4. Select the Search button.
  5. The Header tab displays. If review is necessary, select each of the remaining tabs - Lines, Totals, Errors, or Approval.
Head Tab
  1. When ready to to post, select the Lines tab.
  2. If there are no errors and the Journal Status = "V" and the Budget Status = "V", go to the *Process drop down menu and select "Post Journal".
  3. Select the Process button.
  4. A confirmation window displays asking if you are sure you want to post this journal. Select the OK button.
Lines tab with Valid valid status. Select Post Journal and Process

Depending upon your college business approval work flow, you may receive a message that the journal is not approved yet. Select the OK button. From the *Process drop down menu, select the Submit Journal option and select the Process button.

warning message journal is not approved yet
  1. After the Journal Posting process is complete, the Journal Status will be "P" = Posted and Budget Status will be "V" = Valid.
Journal is posted and valid
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

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