Adding Comments to a Journal Header

Purpose: Use this document as a reference to add comments on the header page, including already Posted journals.

Audience: Finance or Business Office Staff.

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

  • ZZ GL Journal Entry

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

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

This can be done at the creation of a journal or when editing a journal.  The below is after a journal has been retrieved for editing.

  1. Select the Find an Existing Value tab. Enter or lookup the Business Unit.
  2. To find an existing Journal entry, enter or look up by the following search criteria to refine results. For example:
    • Enter or lookup the Journal ID.
    • Enter or lookup the Journal Date by a specific date or between a time frame.
    • Enter or lookup by the Journal Header Status list. Use the drop down arrow to view options.
    • If you are not sure what the journal status is, select the blank value from the list. This way, the search returns the journal regardless of its header status - Select the (null) list item.
    • If you know the EMPLID user, you can search by Entered By.
  3. Select the Search button.
  4. The Header page displays information that uniquely identifies a journal entry.
  5. You can add comments to your journal to provide supporting documentation
    1. Select the Comments hyperlink and the Journal Entry Comments window displays.
      1. Enter your comment.
      2. Select the OK button. The parenthetical number indicates the number of comments for the journal.

The Comment field has a 254 character limit.

Create/Update Journal Entries page on the Header tab. The Comments hyperlink is selected and highliighted with the Journal Entry Comments window in the foreground. The Comments field and OK button are highlighted.
  1. The Create/Update Journal Entries page displays.
  2. Select the Save button.
  3. 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

View the external link to Adding Comments to a Journal Voucher. This link will open in a new tab/window.

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