Downloading Large Journals into an Excel Spreadsheet
Purpose: Use this document as a reference to download data lines from large journals (such as payroll journals) to an Excel spreadsheet. Previously, a user was limited to the number of lines appearing in their view of the journal.
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 when editing a journal or after a journal is posted. Find the journal to be downloaded.
- Select the Find an Existing Value button. Enter or lookup the Business Unit.
- 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.
- Select the Search button.
- Select the journal to download from the search results and the Journal header tab displays.
- Select the Lines tab.
- Select the Download to Excel button.
- All lines of the journal will either download you can save them to your computer.
- 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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