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

1. The Create/Update Journals Entries search page displays.  Enter existing search criteria or select Add a New Value to create a new value. If it did not automatically populate, enter or select the business unit in the Business Unit field. Note:  Because you are setting up the model for the standard journal entry, you do not want to leave 'NEXT' in this field.
2. Select the Add button.
3. The Create/Update Journal Entries page displays. The Header tab displays journal header information that uniquely identifies a journal, such as business unit, journal ID, and journal date.  This page also contains options for setting, adjusting and reversing entries.
4. Enter an appropriate description in the Long Description field, e.g. 'Printing Fees'.
5. Enter or select 'ACTUALS'  in the Ledger Group field.
6. Enter ‘ONL’ in the Source field.  This is the code used for manual journal entries.
7. Use the SJE Type drop-down button to select Model -- Do Not Post.
8. When the Header page is complete, select the Lines tab.

9. The Lines page displays. Use it to record the transaction lines that comprise the journal. Add valid values to make up a valid ChartString:
   1. Enter or select the appropriate account in the Account field.
   2. Enter or lookup the appropriate operating unit in the Oper Unit field.
   3. Enter or lookup the appropriate fund in the Fund field.
   4. Enter or lookup  the appropriate department in the Dept field.
   5. Enter or lookup the appropriate class in the Class field.
   6. Enter the journal entry amount in the Amount field.
   7. Enter or lookup the appropriate state purpose in the State Purpose field
10. Use the Lines to add and enter the number of lines as needed. Select the plus [+] icon to add lines.
11. Make sure to add the off-setting item(s) to balance the Journal.
12. Select the Save button.

13. A message pops up that the Journal is saved. Select OK.
14. Select the Process drop-down menu to Edit Journal and select the Process button to run the Budget Check and check if your ChartStrings are valid.

15. A few confirmation message boxes appears in succession; 
    1. Select OK to acknowledge that the journal has been saved; the message box disappears.
    2. Would you like to wait for confirmation that the Edit process has completed? Select Yes.
    3. Then select OK to acknowledge that the journal that you have created is an SJE model journal. The message box disappears.

Navigation: General Ledger > Journals > Standard Journals > Define Standard Journals

1. The Define Standard Journals search page displays. Enter existing search criteria or select Add a New Value to create a new value. Select the Add button.
2. The Define Standard Journals page displays.  Use it to define the standard journal that becomes the high-level key for all journal entries generated using this definition. Enter a brief description of journal that you want to create in the Description field.
3. In the SJE Detail section, add the following information;
   1. Use the SJE Type drop-down button to select the SJE type. SBCTC will use ‘Recurring on a Schedule.’
   2. Enter a meaningful description of the standard journals to be created in the Description field.
4. Under Model Journal, enter or lookup;
   1. The Journal ID field to enter or select the ID of the model journal that you created earlier.  
   2. Enter or select the appropriate date that the model journal was created into the Journal Date field.
5. Under the Standard Journal, enter or select;
   1. Journal name, i.e. PRINTING.
   2. Document Type, i.e. ONL-JRL.
   3. Select the checkboxes for Allow Lines to be Modified and Save Journal Incomplete Status.
6. Under Create Standard Journals, enter the following information;
   1. Use the Schedule drop-down button to select the processing frequency for the SJE, i.e. Monthly
   2. Use the From Date and the To Date fields to define the time range of the SJE entries, i.e. 15th of the Month.
   3. Optional if you want to add lead days to have the journal entry ready for creation each month, use the Journal Creation Lead Days field to enter the number of days in advance of the journal date that you want the standard journals to be ready for creation.
7. Select Save.

Navigation: General Ledger > Journals > Standard Journals > Create Standard Journals

1. The Create Standard Journals run control ID search page displays. Enter an existing Run Control ID or use the Add a New Value tab on the Create Standard Journal page to add a new value. Select the Add button.
2. The Create Standard Journals Request page displays. Use it to specify the parameters for running the SJE process.
3. Use the Process Frequency drop-down button to select the processing frequency. SBCTC will use ‘Always.’
4. Enter or select the Business Unit in the Unit field.
5. Enter or lookup the From SJE and the To SJE fields to define the journal range of the SJE entries.
6. Enter a brief description of the processing request in the Description field.
7. Select the Recalculate Budget Date checkbox to create a standard journal entry with a budget recalculation.
8. Select the Run button.

9. The Process Scheduler Request window displays. Select the OK button to run the Standard Journal Entry (process GL_SJE). The updated Create Standard Journals Request page displays. Note the Process Instance number. For more information on this process, please refer to QRG Process Scheduler/Process Monitor for instructions