Viewing Unbalanced Journal Entries
Purpose: Use this document as a reference to view balanced and unbalanced Journal Chartfield totals.
Audience: Finance or Business Office 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.
Key Takeaway: You should have a Debit and Credit with the same the ChartString, except for the GL Account number. A correction should have two lines; debit and a credit.
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
- Select the Find an Existing Value tab.
- Select in the Business Unit field - Enter in the desired information into the Business Unit field.
- Select in the Journal ID field - Enter the desired information into the Journal ID field. Use additional criteria to refine results.
- Select the Search button. Select on the link from the search results.
- The Header page displays information that uniquely identifies a journal entry.
- Select the Lines tab.
- On the Lines tab review the Totals section located at the bottom. The Journal Total Debits should equal Total Credits.
- Select the Totals tab.
- The Totals tab page displays. Select the View All / View 1 to review all Fund totals.
The Totals tab is checking for the Debits and Credits of the Fund (but also may look at other Chartfields).
- Section complete.
- Select the Find an Existing Value tab.
- Select in the Business Unit field - Enter in the desired information into the Business Unit field.
- Select in the Journal ID field - Enter the desired information into the Journal ID field. Use additional criteria to refine results.
- Select the Search button. Select on the link from the search results.
- The Header page displays information that uniquely identifies a journal entry. Select the Lines tab; notice the Journal Status is E = Error.
- Select the Totals tab.
- The Totals tab displays the unbalanced Chartfields.
The Focus is on the Fund but will include other Chartfields if out of balance.
Notice the "NET" highlighted below which represents the out of balance amount(s). Please return to the Lines tab to make necessary corrections.
- Section complete.
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