Welcome

1. Welcome GL 205Processing Journal Entries

2. Ground Rules Silence cell phones, PDAs, refrain from checking email Ask Questions Refrain from side conversations Take breaks as needed Obey building safety rules and regulations

3. Learning Objectives After completing this course you should be able to: Create, Validate, Approve, and Post Journals. Use Journal Entry Tools Process Intra- and Inter-Agency Journals Create Standard Journals. Inquire Upon Journals and Ledgers. Run General Ledger Reports. Explain the scope of SFS General Ledger (GL) training. Locate additional training materials, job aids, and other useful information.

4. Training Methodology • Training Steps: • Tell Me – Facts, Concepts, Terms, Definitions. • Show Me – Relevant Demonstrations of Process Steps. • Let Me – Hands-on practice in User Productivity Kit (UPK) and Live Environment. • Help Me – Facilitator Support. • Training Materials: • Course Presentation. • UPK Simulations. • Training Exercises and Data Sheets. • User Guide and Job Aids.

5. Agenda SFS GL Terms & Concepts Entering, Validating, and Submitting Journals Using Journal Entry Tools Processing Intra- and Inter-Agency Journals Processing Standard Journals Inquiring and Reporting Upon Journals SFS GL Learning Path and Resources

6. SFS GL Terms & Concepts In this lesson, you should learn: Key SFS General Ledger terms and concepts. Key SFS General Ledger process changes. Key SFS General Ledger ChartField values.

7. SFS GL Terms & Concepts Key Terms and Concepts

8. SFS GL Terms & Concepts Process Changes (1 of 4)

9. SFS GL Terms & Concepts Process Changes (2 of 4)

10. SFS GL Terms & Concepts Process Changes (3 of 4)

11. SFS GL Terms & Concepts Process Changes (4 of 4)

12. SFS GL Terms & Concepts • At the transactional level, the SFS Chart of Accounts is comprised of two elements: • General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data. • Chartfields – Codes used to categorize financial and budget transactions. • Statewide chartfield segments include Department, Program, Fund, Account (CAS Object code). • Agency-specific chartfields include Operating Unit and Product. • The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course. • More details about the SFS Chart of Accounts may be obtained at: • Chart Of Accounts

13. Entering, Validating & Submitting Journals In this lesson, you should learn: How to enter and validate journals How to inquire upon combination edit rules How to submit journals for approval How to approve journals How to review journal statuses

14. Entering, Validating & Submitting Journals The basic steps of the SFS General Ledger process are depicted below.

15. Entering, Validating & Submitting Journals A Journal Entry, or “journal”, in SFS is used to record financial transactions directly to the General Ledger, including to transfer spending or revenue between programs, accounts, funds, or other categories either within or between agencies. Journals may be subject to differing levels of workflow approval, dependent on their origin or chartfield combinations. The resulting financial transactions are posted in the modified accrual ledger and, as appropriate, the cash ledger.  Agencies and OSC may also post Journals to accrual adjustment ledgers to support financial reporting needs. According to Generally Acceptable Accounting Principles (GAAP), journals are entered using a double-entry system, where debits equal credits.

16. Entering, Validating & Submitting Journals Transactions Entering and validating journals Inquiring upon combination edit rules Submitting journals for approval Approving journals Reviewing journal statuses

17. Learning Exercise 10 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you. Navigation Refresher You have been asked to find a journal entry. You must search for a Journal ID.

18. Learning Exercise 20 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you. Entering and validating a journal You have been asked to enter a journal to record a revenue transfer. You must create a journal.

19. Learning Exercise 20 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you. Entering and validating a journal You have been asked to enter a journal to record a revenue transfer. You must create a journal.

20. Using Journal Entry Tools In this lesson, you should learn: How to create Speed Types How to enter journals using Speed Types How to reverse journals How to copy journals How to print journals How to delete journals

21. Using Journal Entry Tools Speed Types are shortcut codes that are used to speed up journal entry by automatically populating pre-defined ChartField combinations. Journals can be reversed to correct errors and make necessary adjustments. Reversals can be made by creating a new reverse journal entry, or by copying an existing journal.

22. Using Journal Entry Tools Transactions Creating Speed Types Entering Journals Using Speed Types Reversing Journals Copying Journals Printing Journals Deleting Journals

23. Learning Exercise 15 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you. Entering journals using Speed Types You have been asked to enter a journal to reclass undistributed revenue to actual revenue accounts in SFS. You must create a journal.

24. Processing Intra- and Inter-Agency Journals In this lesson, you should learn: How to enter Intra-Agency journals How to enter Inter-Agency journals

25. Processing Intra- and Inter-Agency Journals Intra-Agency - GL journal between Funds Inter-Agency - GL journal between Business Units

26. Processing Intra- and Inter-Agency Journals Transactions Entering Intra-Agency Journals Entering Inter-Agency Journals

27. Learning Exercise 15 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you. Entering Intra-Agency Journals You have been asked to enter an Intra-Agency journal to reclass expenditures between Funds. You must create a journal.

28. Creating Standard Journals In this lesson, you should learn: How to create and identify model journals How to define standard journals How to review standard journals

29. Creating Standard Journals • Standard journal entries (SJEs) enable the user to automate the entry of similar or identical journals. • There are two types of SJEs in use in SFS: • Recurring – any entry that is periodically generated according to a schedule, such as monthly rent, lease payments, and depreciation • Template – a data-entry model for other journals that can automatically be reproduced on a fixed schedule, or use on request

30. Creating Standard Journals Transactions Creating/identifying model journals Defining standard journals Reviewing standard journals

31. Learning Exercise 15 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you. Defining recurring standard journals You have been asked to define recurring journal parameters monthly using a model journal. Define the parameters to create standard journals.

32. Inquiring and Reporting Upon Journals In this lesson, you should learn: How to resolve budget check errors How to run a report in General Ledger How to inquire upon journals How to inquire upon ledgers

33. Inquiring and Reporting Upon Journals Budget check errors found during the Journal Edit process must be resolved before the journal can be submitted for approval. SFS has a number of ledgers:

34. Inquiring and Reporting Upon Journals Transactions Resolving budget check errors Running a report in General Ledger Inquiring upon journals Inquiring upon ledgers

35. SFS GL Learning Path and Resources In this lesson, you should learn: The SFS GL training structure. Where to find training materials and resources.

36. SFS GL Learning Path and Resources SFS GL Training Structure

37. SFS GL Learning Path and Resources Location of Training Materials and Class Preparation Aids

38. Summary Having completed this course, you should now be able to: Create, Validate, Approve, and Post Journals. Use Journal Entry Tools Process Intra- and Inter-Agency Journals Create Standard Journals. Inquire Upon Journals and Ledgers. Run General Ledger Reports. Explain the scope of SFS General Ledger (GL) training. Locate additional training materials, job aids, and other useful information.

39. Conclusion Thank you for your participation!

40. Slides for Agency Use (Arial, Font 36) • Agency specific Heading (Arial font 24) • Topic 1. (Arial Font 20) • Topic 2. • Topic 3. • Topic 4. • Topic 5.

41. Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines) • In this lesson you should learn: (Arial font 24) • Topic 1. (Arial Font 20) • Topic 2. • Topic 3. • Topic 4. • Topic 5.

42. Slides for Agency Use (Type Topic here) Agency Specific Key Terms and Concepts (Arial Font 24)