Welcome to GL330: Processing Journal Entries

1. Welcome to GL330:Processing Journal Entries

2. Welcome • First Things First Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later Two breaks and a one hour lunch are planned Bathrooms / Snacks

3. Welcome • Icebreaker Get to know your fellow Trainers and Drivers!

4. Training Materials Overview

5. Training Materials Overview • Participant Guide • Produced in Microsoft Word • Contains key concepts, processes, and task information required to complete a user’s role in SMART • Process flows and screenshots of the SMART system are included • This is a great reference to use after training!

6. Training Materials Overview • Concept Slides • Used to help the Trainer facilitate the course materials • Produced in Microsoft PowerPoint • Contains key content and graphics • Generally used at the beginning or end of each Lesson

7. Training Materials Overview • Business Process Flows • Used to present the flow of either business processes or information within SMART

8. Training Materials Overview • Activity Guide • Produced in Microsoft Word • Contains a scenario for each activity completed in the training database • Provides data that you must enter for the exercise • Organized by classrooms and users • Take note of the user ID assigned to you

9. Training Materials Overview • Activity Types • Demonstration – instructor only (hands off) • Walkthrough – instructor leads and participants complete exercise with instructor (hands on) • Exercise – Participants complete on their own • Challenge – Participants complete on their own

10. Training Materials Overview • User Productivity Kits (UPKs) • An online help tool that contains user procedures for completing tasks in SMART • Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide • UPKs are also available after training on the SMART Training website • UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART.

11. Training Materials Overview • Job Aids • A short document that contains key concepts or steps involved in a course • Can be content or system related • Available for all participants to use during training • Used after training for quick reference from the Training Portion of the SMART website • Referenced as often as possible during training to indicate the “handiness” of the material

12. Training Materials Overview • Course Evaluations • Are conducted using the SurveyMonkey tool • Please complete a course evaluations for each new course that you attend • Trainers also complete a course evaluation at the end of each class

13. Training Materials Overview • Questions

14. Course Objectives Upon completion of the course, you will be able to: • Describe the State of Kansas Journal end-to-end journal process • List the roles involved in the journal process and explain how the roles fit into the activities in journal processing • Define key journal terms and concepts • Complete journal related tasks in SMART

15. Lesson 1

16. Lesson 1: Journal Entry Overview • Lesson Objectives After completing this lesson, you will be able to: • Explain key terms for general ledger • Describe the State of Kansas Journal Process • List and describe the roles involved in the journal process

17. Lesson 1: Journal Entry Overview • Key Terms in the Journal Process • General Ledger – The main accounting record of a business which uses double-entry bookkeeping • Journal Date – The date of the journal transaction, resolves the accounting period and fiscal year a transaction posts • Journal Entry – Summarized accounting entries from SMART Feeder systems which are posted to the General Ledger. Also high-level reclass accounting corrections. • Journal Header – The first page entered to create journal entries in general ledger which includes the overall journal information such as the ledger, the journal source, long and short descriptions, and more. • Journal Lines – Refers to each accounting line entered in General Ledger Create Journal Entries consisting of appropriate ChartField and accounting values

18. Lesson 1: Journal Entry Overview • Key Terms in the Journal Process • Combination Edits – Defines rules about which ChartField values are required in combination for accounting entries that are posted to the system • Budget Checking – Checks all journals against the applicable budgets, including Appropriation, Cash and Agency Operating Budgets • Posting – Refers to the final step in the journal entry process. When a journal is free of errors and approved by all parties it can be posted to the ledger. • Spreadsheet Journal Import – Enables you to enter journals offline using Microsoft Excel and then import the journals into your PeopleSoft database. This tool allows for quick entry and upload capability for journal entries.

19. Lesson 1: Journal Entry Overview • Key Concepts in the Journal Process • The General Ledger in SMART is the module that contains the accounting transactions that make up the accounting system of record • There are three ways that journals can be created in General Ledger: • Journals are created through the Journal Generator process • Journals are entered online • Journals are uploaded using spreadsheet journal upload

20. Lesson 1: Journal Entry Overview • Journal Process Roles • Kansas GL Processor: This role will be responsible for entering and maintaining journals. • Kansas GL Approver: This role will be responsible for approving journals in the workflow process before it goes to Accounts and Reports for approval. • Kansas GL Viewer: This role will be responsible for viewing the general ledger data entered by other employees.

21. Lesson 1: Journal Entry Overview • End-to-End Journal Process

22. Lesson 1: Journal Entry Overview • General Ledger Workflow • Workflow is an automate process that takes a SMART transaction and routes it to the next approver level to approve or deny. GL workflow governs the journal entry approval (and denial) process. • GL workflow consists of processors and up to three pooled approvalstep • In pooled approval, all approvers are notified of a new transaction for approval • Any one approver can approve the journal and it will advance to the next approval step • At least one level of approval is required • Level 3 is required – Levels 1 and 2 are optional

23. Lesson 1: Journal Entry Overview • State of Kansas Ledgers • The General Ledger contains multiple ledgers. Each ledger captures a different type of financial data for a different purpose. • Kansas has a centrally maintained GL system. The Department of Administration controls the official General Ledger for the State. • SMART uses modified-accrual accounting unlike the cash- basis ledger of STARS. • The ACTUALS ledger serves as the primary ledger and reports the cash balance in each fund, summarized subsystem journal entries, and journal entries directly posted to the ACTUALS ledger.

24. Lesson 1: Journal Entry Overview • State of Kansas Ledgers • A separate ledger is used for Statewide Comprehensive Annual Financial Report (CAFR) reporting and year-end adjustments to comply with Governmental Accounting Standards Board (GASB). Both the Primary and Reporting ledger can be combined to satisfy reporting requirements. • Statistical codes are captured at the agency level and used to record statistical information • Stat codes are entered via the GL Journal Entry screen or within a voucher transaction. Some examples include floor space, full-time equivalent workdays, shipment size, or generic units. The table of valid stat codes is centrally maintained.

25. Lesson 1: Journal Entry Overview • Lesson Summary In this lesson, you have learned to: • List the basic key terms in the journal process • Describe the end-to-end journal process • List and describe the roles involved in the journal process • Explain the State of Kansas Ledgers

26. Lesson 1: Journal Entry Overview • Lesson Checkpoint • List three ways that journals can be created in General Ledger: • Most journals are created by processing accounting entries from the SMART modules using what? • True or False? The GL Viewer role will be responsible for approving journals in the workflow process before it is posted to the ledger.

27. Training Materials Overview • Questions

28. Lesson 2

29. Lesson 2: Creating a Journal Entry in SMART • Lesson Objectives After completing this lesson, you will be able to: • Create a new journal entry in SMART • Enter control totals for a journal • Mark a journal as incomplete • Copy a journal using both the journal lines page and the Copy Journals process • Modify a journal that has not been posted

30. Lesson 2: Creating a Journal Entry in SMART • Creating a New Journal Entry • Use the journal header page to enter overall information about the journal entry • The header contains the information that uniquely identifies the journal • A single journal entry must be at least two lines in length because total debits must equal total credits for a single journal entry • Journal entries must balance debits and credits by Fund and Budget Unit • The account numbers you enter here classify the nature of the transaction

31. Begin Activities We will now complete a walkthrough using a UPK: Creating and Editing a Journal Online

32. Begin Activities We will now complete Activity 1 – 2: Creating a Journal Online in your Activity Guide

33. Lesson 2: Creating a Journal Entry in SMART • Saving a Journal with Incomplete Status • If you are not ready to submit a journal for approval, use the Save Journal Incomplete Status checkbox • Once you return to the journal and complete your data entry, clear the Save Journal Incomplete Status check box to allow the journal to move through the approval process

34. Begin Activities We will now complete Activity 3: Completing a Journal Marked Incomplete in your Activity Guide

35. Lesson 2: Creating a Journal Entry in SMART • Control Totals • Use control totals to monitor journal entry amounts • As you enter the journal lines, SMART displays a running total of the actual debits, credits, and lines, as well as the net difference between the amounts entered and the control totals • When you edit the journal and the control totals do not equal the actual totals, SMART flags the journal as having errors • The journal errors need to be corrected before the journal entry can be posted in SMART

36. Begin Activities We will now complete a walkthrough using a UPK: Creating Control Totals

37. Begin Activities We will now complete Activity 4: Creating Control Totals in your Activity Guide

38. Lesson 2: Creating a Journal Entry in SMART • Copying a Journal Entry • To avoid having to retype the same information, you can use an existing journal as the basis for a new journal entry • You can copy posted or unposted journals and then change the header or detail lines, as needed • There are two methods for copying a journal: • Use the Journal Entry page and choose the Copy Journal process • Use the Copy Journal page to run the copy process

39. Begin Activities We will now complete Activity 5 – 6: Copying a Journal in your Activity Guide

40. Lesson 2: Creating a Journal Entry in SMART • Lesson Summary In this lesson you have learned how to: • Create a new journal entry in SMART • Enter control totals for a journal • Mark a journal as incomplete • Copy a journal using both the journal lines page and the Copy Journals process • Modify a journal that has not been posted

41. Training Materials Overview • Questions

42. Lesson 3

43. Lesson 3: Importing Spreadsheet Journals in SMART • Lesson Objectives After completing this lesson, you will be able to: • Explain the importance of spreadsheet journal uploads in SMART • List the requirements for importing spreadsheets journals into SMART • Demonstrate the steps to successfully import a spreadsheet journal

44. Lesson 3: Importing Spreadsheet Journals in SMART • Benefits of Using Spreadsheet Journals • Ease of keying large journals – speedier and more efficient. • Recurring or repetitive journals can be saved and easily updated for changing dates and amounts. • The accounting data necessary to create a journal is oftentimes already in an Excel spreadsheet and could easily be copied into the spreadsheet template • Unlike online journal entry, there is no dropdown lists for ChartField values and no validation against the database until the journal has been imported and saved

45. Lesson 3: Importing Spreadsheet Journals in SMART • Spreadsheet Journal Upload Process

46. Lesson 3: Importing Spreadsheet Journals in SMART • File Requirements for Spreadsheet Journal Import • Three required files for Spreadsheet Journal Import (SJI): • JRNL1.xls - Journal Workbook that is used to create and maintain spreadsheet journals. You can create multiple journal workbooks with different names. • GLLOG.xlt - Message Log Template is used to record information about the SJI process. Do not move or change the name of this file. • JRNLMCRO.xla – Compiled Macro Sheet is used to control information for the workbook. Do not move or change the name of this file.

47. Lesson 3: Importing Spreadsheet Journals in SMART • Importing a Spreadsheet Journal • After you create a file for import, you log into SMART and use the spreadsheet journal import batch process to upload the file • The following are examples of error and warning messages that might be logged during spreadsheet journal import: • Logs error if “NEXT” is not used where only “NEXT” should be used. • Logs journal header validation errors • Logs journal line validation errors • Logs message for skipped journal headers • Logs message for skipped invalid journals • After importing a journal from a spreadsheet, you must edit the journal before viewing it

48. Begin Activities We will now complete a walkthrough using a UPK: Uploading a Spreadsheet Journal

49. Begin Activities We will now complete Activity 7: Uploading a Spreadsheet Journal in your Activity Guide

50. Lesson 3: Importing Spreadsheet Journals in SMART • Learning Checkpoint • List three benefits of using Spreadsheet Journal Import (SJI): • At what point in the SJI process are journal entries validated for errors? • True or False? The SJI process requires no prior setup on your workstation.