Actuals Journals

Below you will find steps on how to find, modify, copy, check status, troubleshoot or delete actuals journals.

How to search for a journal:

    Log into NUFinancials and navigate to NavBar > Navigator > NU Actuals Journal > Add/Update Actuals Journal.
    Use the Find an Existing Value tab.
    In the Journal Date field, use the drop-down arrow to choose "greater than or equal to" and select a recent date on the calendar.
    Type your NetID in Submitter box and click Search.
    Journals that you have submitted will be listed.
    In Search Results table, click Journal Status and/or Budget Status header to sort and find journals not posted.


For further information on different ways to search for journals, please navigate to the following link and look for the document "Searching for Actuals Journals Training Guide (document)":

https://learn.northwestern.edu/Saba/Web_spf/PRODTNT074/common/learningeventdetail/curra000000000001900

How to review the approval path of a journal:

    Once you find the journal that you want to review in the Search Results box, click on the Journal ID hyperlink to open the journal.
    Within the Journal Information box, click on the hyperlink to the right of Workflow Status.
    You can see which approval levels have already occurred and which approvals are still pending in case you need to contact the next approver.


How to copy an existing, posted, incomplete, denied or deleted journal in the NUPortal:

    Perform Actuals Journal Search for the journal.
    Click on the Journal ID hyperlink to open the journal.
    Click Copy at the bottom of the screen.


How to modify chartstring, amount, or account code on a Denied, Pending Approval or Incomplete journal (within same accounting period):

    Perform Actuals Journal Search for the journal.
    Click on the Journal ID hyperlink to open the journal.
    Click Modify button on bottom.
    Edit as desired.
    Save and Submit journal.

How to modify the Journal Date (to the correct fiscal year or change an accounting period) on a Denied or Incomplete journal:

    Perform Actuals Journal Search for the journal.
    Click on the Journal ID hyperlink to open the journal.
    Click Copy at the bottom of the screen (this will copy data into a new journal).
    Enter correct journal date.
    Complete 90 day justification, if applicable.
    Save and Submit journal (this will create a new journal ID).
    Delete the original journal (instructions below).


How to troubleshoot Actuals Journals

In some instances, you may create an actuals journal and get a returned status of Valid or Errors.  Errors must be resolved before submitting the journal.  For help with troubleshooting errors, please navigate to the following link and look for the document "Troubleshooting for Actuals Journals Reference (document)":

https://learn.northwestern.edu/Saba/Web_spf/PRODTNT074/common/learningeventdetail/curra000000000001900


How to request journal deletion on an Incomplete, Denied or Pending Approval journal:

    Perform Actuals Journal Search for the original journal.
    Click on Journal ID hyperlink to open the journal.
    Click Modify, then Delete at the bottom of the screen.


Once a journal is deleted, either by request or through the monthly purge of actuals journal entries that were not approved through workflow and posted prior to the 5pm cutoff (per the NUFinancials General Ledger Closing Schedule), you will still be able to locate it.


Notes:  In Pending Approval, Denied or Incomplete status, there is a Modify and Copy button; In Deleted or Approved to Post status, there is a Copy button.



Keywords:modify journal copy check status troubleshoot delete date pending search approval chartstring actuals   Doc ID:68811
Owner:TSS Tier 2 .Group:Northwestern
Created:2016-11-16 16:57 CSTUpdated:2018-03-07 16:28 CST
Sites:Northwestern
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