GL Journal Entry Creation and Workflow - Presented by General Accounting Resources - Table of Contents

Oct 22, 2026

Uploaded by Jasmine

This guide explains how to create and process GL journal entries in an electronic workflow supported by PeopleSoft and document imaging. It outlines why journal entries are created, how debits and credits must balance, and the five account types and their normal balances. It then describes the journal entry workflow for submitting journals with scanned PDF supporting documentation, the roles of Creator, Department Approver, and intermediate/final approvers, and the operational benefits for speed, approval control, and records retention.

LanguageEnglish

CategoryResearch & Report

FormatPDF

Pages40

Reading Time1 h 41 min

AccessFree to download

Table of Contents

Introduction to Journal Entry

Journal Entry Workflow

Work list

Creating a Journal Entry

Additional Items

References

GL JOURNAL ENTRY CREATION AND WORKFLOW PRESENTED BY GENERAL ACCOUNTING RESOURCES General Accounting Email genacctg@central.UH.EDU WEBSITE: [www.uh.edu/finance](www.uh.edu/finance) Finance Training website: Training > Financial Test and Training System> Financial Test and Training System Log On> People Soft Credentials Account List: [www. uh.edu/finance ](www. uh.edu/finance -References-Account)[ -References-Account](www. uh.edu/finance -References-Account) List JPM Chase – Detailed Cash-Check Deposit Procedures: [https://www.uh.edu/office-of-finance/references/detailed-cash-check-deposit-procedures.pdf](https://www.uh.edu/office-of-finance/references/detailed-cash-check-deposit-procedures.pdf) [JPM Chase](JPM Chase) – [Business Unit ID](Business Unit ID) ( [BUID](BUID)) & Transaction Division ID (TDID) List: [https://www.uh.edu/office-of-finance/accounting-services/bank-reconciliations-endowment](https://www.uh.edu/office-of-finance/accounting-services/bank-reconciliations-endowment)accounting/chase---buid--tdid.xlsx ACCOMPANYING ONLINE CLASSES Cash Deposit and Security Procedures Credit Card Accounting Credit Card Processing Credit Card Data Security Table of Contents 1. Introduction to Journal Entry ……………..……………………………………………………………Page 4 2. Journal Entry Workflow……………………………………………..…………………………………....Page 5 3. Work list................................................................................................................. Page 8 4. Creating a Journal Entry…………………………………....................................................Page 12 􀁸 Header Tab……………………………………………............................................Page 12 􀁸 Lines Tab………………………………………………………………………………...….……Page 13 􀁸 Documents Tab...........……………...........................................................Page 14 􀁸 Approval Tab….…………………………………................................................Page 20 5. Additional Items 􀁸 Notify……………………………………………………………………………………………..……Page 23 􀁸 Add to Favorites…………………………………………………………………………..……...Page 24 􀁸 Copying a Journal………………………………………………………………………..……….Page 25 􀁸 Deleting a Journal………………………………….………………………………..….….……Page 26 􀁸 Creating a 1074 Report……………………………………………………………….….……Page 27 􀁸 Errors…………………………………………………………………….................................Page 31 􀁸 Encumbrance Journals.............................................................................. Page 34 6. References 􀁸 GL Journal Checklist………………………………….………………………………………...Page 36 􀁸 Local Fund Equity Non-Mandatory Transfers………………………….…..…...…Page 37 􀁸 State Fund Equity Non-Mandatory Transfers………………………….……….….Page 38 OBJECTIVES The objectives of this workshop are as follows: 􀂙 How to Create Journals Cash Deposits Credit Card Deposits Corrections Reallocations 􀁸 Current Year 􀁸 Prior Year Encumbrances 􀂙 How to Locate Journal Entries 􀂙 How to Copy Journals 􀂙 How to Create a 1074 Report 􀂙 Budget Errors INTRODUCTION TO JOURNAL ENTRY Why do we create journal entries? Journal entries are created to record the University’s business transactions. These transactions are posted to the general ledger. The General Ledger (GL) records all account activity for the University (i.e. assets, liabilities, fund equity, revenues, and expenses) . The balances in the ledger become financial statements. A journal will always have a debit side and a credit side and they must always be in balance. What are Debits and Credits? Debits and Credits are often characterized as either a positive or negative number but in reality adebit or a credit characterizes the type of account being used. There are five types of accounts used in accounting. They each have either a debit or credit balance, which is known as its normal balance. The normal balances for each account are as follows: | Account Type | Normal Balance | Example | | --- | --- | --- | | Revenue Accounts | Credit (-) | Sales Revenue (Account 4XXXX

FAQs

Why are journal entries created in the university system?

Journal entries record the university’s business transactions and post them to the general ledger. Ledger balances then roll into financial statements.

What is the key rule for debits and credits in a journal entry?

A journal entry must always have both a debit side and a credit side, and they must be in balance.

How does GL Journal Workflow submit journals and supporting documents?

Departments create journals in PeopleSoft, upload supporting documentation, and attach it as scanned PDF files. Journals are submitted electronically through an approval path to General Accounting.

Oct 22, 2026

Uploaded by Jasmine