journal_upload.xlsm

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3	Journal Upload Procedures:
4	(Dept uploads JE in M-Pathways)
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6	Step 1	~Open the Excel upload loader file located on Financial Operations website at https://docs.google.com/spreadsheets/d/1E8JsYUmuej2Awd-qa01e43ZGqNteNhDE/export?format=xlsm
7		~When prompted select ' Enable Macros', this will enable you to use the features of the template for creating a load file (*.dat file type).
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9	Step 2	~Begin the journal by completing the Journal Header information on the first available row in the Excel upload template (Row 3). Please note that the grayed area should not be filled.
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12	Required fields are in bold
13		Column Name	Field Instructions	Sample Content
14		Record Type: (H)	This field tells the loader program that the row contains either header information (H) or line information (L). For the header, we populate the field with the letter 'H'.	H
15		Journal ID	Enter 'NEXT' which tells M-Pathways to assign the next available number as the Journal ID.	NEXT
16		Journal Date	The date of the journal transaction in MM/DD/CCYY format. This date should be for the current open period.	2/8/2008
17		Source	A code used to identify the source (school, college or unit) of the Journal Entry. Your department should have a source assigned to it (i.e. MED for Medical School).	MED
19		Transaction Reference Number	A 10 character alphanumeric value representing a user defined reference to the transaction.	PCARD
20		Journal Description	A description of the journal transaction and should tell the full story of what is happening. This line allows 254 characters.	Tsf Lab Supplies to correct transposition error.
21		Journal Requester Uniqname	This is the uniqname of the person that requested the journal entry and can answer questions regarding this Journal.	mmmi
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23	Step 3	~Continue to the next available row in the Excel upload template (Row 4). For each line of the journal entry, you have to place a 'L' for line in column A and complete a new row according to the field instructions below.
24		Please note that the gray area should not be filled.
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27		Column Name	Field Instructions	Sample Content
28		Record Type: (L)	This field tells the loader program that the row contains either header information (H) or line information (L). For each line, populate the field with the letter 'L'.	L
29		Account	A code used to record and summarize financial transactions such as assets, liabilities, fund balances, revenues, expenses, statistics or budget accounts.	616650
30		Fund Code	A code used to identify the source of funds and intended use of the funds.	52000
31		Department	A code that identifies each academic or administrative unit that has programmatic, operational and fiscal (including budgetary) responsibility.	688180
32		Program Code	A code identifying a group of related activities, cost centers, revenue centers, responsibility centers and academic programs. These activities may occur within a single department or across multiple departments.	13321
33		Class	A code used to group related activities directed towards the accomplishment of a set of common identifiable objectives or purposes.	92320
34		Project/Grant	A code used to accumulate financial information on a set of activities over a limited time span. Used for contracts and grants, construction projects and unit-defined projects.	C459157
35		Monetary Amount	The dollar amount associated with a financial transaction or chart of account balance.	$7,404.35
36		Journal Line Reference	A 10 character alpha numeric reference for a journal line assigned by a user.	P1234567
37		Line Description	A textual description of the journal line. Cannot be more than 30 characters.	Tsf PCD1234567 12/07
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39	Step 4 - Multiple Journals
40		~For Multiple Journals, simply start the next journal under the previous one by placing a 'H' and following it with the 'L' s for the lines you have. There is no limit to how many Journals you have on one file.
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42	Step 5	After completing the journal line rows, export the journal information into a data file (.dat file type). Select the Add-in tab and select Journal Uploads then Export. A standard "Save As" dialog box will appear allowing you to specify
43		location and file name to use when creating the file. Select a location where you will keep your journal data file and name your file something short, easy to remember, and free from special characters or punctuation marks.
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45	Step 6	Load the .dat file into M-Pathways.	See Upload a Journal Entry (JE) Data File job aid in My Linc.
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47	Step 7- Print Option
48		~To generate a printable view of a selected upload, simply click on the H cell of the journal you wish to print and from the Journal Uploads drop-down menu, select 'Print'. For upload files that have multiple Journal IDs, you will need to
49		do this step for each journal desired to be printed.
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