General Ledger Journal Entries (GLJE)

This document provides information on all of the financial processing streams that post to the GL; these are referred to as interfaces.

This section is presented by category (module or in the case of a direct posting to the GL, the interface type) and provides the following information:

  • Interface process name and interface owner (unit responsible for processing the transactions)
  • Journal mask reference (the unique identifier on the journal number)
  • Processing frequency indicates the timing of the transaction processing - the processing targets may vary at times due to the reliance on external suppliers, peak processing periods, and other unforeseen circumstances
    Note: It is the responsibility of the interface owner to advise Financial Services if they have not met their processing target dates. Financial Services will in turn communicate this information via the FS-bulletin, so that users of the information are aware of the processing lag.
  • What the transactions represent
  • End user support documentation provides a description of the supporting documentation that the end user should have on file, and the applicable portions of the description in the module that cross reference back to the users supporting documentation - the descriptions are examples of what may be in the details of the transaction
    Note: We have noted where there are current system issues or problems. 

Understanding the Interface Points and the Level of Detailed Information

Financial interfaces, that ultimately impact the GL, can occur at various points in processing, and occur at the following points:

  • External Order Contracts. These external vendor files are received and interfaced to the AP module. The AP module (including this information) then interfaces to the GL module. Therefore the detailed information is contained within the AP module.
  • Modules that represent subsidiary ledgers process transactions at the detailed level within the specific module and then interface to the GL module (e.g., AP and AR). Therefore the detailed information is contained within the AP and AR modules.
  • Other processing modules also interface with the GL (e.g., Cashier and the HCM payroll system). Therefore the detailed information is contained within these specific modules.
  • Many users on campus also run their own internal billing applications in support of their business (e.g., Bookstore and TRG). These applications interface directly to the GL; therefore, the detailed information is contained at the GL level.
  • Many units on campus process large volume and regular/standard journals via the interface process (e.g., indirect cost recovery allocations and endowment spending allocations). These entries are processed via the interface mechanism and interface directly to the GL; therefore, the detailed information is contained at the GL level.

Reporting Outputs

The most detailed level of transaction description occurs within the module where the original processing takes place (e.g., AR) or at the first interfacing point (e.g., the GL for Bookstore). Drills or queries to the originating module will provide the most level of detail. Reports will provide various levels of detail depending upon the type of report and the user specifications for the specific report (note there are often limitations due to field lengths available within the report formats).