Create Journal

This article will outline the process for Creating a Journal in Workday. This process takes the place of the previous Journal Entry Requests spreadsheet that was previously submitted to finance to process. This process is for moving actual spend across your department or multiple departments. If you are needing to adjust budgets directly, see the Budget Amendment article.

This process will automatically check for budget availability at the Ledger account level (formerly the 3-digit Account level). If there is not enough budget, it will be returned to you and you can insert comments and resubmit to allow for it to be manually approved.

  1. To begin, from the Workday homepage, search for Create Journal and select the Create Journal task.

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  1. Set the following parameters:
    • Ledger: Primary Ledgers > Abilene Christian University: Actuals
    • Accounting Date: as appropriate (typically the current date)
    • Journal Source: Manual Journal
    • Balancing Fund: FD0000 Balancing Fund
    • Memo: the reason for moving funds

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  1. Click Continue.
  2. Enter the Fund, Cost Center (previously Organization), Spend Category (expense dollars, previously Account) or Revenue Category (revenue dollars), and Campus. This should populate the Function and Lifetime Values.

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Note: The order of these columns can be customized to make things easier for you. See this article for details: Customizing Columns.

  1. Set Ledger Account according to the Parent of the Spend Category, which you can see by clicking the three dots on the appropriate category.
  2. For Revenue Category, use Revenue Categories by Heirarchy by clicking on the three dots.

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  1. Enter how much money you're moving. A debit will increase your expenses and a credit will decrease your expenses. A debit will decrease your revenue and a credit will increase your revenue.Uploaded Image (Thumbnail)
  2. Enter the reason for moving the funds in the Memo fields
  3. Add any attachments (invoices, notes, etc.) as necessary.
  4. Click Submit.

The Journal will then be routed to check for budget availability and to the appropriate Budget Analyst for approval. Once all approvals have been made, the journal entry will post.

 

Making a Transfer From a Restricted Fund Into an Operating Account

Follow steps 1 through 3 as above, then continue here.

  1. For your restricted fund (Gift/Designated) go to the appropriate column for Gift or Designated and add the fund number. (For gifts you will need to type in GIFT plus the fund number. Type in DF plus the fund number for designated funds) This should fill in the Fund, Cost Center and Function columns for you.
  2. For your Ledger Account for your restricted account type in 8200 for Transfer out. The Spend Category will be Transfers Out – Temporary Budget. (You can type in Transfers and hit enter and it will give you a list to choose from)
  3. Fill in your amount in the debit column and insert a description in the Memo.
  4. For your operating side, you will add FD1000 for the Fund, your Cost Center and your Function. For your ledger account type in 8100 for Transfers In. You will put in Transfers in – Temporary Budget in the Revenue Category column. Fill in your credit
    amount and Memo.
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