Journal Entry

Creating a journal entry extract pulls a specific set charges to be exported to a financial system. When you create an extract, the selected charges will be locked and will no longer be editable or deletable. You can specify:

• The type of charges to extract – You can elect to extract all costs or only a specific type of costs, such as work order labor costs or utility costs.
• The regions to extract costs from – You can elect to extract costs from all regions at once or costs from only one specific region. For example, large universities can use this feature to extract costs separately for each campus.

To create a journal entry extract:

1. Click CREATE EXTRACT.

   The Add Journal Entries page opens.

2. In the Stamp with Accounting Period field, select the accounting period (month and year) that will be associated with this extract.

3. In the Transaction Date From field, specify a date.

   Charges that were entered on or after this date and have not yet been extracted will be included in this extract. You cannot specify a date in the future

4. In the Transaction Date Through field, specify a date.

   Charges that were entered on or before this date and have not yet been extracted will be included in this extract. You cannot specify a date in the future.

5. In the Region to extract field, select ALL to extract costs from all regions or select a region to extract only costs associated with a particular region.

6. In the Cost Types to Pull field, select a value.

   • ALL – Charges from all transaction types will be extracted.
   • SELECT – The dialog box expands allowing you to select the individual types of transactions you want to extract charges from.

7. Click CREATE.

The journal extract is created and the journal extract records are displayed. The extract name indicates the date and time the extract was created and any region specified.

• If a the values you specified would result in an extract containing more than 50,000 records, the extract will fail. To fix this, roll back the extract and create an extract with a shorter time frame or a smaller set of costs.
• If the Switch Debit/Credit for negative values field was set to Yes on the System Configuration and Accounts page, charges that pull as negative values will have the Debit and Credit accounts switched and the value changed to be positive on journal extract records. This is to accommodate general ledgers that do not allow negative values.
• If the Require matched invoices to extract material items field was set to Yes on the System Configuration and Accounts page, all material items that do not have matching invoice and receipt entries are not included in the extract.
• If validation is enabled when an extract is created, journal entries where the account strings were not valid and active at the time of the transaction are flagged in red. Clicking an invalid entry opens a dialog box providing more information about the error.

The following information is displayed for each extract record.

• Row – the sequential extract row number

• JC Type – the type of transaction

• Amount – the amount of the transaction

• Debit Account – the debit account the amount is charged to

• Credit Account – the debit account the amount is charged to

• Transaction Date – the date on which the charge occurred

• WO Number – the ID of the work order on which the charge occurred

• Issue Number – this field is reserved for future implementation

• Details – click this link to open the Journal Extract Details dialog box and view details about the journal entry record including a link to the work order, the cost source, and a field that allows you to enter adjustment comments

You can roll back (undo) the journal extract, if needed. You might do so if you accidentally specified the wrong extract parameters or if you need to correct errors.

If you see errors that need to be corrected, you must roll back the extract before you can correct them since running the journal extract locks the charges and prevents them from being edited. Once you have corrected any errors on the work orders, you can re-run the extract.

To roll back an extract:

1. Click ROLLBACK EXTRACT.

   A dialog box opens asking you to confirm your choice.

2. Click OK.

If you are satisfied with the contents of the extract, you can export them to a CSV file that can be imported into your third-party accounting system. When you create an export, the charges are stamped with an export date. To create an export:

1. Click EXPORT TO GL.

   The contents of the extract are saved to a CSV file. You can open or save the file.

2. To open the file and examine it, click Open.

   The file is opened in an application that can read CSV files, for example, Microsoft Excel, so you can examine its contents.

You can roll back (undo) the journal export, if needed. You might do so if you review the CSV file and see errors. Rolling back the export removes the export date from the charges. You can re-run the export if needed.

To roll back the export:

1. Click ROLLBACK EXPORT.

   A dialog box opens asking you to confirm your choice.

2. Click OK.

Each time you create an extract, it is stamped with the extract date and optional region. You can view any of the previous extracts that have not been rolled back.

To view a previous extract:

1. In the Previous Extract Dates field, select the extract you want to view.

   The records in the extract appear. You can roll back the extract or create an export file, if needed.