Overview
This section provides an overview of the PeopleSoft Journal Input Record Definition, including details and guidelines for entering and processing journal entries within UCSF’s General Accounting system.
PeopleSoft Journal Header - Input Record Definition
| Field Name | Length | Column Positions | Comments/Issues |
|---|---|---|---|
| Record Type | 1 | 1 | 'H' indicates a Journal Header record |
| Business Unit | 5 | 2- 6 | Required field; Input value of 'SFCMP' or ‘SFMED’ or ‘SFFDN’ |
| Journal ID | 10 | 7-16 | Required field; assigned by Accounting Office |
| Journal Date | 8 | 17-24 | Required field; format is MMDDYYYY |
| Ledger Group | 10 | 25-34 | Input value of 'BUDGETS' or 'ACTUALS' (Note: If this is a recharge journal use 'ACTUALS'.) |
| Ledger | 10 | 35-44 | Input value of 'BUDGETS' or 'ACTUALS' (Note: If this is a recharge journal use 'ACTUALS'.) |
| Reversal Code | 1 | 45 | Indicates whether automatic reversal should occur and, if so, on what basis. Possible values are: B - Reverse at begin of next period E - Reverse at end of next period D - Reverse upon a user defined date N - No reversal (default) |
| Reversal Date | 8 | 46-53 | If Reversal Code is 'B' or 'E' process will set this value; if Reversal Code is 'D' input must carry a valid date; format is MMDDYYYY |
| Source | 3 | 54-56 | Required field; assigned by Accounting Office |
| Transaction Reference Number | 8 | 57- 4 | Required for recharge journals. Use the approval number assigned by the Budget Office. |
| Description | 30 | 65-94 | Required |
| CPFM JE | 1 | 95 | Blank for non-CPFM, ‘Y’ for CPFM |
| Journal Class | 10 | 96-105 | Blank |
| Filler | 53 | 106-158 | Blank |
PeopleSoft Journal Detail Line - Input Record Definition
| Field Name | Length | Column Positions | Comments/Issues |
|---|---|---|---|
| Record Type | 1 | 1 | 'L' indicates a Journal Detail Line record |
| Business Unit | 5 | 2-6 | Required field; Input value of 'SFCMP' or ‘SFMED’ or ‘SFFDN’ |
| Journal Line Number | 6 | 7-12 | Not required; will default to sequential number preceding indicating position after header |
| Ledger | 10 | 13-22 | Input value of 'BUDGETS' or 'ACTUALS' (Note: If this is a recharge journal use 'ACTUALS'.) |
| Account | 5 | 23-27 | Required field for 'SFCMP' or ‘SFFDN’, must be valid Account |
| Alternate Account | 8 | 28-35 | Required field for ‘SFMED’; must be valid Alternate Account |
| Fund Code | 5 | 36-40 | Blank or valid Fund |
| Department ID | 6 | 41-46 | Blank or valid DeptID |
| Project ID | 7 | 47-53 | Blank or valid Project ID |
| Activity Period | 2 | 54-55 | Blank or valid Activity Period |
| Function | 2 | 56-57 | Blank or valid Function |
| Flex Field | 6 | 58-63 | Blank or valid Flex Field |
| Program Code | 5 | 64-68 | Blank |
| Monetary Amount | 16 | 69-84 | Required; format as +999999999999.99 where '9' represents any numeric character, '+' represents the appropriate sign and '.' indicates that the decimal point is required |
| Statistic Amount | 16 | 85-100 | Blank |
| Journal Line Reference | 10 | 101-110 | Input of Purchase Order Number, Sub-PO or Reference Number |
| Journal Line Description | 30 | 111-140 | Required Description |
| Open Item Key | 30 | 141-170 | Required field for Open Item Account |
| CPFM Reference 1 | 20 | 171-190 | Blank or valid CPFM Reference 1 |
| CPFM Reference 2 | 15 | 191-205 | Blank or valid CPFM Reference 2 |
| Affiliate | 5 | 206-210 | Blank |
| Filler | 30 | 211-240 | Blank |