How to Prepare, Edit, and Submit Recharge Journals in PeopleSoft (Source Code 555)

This job aid provides step-by-step instructions on preparing a Source Code 555 Direct Recharge journal in PeopleSoft. See a complete list of recharge source codes and recharge contacts (opens in new window) for details on other Source Codes used for Recharge journals at UCSF.

About Recharge Journals

Campus departments use a variety of products or services to perform their activities. When these support services are provided by other organizational units within the University, the providing units charge a fee for their services. The University provides an internal mechanism for charging organizational units for the cost of providing these support services. This ‘Recharge’ mechanism allows the service department to recover expenses incurred in providing products or services based on an approved recharge rate. Recharge Journals should be used for internal charges only. Do not use Recharge Journals to record external sales transactions to the public (fee-for-service). For external sales, please submit Sundry Debtor Invoices (opens in new window) to General Accounting or use Source Code 535 Journals.

This guide discusses the step-by-step preparation of a Source Code 555 or Direct Recharge journal. See a complete list of recharge source codes and recharge contacts (opens in new window) for details on other Source Codes used for Recharge journals at UCSF.

How to Log into PeopleSoft and Navigate to the Create/Update Journal Entries Page

  1. Log into MyAccess (opens in new window) (not shown). Scroll down to locate and select PeopleSoft Financials from the application menu. If you have set MyAccess to display "Favorites", you may need to change to "All Apps" or search for PeopleSoft.
  2. Click on the General Ledger tile, then on the Create/Update Journal Entries tile . The Create/Update Journal Entries page displays.

How to Begin a New Recharge Journal

  1. Enter the correct Business Unit (defaults to the Business Unit set in your PeopleSoft System Profile) .
  2. Enter a Journal ID , using the UCSF preferred "XXABCYYYY" format, where:
    • XX = the fiscal period of the journal (e.g., 01, 02, 03)
    • ABC = your specific 3-character Journal Preparer ID
    • YYYY = a sequential numbering scheme of your choosing

    Overwriting the default of NEXT allows you to locate your entered journals on the Find an Existing Value tab. Using this preferred method, you can easily change the Journal ID search to contain your Journal Preparer ID ("ABC") to quickly find any journal you have created.

  3. Enter the correct Journal Date (defaults to current) .
    • During the first five (5) business days of a month, you may enter dates in the previous month. Make sure to allow time for journal approval, ensuring the journal posts before month-end close.
    • You may enter a date in a future period and save your journal, but you cannot edit or submit it until the period of the selected date opens.
  4. Click the Add button .

How to Prepare the Header Tab for a Recharge Journal

On the Header tab enter the following information:

  1. Long Description (required) – enter a description that adequately describes the purpose of the journal .
  2. Ledger Group – should be ACTUALS .
  3. Source - enter 555 .
  4. Reference Number - enter the recharge or costed central activity project number assigned by Budget and Resource Management .
  5. Attachments – Click to attach documents as necessary to support the nature and amounts of the journal , then follow the attachment instructions in the next section of this guide. Recharge departments are required to keep supporting documentation in their files.
  6. Lines - Click the Lines tab to enter the financial information for the journal .

How to Attach Supporting Documentation on the Header Tab

  1. Click the Attachments (x) link from the journal header tab (x = the number of attachments that have been uploaded to this journal) to attach all supporting documentation that corroborates the journal, which may include: reports from MyReports or another subsystem; email correspondence detailing the journal requirement; and/or any other relevant documents supporting the amount and nature of the journal entry .
  2. Click the Add Attachment button from the Journal Entry Attachments pop-up .
  3. Click the Choose File or Browse button (depending on browser configuration) from the File Attachment pop-up .
  4. Browse for the file you want to attach, select it, and click the Open button. (not shown)
  5. Click the Upload button on the File Attachment pop-up .
  6. Enter a Description of the uploaded document (optional) .
  7. Repeat steps 2-6 for all other files to be attached, then click OK when done to return to the journal entry screen .

How to Enter Financial Information on the Lines Tab

  1. Click on the Lines tab to enter the financial information on the journal :
  2. For both debit(s) and credit(s), enter the appropriate chartstrings: Business Unit / Account / Fund / Dept ID / Project / Act Period / Function / Flexfield. Enter the SpeedType (if applicable) , OR enter the appropriate Chartstring information .
    • For the debit (positive amount) or expense side of the journal, enter the proper 5xxxx Account , along with all other relevant department chartstrings. The correct expense chartstring is provided by each customer to appropriately record the allowable recharge amount for the product or service rendered.
    • For the credit, or revenue side of the journal (negative amount),
      • Account  is either:
        • 74200 - Internal Recharge Revenue (most common), or
        • 74250 - Costed Central Activity Revenue (less common; examples include police service, accounting, and HR service center charges)
      • Fund  is usually one of the following:
        • 5018, 5030 - Sales & Service Other
        • 5500 - Renewal and Replacement Reserves
      • Dept ID is the Recharge Dept ID
      • Project  is the Recharge Project ID in the following ranges:
        • 8000000-8499999 - Recharge
        • 8800000-8999999 - Recharge (Costed Central Activity)
      • Function  is the function for the recharge operation
    • Enter the appropriate Amount for each line . (see instructions in the screenshot captions for adding additional lines)
  3. Scroll over to the far right of the screen, where you can enter data in two optional fields :
    • Reference is an 8-character field. If your journal line is correcting a previous journal entry, enter the original Journal ID.
    • Journal Line Description is a 30-character field where you may override the default Account description in order to provide a description of this transaction which will display on the Transaction Detail Report in MyReports.
  4. After entering all lines, Total Debits must equal Total Credits and the Journal Status should be N (not edited) . If not, the mismatch must be corrected.
  5. Save the journal before moving on to the next step .

How to Edit a Recharge Journal

The Edit Journal process must be run prior to submitting any journal, and ensures that:

  • All chartfield combinations are valid
  • The journal date is in an open period
  • Total Debits equal Total Credits
  1. Click the Process drop-down menu and select Edit Journal .
  2. Click the Process button and wait until the edit process completes .
  3. If there are errors, the Journal Status will display “E” () and the lines in error will be marked with an “X” ().
    • If you have an error status but no lines are marked in error, this is most likely because Total Debits do not equal Total Credits, or because the Journal Date is in a closed period.
    • For lines marked with “X”, go to the Errors tab to review the error description . Refer to the Combo Edit Quick Reference Guide for more information regarding valid chartfield combinations.
  4. When the errors are corrected, click the Save button .
  5. Re-run the Edit Journal process by repeating steps 1-2.
  6. When the Edit Process is successful and there are no errors, Journal Status is set to V (Valid), and the journal can now be submitted for approval .

How to Submit a Recharge Journal for Approval and Monitor Approval Status

  1. Change the Process drop-down menu to Submit Journal .
  2. Click the Process button .
  3. Click on the Approval tab to view the Approval Status and list of approvers . The journal will be in the first approver’s Worklist until action is taken.
  4. Click the Notify button at the bottom of the page if you wish to notify the Approver via email .
  5. Return to the Approval tab at any time in the journal cycle to see the current step of the approval process .

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