Tips:

Correct a Posted Agency Journal

How do you correct an Agency Journal (AGY) that was previously approved and posted to the General Ledger with a mistake in it?

Corrections are a three-step process for which the journal creator is responsible.

You must have the Original Journal ID of the journal to be corrected. Find it on the GL008 Revenue and Expense Activity Report in the period the transaction was posted to the General Ledger or in NUFinancials Budget Inquiries.

Step 1: Find and copy the original posted journal

Search for the original journal from the NUPortal or from NUFinancials. It is not necessary to copy the original journal, but it is recommended in order to see the original charges to be reversed. From the Actuals Journal Search on the NU Portal, or from the Journal Search in NUFinancials, search for the original journal using the Journal ID from the GL008 or other source.

Graphic: the Journal Search page

  1. Enter the original Journal ID.
  2. Click Search. Result: NUFinancials opens a new window and displays the original journal. Scroll down to find the Copy button.

Graphic: the Copy button on the journal page

  1. Click Copy. Result: a new journal is created, an editable copy of the original.

Step 2: In the copy, reverse the mistakes of the original journal

Graphic: the Journal Purpose, Original Journal Detail, and Reason/Description secions of the journal page

  1. In Journal Purpose, click Correction Agency Journal.
  2. In Original Journal Detail, enter the Original Journal ID and press <Tab>. Result: The Posted Date of the original journal appears.
  3. In the Reason / Description field, explain the correction.

Reverse the signs of the amounts.

If the original journal had some lines that were correct, delete them before proceeding. In Journal Lines, reverse the signs of amounts on the incorrect lines to zero-out the amounts.

Graphic: the Lines section of the journal page prior to reversing the amounts

  1. Reverse the sign on the first line and type REVERSAL in the Reference field. The example is below.
  2. Reverse the sign on subsequent line(s) and type REVERSAL in the Reference field(s). The example is below.

Graphic: the Lines section of the journal page after reversing the amounts

Validate and submit the journal to workflow.

  1. Verify that Total Debits equal Total Credits. The journal must balance.
  2. Click Save & Edit.
  3. Click Save & Submit.

The approvers of each chart string review and approve the reversal. The word "REVERSAL" appears with the transaction on the GL008 Revenue and Expense Activity Report.

Step 3: Create a new Agency Journal (AGY)

Create a new Agency Journal (AGY) that records the transaction correctly. For help with that procedure, refer to Creating Agency Journals.

Summary

Why not use one journal to both reverse the mistake and settle the transaction?