Tips:

Creating Transfer Journals

Transfer Journals (TFR) are a type of Actuals Journal that move amounts from one chart string to another within the University Chart of Accounts, as defined by university policy. They enable movement of live funds between major units of the University and between select fund types. Transfer Journals should not be confused with Budget Journals. They do not adjust the budget; but like all actuals they do affect budget balance.

Contents

Navigate to the NU Actuals Journals

Select Transfer Journal from the list of journals

Consider this scenario. Professor Smith is conducting theatre research with graduate students from the Theatre and Drama PhD program. To support the research effort, the School of Communication Deans office uses a transfer journal to move $1000.00 from a gift to a designated project managed by Professor Smith.

You may click Create Journal instead of Create Journal Via Wizard if you would like to limit data entry to one page.

  1. Select Internal Sales Journal.
  2. Click Create Journal via Wizard.

Result: the journal appears in a new window (below).

Step 1: Check the journal date

The purpose of Step 1 is to select the Journal Date.

The Journal Date determines the accounting period in which the journal will post. The default is todays date and the current period. You may back-date the journal only if the prior period is still open. This may be the case during the first few days of each month. For example, in early September, you may change the Journal Date to August 30th. Do so only if the journal truly belongs in the prior months financial activity. You may future-date the journal to fall within an accounting period that is not yet open and extend the time to gather approvals. If you do, the journal will not post until the period opens.

You may click Close to exit and close the journal without saving it in the system.

  1. Enter the Journal Date.
  2. Click Next.

Step 2: Enter a description

The purpose of Step 2 is to enter the reason for the transfer.

You may click Previous to return to Step 1 and change the Journal Date.

  1. Enter a reason for the journal.
  2. Click Next.

Result: Step 3 appears (below).

Journal Rules

At the top of Step 3 are Journal Rules that provide guidance for completing the journal.

  1. Only accounts in the 8 series are allowed on the journal.
    •   Transfer account codes come in matched pairs, where one is for the expense and the other is for revenue.
    •   The most commonly used account codes are 88801 (expense) and 88802 (revenue).
    •   Refer to the Guide to Accounts on the Accounting Services website if for other allowable transfer account numbers.
  2. Grant (6XX) and Agency (7XX) fund numbers are not allowed on the journal.
  3. Debits and credits on the journal must balance.
    • Finally, rules 4 and 5 make it possible for non-accountants to use the journal successfully.
  4. Use Rule 4 to increase accounts.
  5. Use Rule 5 to decrease accounts.

Step 3: Enter the giving chart string and amount

It is a best practice to enter the giving chart string and information on Line 1.

  1. Enter the chart string that is giving the amount (and incurring the expense).
  2. Enter the transfer account for the expense.
  3. Enter the increase in expenses with a positive sign (debit).
    • Note: You are following Rule 5 To increase expenses, enter a positive amount (debit).

Step 4: Enter the recipient chart string and amount

It is a best practice to enter the recipient on Line 2.

To delete a journal line, click the Select box corresponding to th eline, then click Delete Selected Lines.

  1. Click Insert Line. Result: Line 2 appears.
  2. Enter the recipients base chart string.
  3. Enter a transfer account code for revenue.
  4. Enter the increase in revenue with a negative sign (credit).
    •   Note: You are following Rule 5 To increase revenue, enter a negative amount (credit).

Step 5: Attach supporting documents

You may attach scanned electronic documents, if required from Approvers, for the transaction.

  1. Click Attach. Result: The File Attachment dialog appears.
  2. Click Browse. Result: A browser appears that enables you to locate the scanned file on your computer.
  3. Browse to and select the scanned file.
  4. Click Open > Upload. Result: The document is attached and the file name appears (as shown above).
  5. You may click View to see the document in a new window and verify.

Step 6: Validate the journal

  1. Click Next. Result: NUFinancials performs two validations and displays the results (next page).
    •   A 10-digit Journal ID appears after the journal is saved.
    •   NUFinancials confirms that the chart string has a budget. If so, Budget Status is valid. If not, Budget Status is invalid.
    •   NUFinancials evaluates the journal and the chart string itself. If the journal is valid and the chart string properly formed, Journals Status is Valid. If not, Journal Status is Error.
      • Refer to Troubleshooting for Actuals Journals for help with Error statuses.

Step 7: Submit the journal to workflow

  1. Click Submit to Workflow. Result: a confirmation appears (shown next page), and the journal appears in the approval inbox(es) of the approver(s) associated with every chart string on the journal.

Confirmation

A message appears confirming that the journal was submitted to workflow.

  1. Click Close to close the new window that opened when you started the journal. OR
  2. Click Search Page to lookup the journal with your NetID.

Summary

Start on the NUPortal or in NUFinancials by selecting the journal type.

What happens next?

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