Tips:

Searching for Actuals Journals

How do you find journals that you or your colleagues created previously? Use the Actuals Journal Search on the NUPortal or in NUFinancials. You can see journals created by anyone. You can modify journals that you create.

Contents

Search from the NUPortal

Search in NUFinancials

Navigate to the Actuals Journal Search on the NUPortal

From the NUPortal, click Financials > Accounting.

Graphic: the Actuals Journal Search pod on the NUPortal.

The NUPortal hosts an abbreviated journal search. Five parameters enable basic searches: Journal ID, Journal Date, Submitter, Journal Header Status, and Budget Header Status. The middle set of fields are Operators, which default with the value "equal to." Enter values in the blank fields provided, and click Search.

Hot Tip! Avoid clicking Search without first entering criteria.

Search for a journal with the Journal ID

This search is convenient when you have the Journal ID at hand, whether from an NUFinancials budget inquiry or from a Cognos report, such as the GL008 Revenue and Expense Activity Report.

# Parameter Operator Action
1 Journal ID equal to Enter the Journal ID in the blank provided.
2 Search N/A

Click Search. Result: The NUFinancials Journal Search page opens in a new window (shown below).

Graphic: the Journal Search page in NUFinancials.

Search for all journals that you created (or all recent journals that you created)

This search is convenient to monitor the progress of all your journals. If you create many journals, you may want to limit the search to recent journals, as explained below.

# Parameter Operator Action
1 Journal Date greater than Optional: In the Journal Date field, select the Operator "greater than" and enter a recent date. For example, to see all journals you created this fiscal year, enter 09/01 and the four-digit year, such as 09/01/2014.
2 Submitter equal to Enter your NetID in the Submitter field. (It is possible to search for someone else's journals as well, using their NetID.)
3 Search NA

Click Search. Result: The NUFinancials Journal Search page opens in a new window.

  • The criteria you entered on the NUPortal appear with the completed search in NUFinancials.
  • If the search found matches, they appear on a line under the heading "Search Results."
  • If there is no match, a message states, "No records found for the given search criteria."
  • Click a Journal ID to view the journal. If you are the journal creator, you can continue editing the journal as necessary.

Search for journals that are incomplete

You can search for journals by Journal Header Status to find incomplete journals and journals with errors. Find definitions of all journal statuses in Appendix A.

# Parameter Operator Action
1 Submitter equal to Enter your NetID in the Submitter field.
2 Journal Header Status equal to Select Incomplete to see all journals that need your continued attention.
3 Search NA

Click Search. Result: The NUFinancials Journal Search page opens in a new window.

  • The criteria you entered on the NUPortal appear with the completed search in NUFinancials.
  • If the search found matches, they appear on a line under the heading "Search Results."
  • If there is no match, a message states, "No records found for the given search criteria."
  • Click a Journal ID to view the journal. If you are the journal creator, you can continue editing the journal as necessary.

Navigate to the Actuals Journal Search in NUFinancials

To begin a new search in NUFinancials, navigate from the Main Menu to NU Actuals Journal > Search Journal Entries. The Journal Search page appears (see above). You also arrive at this page when you click Search from the NUPortal.

Search for journals that are pending approval

Journals with the Workflow Status Pending Approval were submitted to workflow but not yet approved. You may need to remind an approver when a deadline approaches. Those steps are also given.

# Parameter Operator Action
1 Submitter equal to Enter your NetID in the Submitter field.
2 Workflow Status equal to Select "Pending Approval."
3 Search NA

Click Search. Result: all journals that you created and that are pending approval appear in the list of results.

Graphic: the Search Results section of the Journal Search page showing journals pending approval.

  1. In the list of Search Results, click a Journal ID to view the journal. Result: the Review Journal page opens in a new window (shown below).

Graphic: the Review Journal page.

  1. Click "Pending Approval." Result: the Approval Status page appears (below) with a depiction of the workflow for each chart string.

Graphic: the Approval Status page.

  1. Click "Multiple Approvers." Result: the names of approvers appear in a popup window (below).

Graphic: the Multiple Approvers popup window.

  1. Click Close to dismiss the list of approvers.
  2. Click Return to dismiss the Approval Status page.
  3. On the journal click Close to dismiss the Review Journal
  4. page.

Search for journals that were sent back

Journals with the Workflow Status Sent Back were returned to you by the approver. You should find and open such journals to read the approver's comments for advice and next steps. This is a variation of the Workflow Status search depicted above.

# Parameter Operator Action
1 Submitter equal to Enter your NetID in the Submitter field.
2 Workflow Status equal to Select "Sent Back."
3 Search NA

Click Search. Result: all journals that were sent back to you by an approver appear in the list of results.

Graphic: the Search Results section of the Journal Search page showing journals sent back.

  1. Click a Journal ID to open the journal.
    • Result: the journal opens in a new window and the Journal Search page remains open in the background.
  2. On the journal, click the words "Sent Back."
    • Result: the Approval Status page opens in a new window.
  3. On the Approval Status page, find the approver's message below the subheading "Comments."
  4. Click the Return button to return to the journal page.
  5. Click Close, Modify, Copy, or Delete as appropriate to continue.

Search for journals by date range

This search is convenient when you want to focus on a period of time. Use the "between" operator in the Journal Date field to define a date range.

# Parameter Operator Action
1 Journal Date between

Change the change the Operator to "between" and in the From and To fields, enter the first and last date in your range.

2 Submitter equal to Enter your NetID.
3 Search NA

Click Search. Result: all journals that you created between the dates provided appear in the list of results.

Save a frequently used search

  1. After entering criteria, click Save Search Criteria.
  2. Give the search a name, for example, "My 2014 Journals" or "Journals Sent Back."
  3. Click Apply.

Reuse a saved search

If you saved and named a search previously, it is available to you only in the Use Saved Search drop-down box.

  1. In the Use Saved Search drop-down box, select the search by name. Result: the saved criteria populate the fields.
  2. Click Search.

Appendix A: Search Parameter Definitions

The table below provides a description of each search parameter and the parameter values that can be selected from drop-down menus or entered into the parameter boxes.

Graphic: the Journal Search page with Parameters, Operators, and Values identified

Parameter

Parameter Values: What should I enter in the box or select from the drop-down menu?

Journal ID

The system-generated Journal ID number.

Journal Date

Click to select the date the journal was created.

Fiscal Year

Click to select the fiscal year in which the journal posted. The NU fiscal year runs from Sept. to August.

Accounting Period

After you have selected a fiscal year, click to select an accounting period. Each month is an accounting period (Sept. = 1 Aug. = 12).

Submitter

Click to select the User ID (the NetID) of the journal creator. The associated name appears in the Description column.

Journal Header Status

The journal header status is the status of the journal except for the budget check. A journal must have a status of Valid Edits Complete to enter workflow.

  • Errors on Journal Journal has errors.
  • Incomplete The journal is saved, but will not be processed unless it is updated.
  • Posted to Ledger The journal has been posted
  • Unposted the journal entry was unposted from the ledger it was originally posted on. It cannot be reposted. Permission to unpost journals is restricted to Accounting Services.
  • Valid Edits Complete Journal is successfully edited and ready for submission to workflow

These statuses are not applicable to portal journals. Please ignore.

  • Deleted not applicable
  • Edit Required not applicable
  • Posting Error not applicable
  • Upgrade Journal not applicable
  • Valid SJE Model not applicable

Budget Header Status

  • Error in Budget Check The journal entry failed to pass budget checking. You must correct the error before you can continue processing.
  • Not Budget Checked The journal has not yet been budget checked. The budget check occurs during the Save and Edit process or the Save and Submit process.
  • Valid Budget Check The journal has successfully passed the budget check.

Workflow Status

  • Approved to Post Approved and is queued to post
  • Not Submitted Not submitted to workflow
  • On Hold The journal has been submitted to workflow and the reviewer selected the Hold option. The journal will not be posted.
  • Pending Approval Journal submitted to workflow, has not received all approvals
  • Pending Deletion Journal deletion requested
  • Sent Back An approver sent the journal back to the journal originator for correction

These statuses are not applicable to portal journals. Please ignore.

  • Default not applicable
  • Delete not applicable
  • Pending Unpost not applicable
  • Replace not applicable
  • Security Denied not applicable

Source

Click to select a source. The source indicates where the journal originated from (a subsystem, central office user, or the Actuals portal). Actuals portal source codes include: ISJ for Internal Sales Journal, COR for Correction Journal, TFR for Transfer Journal, AGY for Agency Journal, and BAL for Balance Sheet Journal. Other source codes identify Central Office personnel.

Department

Click to select the Department ID that is used in any line of the journal. Only journals that use the specified Department ID appear.

Project

Click to select a Project number that is used in any line of the journal. This ChartField value is required for all restricted or designated fund transactions.

Appendix B: Search Operator Definitions

This table provides a description of each operator. Use operators to limit your search. Operator selection varies by parameter.

Operator

What should I select from the drop-down menu?

begins with

Searches only for Journals ID that begin with the numbers you enter in the parameter value box.

between

Used to find journals that are part of a range. Search for journals in a date range or Journal ID range.

contains

Result must contain the search value, but it may contain more information

not equal

Finds everything except the values you enter, used for Workflow Status, Budget Header Status, Journal ID, and Journal Date.

greater than

Find journals greater than the Journal ID or Journal Date you enter.

greater than or equal to

Find journals greater than or the same as the Journal ID or Journal Date you enter.

less than

Find journals less than the Journal ID or Journal Date you enter.

less than or equal to

Find journals less than or the same as the Journal ID or Journal Date you enter.

in

Used to find journals by status. Limit your search to only journals that are in the status you select.

not in

Used to find journals that do not have a particular status.

What other resources are available?

Find journal processing guidelines and the monthly closing calendar on the Financial Operations website. Receive updates from the Financial Operations listserv. Find instructions for joining listservs on the NUIT website.

Where do I get help?

For assistance, contact NUIT Support Center at 847-491-HELP (4357) or e-mail consultant@northwestern.edu.