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GL-02 Create Journals

Purpose

The purpose of this Quick Reference Guide (QRG) is to provide a step-by-step explanation on how to Create Journals in the North Carolina Financial System (NCFS).

Introduction and Overview

This QRG covers how to Create a Journal in NCFS by populating the information in journals and journal lines and requesting an approval for it.

Create a Journal

To create a journal in the primary ledger using category "NC AGY INTERNAL BC ENTRY" for a primary agency and send it for approval, please follow the steps below:

1.    Log in to the NCFS portal with your credentials to access the system.

2.    On the Home page, click the General Accounting tab and select Journals app.

Screenshot of the NCFS accounting software homepage for "Training Super User 1" showing the “General Accounting” tab selected. Below, three app icons are visible: “General Accounting Dashboard,” “Journals,” and “Period Close.” The “Journals” app icon is highlighted.

3.    Validate the Data Access Set. If data access set is not already selected, click the Change link and select the appropriate Data Access Set.

For this example, choose NC CASH US.

Screenshot of the "Journals" section in the NCFS system with “Data Access Set: NC CASH US” highlighted at the top. Below, two journal entries are listed with equal debit and credit amounts of $65,258.60, source "Spreadsheet," status “Rejected,” and accounting period “Oct-22.”

4.    Click the Tasks icon. Under Journals, click Create Journal.

Screenshot showing the journal list in NCFS with the right-hand action menu expanded. The “Create Journal” option is highlighted, accessed via the icon resembling a page with lines on the main toolbar.

5.    The Create Journal page opens. Enter relevant information in the fields.

For this example, choose RTR 328 Agency Internal BC entry for Journal Batch field and Description field, Apr-23 for *Accounting Period field.

Notes: Accounting Period may need to be changed to the period applicable to the journal. The addition of Attachments is optional. Journal Batch name should follow the state’s naming conventions.

Screenshot of the "Create Journal" screen showing fields filled in for Journal Batch name, Description, Accounting Period (Apr-23), and an empty Attachment field. The journal status shows as “Unposted” and “Incomplete.”

6.    On the Create Journal page, user can create the journals in current or previous Accounting Period.

For this example, choose Mar-23 for *Accounting Period.

Same "Create Journal" screen, but the Accounting Period has been changed to “Mar-23.” All other fields and statuses remain the same.

7.    Scroll down to the Journals section, enter the relevant details.

For this example, choose: 
Journal Batch and Description – RTR 328 Agency Internal BC entry
*Ledger – NC CASH US
*Accounting Date – 4/30/23
*Category – NC AGY INTERNAL BC ENTRY

Screenshot of the journal detail section showing fields for Journal name, Description, Ledger (NC CASH US), Accounting Date (4/30/23), and Category (NC AGY INTERNAL BC EN1). Currency is set to USD with a conversion rate of 1.

8.    Scroll down to the Journal Lines section and click the LOV picker icon.

Screenshot of the “Journal Lines” entry section. A journal line is being created, and the account segment selector icon is highlighted for the first line.

9.    The Account segments appear. Populate the account details using the LOV picker and click the OK button.

Screenshot of the “Account” segment selection pop-up window. Fields for Agency, Budget Fund, Account, and other financial segments are populated with default or specific values. The “OK” button is highlighted.

10.    Select segment value details in Journal Lines.

For this example, choose:

Line #: 1
Account #: 1600-102167-52140000-1603151-0000000-0000-0000000000-000000-0000-000000-00000    
Credit: 2513.23

Line #: 2
Account #: 1600-102167-52199000-0000000-0000000-0000-0000000000-000000-0000-000000-00000
Debit: 2513.23
Line Description: Correct expenditure coding

Screenshot of the completed “Journal Lines” section. Two lines are entered with matching debit and credit values of $2,513.23. Each line has its respective account string filled in.

11.    After entering all relevant journal lines, ensuring your Budget Funds are in balance, click the Save button, and then the Complete button.

Screenshot of the “Create Journal” screen showing both the Journal Batch and Journal sections. The “Save” and “Complete” buttons are highlighted, ready for journal submission.

12.    Click the Batch Action drop-down choice list and select the Request Approval option.

Screenshot of a Journal Batch entry screen in an accounting software. The 'Batch Actions' dropdown menu is expanded, showing various options. The 'Request Approval' option is highlighted in the menu.

13.    The Confirmation pop-up appears. Click the OK button.

Confirmation dialog with a green check icon. The message reads, 'Your journal approval request has been submitted.' An 'OK' button is highlighted on the right.


Wrap-Up

Users can Create a Journal and submit it for approval by following the steps explained above in NCFS.

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