Journal Entries

Dartmouth College’s general ledger (GL) is the financial system of record for the institution. Transactions processed over a defined period (daily, weekly, monthly, quarterly, annually) are summarized by chart string. Many types (sources) of journal entries are fed to the GL. Some entries are manually generated (Cashiering, SRVCTR, Manual) and fed to the GL while others are automated (Payables, FAMIS, Computer Store, etc) and are posted to the GL through periodic scheduled processing.

A journal is the accounting method used to record accounting transactions. Journals consist of header and line information. Journal lines record the detailed transaction on an individual chart string. Each journal has a minimum of two lines. One is a debit entry and one is a credit entry. The total of the debit line(s) and credit line(s) must be the same.

Journal entries are used to:

Correct certain posted transactions using Correcting Transactions by Source (pdf)
Transfer funds between funding sources, activities or departments
Process internal billing for sales or services within Dartmouth
Distribute central charges (e.g. copier) using internal natural classes

GL Chart String Entry Process

Manual journal entries are prepared at the departmental level or by a Finance Center (must complete required training and other access requirements ) using Excel and the WebADI tool. The WebADI template communicates with the Oracle general ledger (GL) at upload and performs various validations.

After a WebADI manual journal entry is uploaded it remains in a queue until it is reviewed by a Financial Reporting or Institutional Accounting staff member. Each day at approximately 1:00 pm (10:00 am on last day of month end processing) journal reviewers receive a list of entries uploaded during the previous 24 hour period. Journal entries are reviewed and posted, changed and posted, or rejected as necessary. (See Journal Entry Review ). Manual journal entry transactions are available in Institutional Reporting and Analysis (IRA) reports the day after they are posted to the GL.

The documentation, record retention and approval requirements for journal entries can be found in the Journal Entry Policy .

PTAEO String Entry Process

Reclassification & Cost Transfer entries are prepared by department grant managers or a Finance Center using excel and the SPUD tool (CJE001 or CTX001). OSP electronically reviews and approves simple re-class and cost transfer SPUD journals using OnBase. For detailed documentation and approval requirements see Office of Sponsored Projects Reallocation of Charges and Cost Transfer Policy . After OSP approves the reallocation or cost transfer they upload the CJE001 or CTX001 SPUD journal into the Oracle Grants Accounting module. The SPUD template communicates with the Oracle Grants Accounting System (OGA) at upload and performs various validations. SPUD entry transactions are available in Institutional Reporting and Analysis (IRA) reports the day after they are posted to OGA.