GJIM - General Journal Interface Module

GJIM - How to Create Account Code Changes

GJIM - Account Code Changes

Account Code Changes (ACM) are used to correct charges or revenues applied to the wrong account code within a cost center, or to allocate charges or revenues between account codes within a cost center. This function is available to Financial Affairs and Treasurer's Office staff or upon special request.

The only account numbers that can be used are revenue and expenditure account codes.

 How to Create an Account Code Change

Step by Step Process

  1. Input "ACM" in the Command field, use an Action of A (add), input the correct fiscal year in the Effective FY field, and press Enter.
  2. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative field identifies the contact person for this transaction.)
  3. Press PF11 to access a pop-up window that displays transactions that can be selected to change account codes. Enter the cost center in the CCC field and the year and month of the transaction in the YYMM field. You can also narrow the list of transactions by entering a category in the Category field. Press Enter.
  4. Once the list is displayed, select the transaction that you want to change the account code by marking it and pressing Enter.
  5. The Description field, the Effective Date field, theDate Originally Posted field, the Co Cost Center # field, the Amount field , the Account field, and the Category field will be populated with the information from the selected transaction. The Reference ID field is systematically formatted based on the source code of the original transaction
  6. The Effective Date field will default to the effective date of the originally transaction but is modifiable. This date must be in an open accounting period.
  7. Enter the account number in the Account field.
  8. Tab to the Category field and enter the correct category.
  9. If desired, input a Pr (project) code.
  10. Press PF9 to document and/or justify the purpose of the transfer. Press PF10 to save.
  11. Press PF10 to save the account code change document. At this point, the new AC document number is added to the original transaction's accounting detail record to indicate that it has been transferred.

Note: Once a document has been saved, it can be updated (alteration of previously input data) until it is submitted for transaction review into the TARGET system. For account code changes, this means updates can be performed until the ACTP (Account Change TARGET Processing) transaction is submitted. To update data, use an Action of U in the banner. Make sure you press PF10 to save changes.

How to Submit an Account Code Change for Approval

Once the account code change is created and saved on the ACM (Account Change Maintenance) command, the ACTP (Account Change TARGET Processing) command is used to initiate the transaction review request. Once this submission request is saved on ACTP, updates can no longer be performed on the document via the ACM command.

  1. Input "ACTP" in the Command field, an Action of S (submit), the Effective FY, and the AC Doc Number, then press Enter.
  2. Press PF10 to submit the transaction.

Once submitted, the transaction is routed automatically to the appropriate desks for review. After final approval, the AC record is posted to DART via a nightly batch job.

GJIM - How to Create an Interdepartmental Invoice

Interdepartmental invoices are used to bill other departments for goods and services. GJIM's IIM (Interdepartmental Invoice Maintenance) command is used to create these invoices, which are submitted for approval through a separate (IITP) command.

Only one cost center can be credited, but up to ten cost centers can be charged on a single IIM document. If the credit cost center is a company 012x, 020x, 0372, 110x, or cost center 0102-10000-00-0000 or 0112-10000-00-00000 then the account number may be a class 4 revenue account e.g. 90440080 or class 5 expenditure account e.g. 69529900. Also, if the credit cost center is not a company 012x, 020x, 037x, 110x, or cost center 0102-10000-00-0000 or 0112-10000-00-00000 then the account number must be a class 5 expenditure account (e.g. 69529900).

How to Create an Interdepartmental Invoice

Step by Step Process

    1. Enter "IIM" in the Command field, an "A" (add)in the Action field and press Enter.
    2. Enter a description for the invoice in the Desc field.
      (You may also enter a second description in the second Desc-2 field.)
    3. If appropriate, alter the Effective Date to change the date that the document, if approved, will be posted to the accounting records. The Effective Date can be any date in the an open month or a future date in the open fiscal year(s).
    4. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative field identifies the contact person for this transaction.)
    5. If supporting paper documentation is to be provided, type "Y" in the Doc (Y/N) field.
    6. Enter the the company cost center which the revenue or negative expenditure is to be recorded in the Credit--Co Cost Ctr field.
    7. Enter the correct account numbers in the Account fields; if you don't know the correct account number use 69529900 for expenditures and 90440080 for revenues. The Controller's Office will modify the account number if necessary during TARGET review.
    8. Enter the Category to which the revenue or expenditure is to be recorded (credited). You can press PF1 to access a help list of the categories available for the cost center entered.
    9. Enter the Amount to be paid. This amount should match the total amounts in the list of charges in the section below.
    10. Enter up to ten Charge--Co Cost Ctr numbers, amounts and categories to be charged.
      If you are not the owner of the Charge Cost Centers you may input the Category Maint unless instructed otherwise by the cost center owner.
      Use PF7 and PF8 to move forward and backward to view the charge entries.
    11. Press PF9 to document and/or justify the purpose of the transfer.
    12. Press PF10 to save the interdepartmental invoice document.

Note: Once a document has been saved, it can be updated (alteration of previously input data) up until the time it is submitted for transaction review into the TARGET system. For interdepartmental invoices, this means updates can be performed until the IITP (Interdepartmental Invoice TARGET Processing) transaction is submitted. To update data, use an Action of U in conjunction with the other required key fields in the banner. Make sure you press PF10 to save changes.

How to Submit an Interdepartmental Invoice for Approval

Once the interdepartmental invoice is created and saved on the IIM (Interdepartmental Invoice Maintenance) command, the IITP (Interdepartmental Invoice TARGET Processing) command is used to submit the transaction for review and approval. Once this submission request is saved on IITP, updates can no longer be performed on the document via the IIM command.

Step by Step Process

  1. Enter "IITP" in the Command field, an "S" (submit) in the Action field, the II Doc Number and then press Enter.
  2. Press PF10, to submit the transaction.

Once submitted, the transaction is routed automatically to the appropriate desks for review. Upon final approval, the II record is posted to DART (real-time) and to the general ledger (via a nightly batch job).

During the review process, TARGET reviewers can change the account numbers, categories and the Pr codes, if necessary.

Helpful Lists to Use to Find GJIM Documents

LDS  List Documents by Status, type, and effective fiscal year  
LDD List Documents by Approval Date 
LTRS  List Txns for a Requestor, Status, cmd  
LTPR  List Transactions Pending Review  
LDTF  List Document by Type and effective Fiscal year  
LDRF  List Document by ReFerence id 
LDSB  List Document by Status, BU, type, FY, date  
LDCF  List Documents by Company cost center, effective Fiscal year  
LDAF   List Document by company/Account, Fiscal year, type and approval date 
LTTF  List Transactions by Type, FY, number  

GJIM - How to Process Journal Entries

Journal Entries (JEs) are used to correct errors in accounting transactions, to record entries from bank reconciliations (i.e., interest, fees, etc.), to record debt service entries, to record investment transactions, and to record accrual entries, closing adjustments and other financial events. They are created and updated on the JEM (Journal Entry Maintenance) command.

A Reference ID should be entered in the correct format. The correct format should be used so that others may look up information easily. (Refer to the Reference ID field help screen for appropriate formats.)

There are no restrictions on the company, cost center, or account number that may be used on a JE, except that the cost center must be valid (if an invalid cost center is entered, the system will not allow the document to be saved), the account number must be valid for the company, and the category class must be valid for the account class entered. Up to 98 lines can be entered per JE.

A Data Type 1 is used  for "unbalanced" JEs. The net difference between the debits and credits is entered in the Total field and a debit or credit code (D or C) must be entered to indicate whether the total is a debit or a credit. The explosion code varies based upon the associated cash pool and  bank accounts that can also be used.

A Data Type 2 is used for "balanced" JEs (where the debits equal the credits). The debit/credit code does not have to be entered if the total of the debits equals the total of the credits. The explosion code of 52 is usually used for balanced journal entries.

A JE may be saved without being completed or balanced, but the user must balance it before it can be submitted in TARGET.

How to Create a Journal Entry 

Step by Step Process

  1. Input "JEM" in the Command field, an Action of A (add), and the Effective FY, then press Enter.
  2. Input a description for the entry in the Desc field.
  3. Input an identifying number in the Reference ID (use the PF1 on-line help).
  4. If appropriate, update the Effective Date field with the date that will be posted to the accounting records. Any effective date within the effective fiscal year entered in the banner may be entered. The system will issue a warning if the effective date is in a closed period, but there is no validation to prevent the user from submitting this into TARGET and the general ledger.
  5. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative identifies the contact person for this transaction.)
  6. If supporting documentation is to be provided, type "Y" in the Doc (Y/N) field.
  7. Input the Journal Entry data type in the Data Type field. (See the top of these instructions for data type criteria.)
  8. If necessary for a data type 1, enter the D/C debit or credit code.
  9. Input the Company Cost Center number, followed by the Account code, Category, Debit Amount, Credit Amount, Expl (explosion rule) and Pr (project code) as appropriate.
  10. Press PF9 to document and/or justify the purpose of the transfer.
  11. Press PF10 to save the journal entry document.

Document Comments

Once a document has been saved and it has been assigned a document number, you can add comments using the extended description (EDesc) facility. To access this facility, use an Action of U (update) in conjunction with the other required key fields. Once you press Enter to access the body of the screen, press PF9 (EDesc) to access the extended description window. Once you have input all required comments, press PF10 to save them.

A primary purpose of this facility is to allow you to provide reviewers with supporting documentation and justification for document approval. In the case of interdepartmental invoices, this information may be minimal. For funds transfers, however, you may need to include several lines of details justifying the transfer. For this reason, the extended description facility lets you enter and save up to ten lines. If you need more lines for supporting information, you'll need to send a memo to the appropriate reviewers, and identify the location of this supporting memo in the extended description facility.

How to Submit a Journal Entry for Approval

Once a journal entry document is properly created and saved on the JEM (Journal Entry Maintenance) command, the JETP (Journal Entry TARGET Processing) command is used to request and process necessary approval(s).

Transactions can also be withdrawn (W in the Action field) if the transaction has not gone through final approval. This would be used if the creator of the document realized that a company cost center, account number, etc., was incorrect and needed to be changed.

Reviewers can approve, hold, or disapprove transactions. Transactions put on a hold or disapproved status require the entry of a comment.

Submitting a Single Document

  1. Input "JETP" in the Command field, an Action of S (submit), the Effective FY, and the JE Entry Number, then press Enter.
  2. Press PF10 to submit the transaction.

Once submitted, the transaction is routed automatically to the appropriate desks for review. After approval, the JE record is posted to DART and the general ledger via a batch program (usually performed nightly).

Helpful Lists to use to Locate GJIM Documents

LDS  List Documents by Status, type, and effective fiscal year  
LDD  List Documents by Approval Date  
LTRS  List Txns for a Requestor, Status, cmd  
LTPR List Transactions Pending Review  
LDTF  List Document by Type and effective Fiscal year  
LDRF  List Document by ReFerence id.  
LDSB  List Doc by Status, BU, type, FY, date  
LDCF  List Documents by Company cost center, effective Fiscal year  
LDAF  List Document by company/Account, Fiscal year, type and approval date 
LTTF  List Transactions by Type, FY, number  
LJED  List JE Doc by explosion rule, FY, date  

GJIM - How to Process Fund Transfers

Funds transfers are used to move funds between and among cost centers or within budget categories for the same cost center. GJIM's FTM (Funds Transfer Maintenance) command is used to create these documents, which are submitted for approval through a separate (FTTP) command.

Funds can be transferred from one cost center to up to twenty-four cost centers, and can be categorized as intra-fund or inter-fund transfers. Intra-fund transfers are between different cost centers within the same company (e.g., 0102 to 0102). Inter-fund transfers are those between different companies (e.g., 0102 to 0202). Intra- and inter-fund transfers cannot be processed on the same document. (An exception to this rule is made for salary transfers for Agriculture Experiment Station (AES) federal company cost centers. See FTM command reference for AES processing rules). Therefore, if you have an FT which involves different companies, make sure you enter the two different companies on the first two lines

How to Create a Fund Transfer

Step by Step Process

    1. Enter "FTM" in the Command field, enter an "A" (add)in the Action field, make sure the correct fiscal year is defaulted in the Effective FY field field, and press Enter.
    2. Enter a description for the document in the Desc field.
    3. Optionally, input a value in the second Desc field (e.g., the name of the person whose salary is being funded).
    4. If appropriate, alter the Effective Date. This date defaults to the current date, and is the date that will be posted to the General Ledger if the transaction is approved.
    5. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative field identifies the contact person for this transaction.)
    6. In the From/To column, input an "F" or a "T," depending on whether the transfer will move funds from or to the corresponding cost center. On the same line, in the Co Cost Center # column, input the cost center to or from which funds will be transferred.
    7. Enter the Category to or from which the funds are to be transferred. (You can press PF1 to access a help list of the categories available for the cost center entered.) Funds cannot be transferred across institutional categories (e.g., SALNC to MAINT).
    8. Enter the Amount desired for this cost center/category combination.
    9. If desired, input a project code in the Pr field. See the documentation on DART (Departmental Accounting, Reporting and Tracking) for more information on how project codes can aid with report generation and tracking of accounting entries. You can use PF7 and PF8 to move up and down through the entries.
    10. Press PF9 to document and/or justify the purpose of the transfer.
    11. Press PF10 to save the funds transfer document.

    Note: Once a document has been saved, it can be updated (alteration of previously input data) up until the time it is submitted for transaction review into the TARGET system. For funds transfers, this means updates can be performed until the FTTP (Funds Transfer TARGET Processing) transaction is submitted. To update data, use an Action of U in conjunction with the other required key fields in the banner. Make sure you press PF10 to save changes.

    Note: The Fringe Benefit column is not modifiable. Values for these fields are calculated by the system automatically, based upon the categories involved in the transfer. Fringes is an allowable category.

    Note: Agricultural Experiment Station departments may process salary fund transfers to or from federally appropriated cost centers (identified by company 0313, 0323, 0333, 0343) and FTM will calculate and display the allowable fringe benefits amount in the Fringe Benefits column. The fringe benefit balance is displayed in the Fringes NA window when the PF12 (FNA) key is pressed. FTM validations will expect the user to input the related 0103 cost center, the Category "FringesNA," and the amount displayed in the Fringes NA window to complete the entry.

    How to Submit a Funds Transfer for Approval

    Once the funds transfer is created and saved on the FTM (Funds Transfer Maintenance) command, the FTTP (Funds Transfer TARGET Processing) command is used to initiate the transaction review request. Updates can no longer be performed on the document via the FTM command after it has been submitted via "FTTP".

    Step by Step Process

      1. Enter "FTTP" in the Command field, an Action of S (submit), the Effective FY, and the FT Doc Number, then press Enter.
      2. Press PF10 to submit the transaction.

    Once submitted, the transaction is routed automatically to the appropriate desks for review. Reviewers may update only the maintenance type Category and/or Pr fields as necessary. Upon final approval, the FT record is posted to DART (real-time) and to the general ledger (via a nightly batch job).

    Helpful List to Use to Find GJIM Documents

     LDS List Documents by Status, type, and effective fiscal year 
     LDD List Documents by Approval Date 
    LTRS  List Transactions by Requestor and Status 
    LTPR List Transactions Pending Review 
    LDTF List Document by Type and effective Fiscal year 
    LDRF  List Document by ReFerence id 
    LDSB  List Document by Status, BU, type, FY, date 
    LDCF  List Documents by Company cost center, effective Fiscal year 
    LDAF  List Document by company/Account, Fiscal year, type and approval date 
    LTTF  List Transactions by Type, FY, number 

GJIM - How to Process Expense Transfers or Category Changes

This section explains the processes by which a user transfers expenditures from one cost center to another. Only one accounting transaction per ET can be transferred. These transactions must be posted in the same fiscal year and the total amount must be transferred. If only a portion of the amount needs to be transferred, then use the original cost center on the TO: line with the appropriate amount.

Only transactions with source codes of EB (E-Business Partners), GJ (General Journal), IO (Internal Orders), IR (ISIS Receipts), IS (ISIS Charges), ID (GA Tuition Waivers and Scholarship records from ISIS), and UP (University Procurement) can be selected to transfer.

Please Note:  You MUST use this function to change a Category, if you are changing the Category on an 04 (Research) account.  If changing a Category on any other cost center, you also have the option of using the CCM function in DART.  The CCM function does not result in a TARGET txn, whereas the ETM function does result in a TARGET Transaction.  The reason you must use ETM when changing the Category on an O4 cost center, is so that Research Accounting can approve the change.

How to Create an Expense Transfer

ETM (Expenditure Transfer Maintenance) provides the facility for viewing and creating expenditure transfers.

Step by Step Process

  1. Input "ETM" in the Command field; tab to the Action field and type "A" (add). Press Enter.
  2. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative field identifies the contact person for this transaction.)
  3. Press PF11 to access a pop-up window that displays transactions that can be selected to transfer. Enter the cost center in the CCC field and the year and month of the transaction in the YYMM field. Note: For sponsored or related cost share and Agri cost centers, you can select an expense from the previous fiscal year as long as the expense is within the same calendar year. You can also narrow the list of transactions by entering a category in the Category field. Press Enter.
  4. Once the list is displayed, select the transaction that you want to transfer by marking it and pressing Enter.
  5. The Description field, Effective Date field, Date Originally Posted field, Account field, the FR: Co Cost Center # field, Category field , and the Amount field will be populated with the information from the selected transaction. The Reference ID field is systematically formatted based on the source code of the original transaction
  6. The Effective Date field will default to the effective date of the originally transaction but is modifiable. This date must be in an open accounting period.
  7. Enter the To: Co Cost Center #. Up to twenty-five company cost center/category combinations can be entered if needed. The PF1 help key is available to select the cost centers. Agri coster centers with a project number of 0001 are not allowed to have expenses moved to them.
  8. Tab to the Category field and enter the appropriate category for the transfer. Salary and fringe benefit categories are not allowed except for the FBGATuit category, if appropriate.
  9. Tab to the Amount field and enter the amount that needs to be transferred to each of the cost center/category combinations. Use PF7 and PF8 to scroll up and down the list of entries.
  10. If desired, input a Pr (project) code.
  11. Press PF9 to document and/or justify the purpose of the transfer. Press PF10 to save.
  12. Press PF10 to save the expenditure transfer document. At this point, the new ET document number is added to the original transaction's accounting detail record to indicate that it has been transferred.
  13. A Warning Message will be given if the posted date of the original transaction is over 90 days and is being transferred to a sponsored program or required cost share cost center. A Cost Transfer Request form will be required by Research Accounting before the transfer will be approved.

How to Submit an Expense Tranfer for Approval

ETTP is used to submit the transaction for review after it is created on ETM. Once this submission request is saved on ETTP, updates can no longer be performed on the document via ETM.

  1.  Enter "ETTP" in the Command field, an "S" (submit) in the Action field, the ET Doc Number, and then press Enter.
  2. Press PF10 to submit the transaction to the TARGET chain for approval.

Once submitted, the transaction is routed automatically to the appropriate desks for review. After final approval, the ET record is posted to DART via a nightly batch job.

How to Find Expense Transfers

LDS  List Documents by Status, type, and effective fiscal year 
LTRS List Transactions for a Requestor, Status & Command
LDSB List Documents by Status, BU, type, FY, date
LDCF List Documents by Company cost center, effective Fiscal year

Using LDS to Find ETs

LDS (List Documents by Status) displays documents for a specified status that can be narrowed down by document type and/or BU. This list is helpful to find "Open" documents that have been created, but not submitted for approval.While the cursor is in the Doc Status field in the banner, input "O" (open - has not been submitted for approval), "S" (submitted for approval), "A" (approved), or "R" (rejected). In the Doc Type field,enter "ET". Tab to the BU and enter the appropriate budgetary unit. Press Enter to display the list.

Using LTRS to Find ETs

LTRS (List Transactions for a Requestor, Status, and Command) displays documents for a specified requestor that can be narrowed down by status and command. This list is helpful to find pending (P),rejected (R), withdrawn (W), or effected (E) documents that have been created.

While the cursor is in the Doc Status field in the banner, input "P" (submitted for approval), "E" (approved), "W" (withdrawn) or "R" (rejected). In the Command field,enter "ETTP" for expenditure transfers. Press Enter to display the list.

Using LDSB to Find ETs

LDSB (List Documents by Status, BU, and Type) displays documents for a specific effective fiscal year, document type, status, BU, and effective date. This list is helpful to find ETs for a budgetary unit based on the document status and date.

While the cursor is in the Doc Status field in the banner, input "O" (open - has not been submitted for approval), "S" (submitted for approval), "A" (approved), or "R" (rejected). In the Doc Type field, enter "ET". Tab to the BU field and enter the appropriate budgetary unit. Press Enter to display the list.

Using LDCF to Find ETs

LDCF (List Documents by Cost Center, Fiscal Year, and Approval date) displays documents for a specific cost center by date approved. This list is helpful to find ETs for a cost center that have been approved.

While the cursor is in the Doc Type field in the banner, type in "ET". Tab to the Co Cost Center field in the banner and type in the cost center and tab to the Date Approved field and type the appropriate date. Press Enter to display the list.

Quick Tips

Press PF11 to find the expenditure that you want to transfer.

  • The system doesn't allow you to select a transaction that has already been transferred by ETM or has had an account code change by ACM.
  • If you only want to move a portion of the expense, then use the original cost center as one of the TO cost centers.
  • If you create an ET document and decide not to submit it for approval, you should delete the document on ETM with an action of "D". This will delete the document number from the original transaction.
  • Expenditure transfers that are being transferred to a sponsored program or related cost share cost center and are 90 days past the original posting date require a Cost Transfer Request Form (http://avcf.uark.edu/research.asp) to be signed by the Principal Investigator and the Dean's Office and submitted to Research Accounting before the transaction will be approved.
  • GJIM - Overview of the General Journal Interface Module

    What is the General Journal Interface Module?

    The vast majority of the University's accounting entries are generated from accounts payable, payroll and other automated systems. These systems employ the necessary processing controls for these entries and maintain the detailed data regarding their origin.

    In addition to these transactions, there is a need to make adjustments and other direct entries to the University's general ledger. GJIM is an on-line system designed to capture data at its point of origin and facilitate the entry of data to create journal transactions in a common document format.

    The scope of GJIM includes processing expenditure transfers, funds (budget) transfers, interdepartmental invoices, account code changes and journal entries. GJIM is not used for the processing of cash receipts, other accounts receivable activity, or transfer vouchers.

    General Capabilities

    GJIM is an external front end to the University's general ledger. It allows document entry to be distributed throughout the University. Documents are uniquely identified by their type, the fiscal year in which they are to be effective, and a system generated number which includes a line number for the transaction. Other data that is retained include company cost center numbers, account numbers, the budgetary unit, the departmental representative associated with the document (for tracking purposes), and the date the document is effective. Short descriptive text noting the reason for and/or referencing related activity associated with the document is permitted. These brief descriptions are passed to the general ledger and appear on the monthly Departmental Budget Report (DBR). The ability to input lengthy text describing the purpose of, or providing additional justification for, a document is provided and maintained. This text is required and may be viewed whenever the document is accessed.

    Primary Functions & Document Structure

    Expenditure Transfers allow distributing or moving one expenditure transaction that has already been recorded in accounting for a specific company cost center to numerous company cost centers. You can select one company cost center transaction that you want to move the expenditures from and up to 25 company cost costs can be entered to move the expenditures.

    Fund Transfers allow budgeted funds that are associated in accounting with a specific company cost center to be moved to other company cost centers. These documents permit 24 entries, with each entry specifying a company cost center, a departmental accounting category, and an amount. There can be multiple "To" and "From" cost centers. Funds transfers cannot be moved between institutional categories (e.g. SALNC funds moved to MAINT).

    Interdepartmental Invoices allow processing of charges to multiple cost centers for a specific service provided by a department. These documents permit the designation of only one cost center to receive credit, but allow the charge to be distributed across as many as 10 cost centers.

    Account Changes allow account numbers to be changed for a financial transaction (e.g., a purchase originally recorded as equipment may be reclassified as non-capital). Only expense or revenue accounts may be used on an account change, although these may be mixed within an entry (an expense account may be changed to a revenue account or vice versa). These documents permit 12 entries, with each entry specifying the company cost center, original account number, desired account number, category and amount.

    Journal Entries allow authorized individuals to make unrestricted changes within the university's financial records. These transactions are unrestricted in regard to what company, cost center, category and account number may be specified. These are intended primarily for use by Financial Affairs, and allow up to 98 lines per transaction. Note: Journal Entries require appropriate justification and Financial Affairs' explicit approval.

    TARGET and Non-TARGET Document Functions

    GJIM documents are created and submitted by utilizing a two-step process. The first step is the creation of the transaction by using the maintenance functions (ETM, FTM, IIM, ACM, and JEM). These functions provide users with the ability to maintain the documents separately from the approval process. The documents can be lengthy and require an extended time for their creation and editing prior to being finalized by the operator entering them.

    The second step is done when the document is ready to send to GL. The TARGET Processing functions (ETTP, FTTP, IITP, ACTP, and JETP) are used. These functions submit a request to change the document status from open (O) to approved (A). The system also changes the value of document status on the database from open to submitted to prevent any updates in the maintenance functions.

    Document Status Codes

    Newly created documents will be assigned a status of O (open). Only an open document can be updated in a document maintenance function. For that reason, when the document is submitted for approval in a TARGET processing function, the status of the document is changed to S (submitted). This insures that the document can't be altered via the maintenance functions during the review process. If a transaction is rejected during the review process, the document status is set to R, and it cannot be updated or resubmitted. If a transaction is withdrawn during the review process, the status is set back to O (open) so corrections can be made and the document re-submitted for approval.

    Copy Action

    The copy action is allowed in all of the maintenance functions except ETM. When using an Action of C, the transactions are processed the same as an Action of A (add). The values displayed on the screen will be retained and can be changed as needed. A new document number will be assigned when saved. Only documents of the same type can be copied.

    Effective Dates

    The desired date for the document to be effective within the General Ledger must be specified at data entry. On all documents except Journal Entries this date will be validated by checking the open and close dates for an accounting month and year on the GJIM calendar (CALM) at the time the document is entered.

    In the rare circumstance when the accounting period was open at the time of creation but has been closed by the time the document is being extracted for processing to GL, the system will alter the effective date to be within the oldest period still open and record the fact that this action was taken (by placing an asterisk next to the Effective Date field). This change will not be performed, however, if it would mean the document would be posted to a different fiscal year than originally intended.

    Journal Entries are not altered in this manner since they may be used to update the GL even after the calendar table indicates the period is closed. In the event an effective date is closed, the document will suspend and must be dealt with by Financial Affairs.

     Document Comments

    Document comments are required for all GJIM transactions. An extended text facility is provided in the PF9 key. The document cannot be saved without this information. A primary purpose of this facility is for you to provide reviewers with supporting documentation and justification for document approval.