Journal Entries

Journal entries are entered for internal business transactions. These transactions can be for cash transfers, expense to expense (E2Es), expense to revenue (E2Rs), deposit corrections (DPCs) or internal service providers (ISPs).  This section will help you enter a journal, as well as, show you how to do add an attachment, change the date or journal source, delete, print and reverse a journal.

Please note that the last day to submit journals at the end of the month is 3 full business days before the last business day of the month.

Resources

How to…

Cash Transfers

Transfer accounts are used to move cash from one cost center to another and at the same time update commitment control (KK). Transfer accounts come in pairs and should always be used together. For instance, account 818000 should be used in combination with 571800 and cannot be used with 571100. Note that cash transfers are only possible in cash based funds. For appropriation funds, a transfer is processed through a budget transfer. The table below shows the most common transfer account combinations.

Transfer Out Transfer In
Cash transfer within the same fund 818000 – Debit (+) 571800 – Credit (-)
Cash transfer between different funds 811000 – Debit (+) 571100 – Credit (-)
Transfer for scholarship 817000 – Debit (+) 571700 – Credit (-)
Facilities and Administration (IDC) transfer (C&G funds only) 812000 – Debit (+) 571200 – Credit (-)

Security

Proper security needed to enter journals:

  • E2E/E2R: UF_GL_END_USER or UF_AP_APPROVER
  • DPC: UF_GL_END_USER or UF_AR_CASHIER
  • ONL, ISP or UPL: UF_GL_END_USER

Training

If frequently entering large journals (6 lines or more), it may be easier to import the journal. UF Training and Organizational Development offers PST957 (Spreadsheet Journal Import) and provides instruction guides via the myUFL Toolkits.

Frequently Asked Questions