Overview of Journals
Journals are a means of transferring
income or expenditure between different account codes and/or analysis codes.
All transfers must be self-balancing. It is not possible to transfer more into
one account than is being taken out of another. They may be used for example
to correct mispostings or arrange for expenditure incurred on one code to be
reallocated and recharged to others.
UCL makes limited use of the
journal facilities within FIS. IDTs (Inter and Intra Departmental transfers)
are entered using the Accounts Payable module and are the subject of a separate
are however used for certain specific purposes and can be categorised as follows:
b) ADI journals
journal type input.
are used by Finance staff only to make transfers between general ledger codes.
journals are not available to Departmental users.
stands for Automatic Data Interface and is method for importing data directly
into the database.
most cases UCL uses a template in an excel spreadsheet as the source of the
Departments are requested to complete
year-end entries regarding creditors on pre-formatted spreadsheets. These are
then returned to Finance Division and can be imported into FIS without any re-keying.
budget journals are entered in a similar way.
and guidance on the use of the spreadsheet template is normally issued with
the year-end timetable.
journals are only used for posting to General Ledger accounts.
Other Journal type input
number of other specialist items are imported into FIS from feeder systems via
interface tables without the need for re-keying.
of HEFCE staff costs to research grant
other regular recharges.
In all cases journal entries will not
be posted into FIS unless there is approval by an Authorised Signatory manually
on a batch header or through the on line process.
has to be appropriate cross-referencing to source information and an appropriate
filing system of all documents for audit purposes.
This page last modified
June 3, 2011
by Web Editor