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OLFS Usage Tips (download printable version)
Key Process Changes
- PeopleSoft is now the official system of record—paper archives will no longer be maintained.
- Appropriate Journal documentation is to be electronically attached and stored with the Journal in PS.
- All journals entered online require an electronic approval for submission and processing.
General Tips:
- Please remember to log out of PeopleSoft when not in use. The more users in the system, the slower the response time.
- PeopleSoft log on address: https://peoplesoft.ucsf.edu/psp/fsprd/?cmd=login remember to add an s after http.
- Do not use the BACK button on your browser. Your browser's BACK button will not work consistently because PeopleSoft does not use it for navigation.
- Remember to check your GL defaults. User GL defaults are loaded with generic (commonly used) ledger and journal source code information. In order to minimize unnecessary keystrokes in your journal process, you should check to make sure the defaults are set correctly for the type of journals you will create. The following steps describe how to check your GL Defaults in PeopleSoft:
- Go to PeopleSoft.
- Click General Ledger folder on the Main Menu.
- Click Journal Folders.
- Click Journal Entry Folder.
- Click UCSF User GL Defaults hyperlink.
- Review and replace (if necessary) your default Ledger, Ledger Group, and Source information.
- Click Save to exit.
- Clear Cache once per week:
- Open your Internet Explorer.
- Click Tools , and select Internet Options.
- In the General tab, under Temporary Internet files, click Delete Files button.
- Click OK button to Delete all offline content.
- Under Temporary Internet files, Click Delete Cookies button.
- Click OK to delete all cookies in the temporary Internet Files folder.
- Click OK to exit.
- Remember, you can use the notification function to inform others of Journals information.
- In WebLinks you can use Preparer ID to research detail transactions.
- If you want to access the Internet or Weblinks, while using PeopleSoft, you will need to open a new browser window.
- Use the Find and Existing Journal Page to monitor your current months journals to insure your journals posted. We recommend checking twice a week to check if your journals have posted.
- When you receive an email notification, you need to have an open session of PeopleSoft in order to link to the journal.
Preparer Tips:
After you save your journal, perform the following steps:
- On the lines page go to Process field, select Edit Journal from pull down menu
- Click on PROCESS
- On the lines page to Process field, select Submit Journal from pull down menu
- Click on PROCESS
Your journal will NOT be submitted to your approver until you perform the Edit and Submit Journal Process.
For further information about preparing journals you can refer to Preparing a financial journal lesson located at http://www.acctg.ucsf.edu/OLFS/training
- You do not need to send notifications to approvers in the approval path of the journal you prepared after you submit the journal for approval. Sending additional notifications results in additional items in an approver's Worklist.
- Monitor the approval status of your journals several times per week.
Approver Tips:
- Check work list frequently.
- Pay particular attention to the signs on amounts posting to the Budgets and Perm ledger groups. (The actuals ledger sign convention is reversed in the Budgets and Perm ledgers.)
- After approving or denying a journal, you must perform the submit journal process. Saving the journal, will not record your action in PeopleSoft.
- Approving, denying, or Saving a journal will remove the journal from your worklist.
- Journals Notifications will be removed from your worklist as soon as the notification is viewed. You will need to use Find Existing Value function to locate your journal after it is removed from your worklist.
Month End Close:
- The first five (5) business days of the month are held open to process transactions for the previous month.
- During the first five business days of the month you can create journals for prior month by giving the journal a Journal Date for the prior month.
- PeopleSoft automatically performs the following steps during month end for unapproved journals:
- Cancel the current approval cycle.
- Remove journals that are not approved from the current Approver's worklist.
- Set Journal Header Status to N (Not Edited).
- Route the journal back to the Preparer with a Work Item category of Journal Time Out.
- If your journal is returned because it was unapproved after the period is closed:
If your journal was returned to your worklist at the end of the month, and journal still needs to be processed (and it's not a SC 545):
- Copy the Journal with a date in the new open period
- Modify journal if needed
- Perform Edit Journal and Submit Journal process
- Delete the old journal by performing Delete Journal process
- Remember to monitor your journals to ensure they are fully approved prior to the new month end.
545 Journals: If you have an unposted 545 JE, perform the following steps:
- Print journal
- Delete old journal
- Create a new 545 journal from scratch.
- You can create and save journals during first five business days of month for current month but they cannot be edited or submitted for approval until the new Period is opened (6 th business day of month).
- Once the new period is opened you will need to find all journals created during first 5 business days of month, edit and submit the journals for approval.
This page last updated on: Friday March 03 2006