SPREADSHEET JOURNAL UPLOAD PROCESS USER GUIDE

SPREADSHEET JOURNAL UPLOAD PROCESS USER GUIDE
SPREADSHEET JOURNAL UPLOAD PROCESS USER GUIDE
Please note: This user guide is intended for online use, and has a number of embedded links.
Printing of these documents is discouraged, as they are updated frequently and consume
paper resources when printed.
If you have questions about information in this user guide, please contact Financial Reporting
and Accounting Services.
TABLE OF CONTENTS
Background ..................................................................................................... 2
Step 1: Prepare Journal for Uploading .......................................................... 2
Step 2: Additional Tasks to Complete After the Journal is Loaded ........... 10
Additional Information .................................................................................. 13
Resources ...................................................................................................... 14
Spreadsheet Journal Upload
Background
The Journal Upload is a PeopleSoft delivered Excel spreadsheet with built in macros. The
spreadsheet is used to load a journal into PeopleSoft Financials where it can be edited,
submitted, and posted.
Uses:

Speed up data entry when moving a large number of transactions from one chartstring
to another.

Submit similar journals every month.

Load data extracted from other systems (i.e. FAMIS).

If working in Excel is preferred rather than typing data into PeopleSoft.
NOTE: We have found that Macintosh users have generally not experienced success when
using this process. Using parallels seems to solve the problem.
Step 1: Prepare Journal for Uploading
NOTE: Do NOT include the following characters anywhere in the data within this sheet: >>
*{ % & @ / : }*. If any of these characters are present, a cryptic error message like this:
"ORACLE CONFIDENTIAL. For authorized use only. Except for as expressly authorized by
Oracle, do not disclose, copy, reproduce, distribute, or modify." will appear. This error will
stop the process and will prevent uploading data.
1. To download the Excel files, follow this link. The following window will appear:
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Spreadsheet Journal Upload
2. Save .zip file to desktop. Now the zip file is on your desktop.
3. Open UVM_JOURNAL_ENTRY.zip from the desktop by double clicking on the folder.

The following files will appear on your desk top.

These files must be copied and pasted into a new folder which has been
created on the desktop. These instructions will only work for a Windows-based
machine.

The new folder can be saved to any location on the machine; it does not need
to stay on the desktop.
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Spreadsheet Journal Upload
4. The files should be located on the desktop or in the folder on the desktop.
5. Open the file UVM_JOURNAL_ENTRY.xlsm. There may be a yellow BAR at the top of
the excel spreadsheet. If so, click the Options button on the window security alert, then
click Enable Content. If a message appears asking to make this a trusted document,
say yes.
6. A security warning window may appear asking to enable macros. Click on Enable this
content, and then click OK.
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Spreadsheet Journal Upload
7. Click on the Setup button. If a compile error occurs, be sure to complete Step 3 exactly
as written.
8. Set up this page as described below:

Business Unit must be UVM01 (case sensitive)

Date: Leave this blank

Ledger Group must be ACTUALS (case sensitive)

Source: The Source can be looked up online in PeopleSoft by opening/creating
a journal and pressing the lookup button next to the Source field on the Header
page to get the list of values. This is the journal source that appears on the
journal header when enter or reviewing a journal online.

User ID: Set to the UVM User ID in both User ID Fields.

Leave the other fields as pictured below.

The Address should default to:
https://catalyst.uvm.edu/psc/FSPRD/EMPLOYEE/ERP/s/WEBLIB_GL.JOURNAL
_ID.FieldFormula.Iscript_Excel_Journal/?postDataBin=y&disconnect=y
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Spreadsheet Journal Upload
NOTE: If the address does not default to the above, start over at Step 2.
9. Click OK.
10. To create a journal, click New from the Spreadsheet Upload Home Page.
11. Enter a name for the journal sheet, e.g. MAY-BILLS and click OK. This is not the journal
ID – this a name to identify this spreadsheet.
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Spreadsheet Journal Upload
12. Click on the + (plus sign) in row five for the header.
13. This box will appear. This is the journal header information for this journal.
14. Notice the information that defaults in from the Setup done above.

Unit: This should be UVM01

Journal ID: Enter a Journal ID (may be alpha or numeric). It can only be 10
characters long. Start the journal id with the journal source, followed by
something meaningful, for example, BIOJUL06 for a Biology July 06 journal
entry.

Journal Date: The journal date must change as appropriate. The journal ID must
begin with the journal source in upper case, followed by something recognizable,
e.g. 05-12-2009

Ledger Group: Enter ACTUALS

Ledger: Leave Blank.
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Spreadsheet Journal Upload

Journal Class: If the journal is for internal billing/internal charges, enter IC (case
sensitive) in the Journal Class field.

Description: Enter a description in the description field. This must be something
that indicates what this journal is for. (30 Characters)

Make sure to select “Actuals and Recognized” for the Commitment Control
Amount type.

Set the Reversal Radio button to None.

Leave the currency information as it defaults in.

Do not check Adjustment Type or Adjusting Entry.
15. Click OK.
16. Click on the + (plus sign) on row 9 in the lines area. The first plus sign on the far left
adds one row at a time, the second bold plus sign allows for adding multiple lines and
tell it how many lines are needed.
17. In the example below, two lines were added using the second plus sign. If one line is
filled in at a time using the first plus sign, the fields that have a check mark in the box on
line eight will automatically copy down.
A line can deleted by using the – (minus) sign. Click on the line that needs to be
deleted.
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Spreadsheet Journal Upload
Fill in the Unit which will always be UVM01 (case sensitive) and the Ledger which will
always be ACTUALS (case sensitive).
18. Fill in the remaining chart fields, amount, and description as required and make sure the
transaction(s) are in balance.
NOTE: The description entered here will appear on the budget transaction detail report.
Do not us the percent sign (%) in the description field.
19. Click on the blue icon on line two to upload the journal (the cylinder with an arrow)
20. Enter the User ID and password and then click OK. Make sure the Caps Lock is not on.
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Spreadsheet Journal Upload
21. A message similar to this one will appear:
22. In this case, since this journal had been previously uploaded the message says that it
updated 1 journal and imported 0. If this was the first time this journal was uploaded the
message would say Imported 1 journal.
As long as the journal has not been posted it can be edited in the spreadsheet and then
uploaded again and again. This will update the existing journal in the system.
NOTE: Make sure to make a note of the journal ID (NEW_TEST in the example above)
so that it can be found in the PeopleSoft application in the next step of the Spreadsheet
Journal Upload.
Step 2: Additional Tasks to Complete After the Journal is Loaded
After uploading the journal from the spreadsheet, edit the journal and to submit it for
approval in the PeopleSoft system.
Approved journals will be posted with nightly batch processes, unless the Save Journal
Incomplete Status checkbox is checked on the journal header page. Check this box to
prevent a valid journal from being picked up for posting.
1. Login into PeopleSoft through the Financials Login (https://www.uvm.edu/~erp/portal/).
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journals
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Spreadsheet Journal Upload
2. Enter search criteria.

Business Unit UVM01 is required.

Enter the Journal ID or journal source to find a journal.

Use the other search fields to narrow the search.

There is a saved search option that allows users to save criteria and perform quick
repetitive queries.
3. The message below will appear. Click on OK. This means not to make any changes to
the journal until it is edited.
4. Click on the Lines tab.
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Spreadsheet Journal Upload
Information omitted
5. To edit the journal, click on the Process button with Edit Journal in the drop-down
menu. This will run the edit and budget check process.
6. Assuming there is a budget for the transaction and no errors, the journal status, and
budget status will change to “V” for valid.
If there is no budget or if there is an error found during budget checking, the budget
status will be “E” for error.
Changes to the journal may be made in the spreadsheet or directly in PeopleSoft in this
page. If changes are made in the spreadsheet, then run the upload process again.
Updating the spreadsheet and re-uploading will update the already loaded journal.
7. Don’t forget that the last step is to submit the journal by selecting Submit from the dropdown menu on the journal Lines tab and pressing Process.
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Spreadsheet Journal Upload
Additional Information
If the error: "Compile error, can't find project or library" appears, do the following:
1. Make sure that the computer is running Windows 98, NT, XP SP1, SP2, Vista or 7
2. Navigate to the root directory - usually C:\WINDOWS\SYSTEM32\
3. Check the version of the following file MSXML.DLL
a. Right click check properties...click on version tab b. If the version is earlier than 8.0.7002.0 – follow these instructions:
i. Download the DLL file msxml.dll to your c:\temp directory and from there copy to
c:\windows\system32\
ii. Reboot the computer.
iii. Click on UVM_Journal_Entry.xls to confirm the "Cannot open library" error doesn’t
happen again.
4. To trouble-shoot this issue with Office 2010, check the Trust Center settings on the
machine:
a. Open Excel 2010. Under the File tab, click Options (located below Help).
b. Click Trust Center, then click Trust Center Settings.
c. On the list to the left, select File Block Settings.
d. Check to make sure that the settings look like those shown in the image at the top of
the next page.
e. Click Restore Defaults if the settings are different.
f. Click OK to save the changes.
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Spreadsheet Journal Upload
Resources
Here are links to related resources, classes, and policies:

University Financial Services

UFS Roadshow Topics (PDF)

Professional Development & Training Classes

University Policies and Operating Procedures
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