Journal Entries

Understanding the Journal Entry Process

Dartmouth College’s general ledger (GL) is the financial system of record for the institution. Transactions processed over a defined period (daily, weekly, monthly, quarterly, annually) are summarized by chart string. Many types (sources) of journal entries are automated (Payables, FAMIS, Computer Store, etc) and are posted to the GL through periodic scheduled processing. However sometimes departments need to make a correction to the chart string that a transaction was posted to or make a manual adjusting journal entry outside of the automated processing. There are two tools used for uploading manual entries: WebADI for use with GL chart strings only; and SPUD for use with grant strings (PTAEOs) or a combination of GL chart strings and PTAEOs.

• General Ledger Transaction Processing

Manual journal entries are used to:

• Correct certain posted transactions (See Correcting Transactions by Source) (pdf)
• Transfer funds between funding sources, activities or College departments
• Process internal billing for sales or services within the College, including non-grant service center charges (grant related transactions are processed using SPUD)
• Distribute central charges (e.g. copier) using internal natural classes

Manual journal entries are prepared at the departmental level (must complete required training and other access requirements) using Excel and the WebADI tool. The WebADI template communicates with the Oracle general ledger (GL) at upload and performs certain validations.

After a WebADI manual journal entry is uploaded it remains in a queue until it is reviewed by a Financial Reporting or Institutional Accounting staff member. Each day at approximately 1:00 pm (10:00 am on last day of month end processing) journal reviewers receive a list of entries uploaded during the previous 24 hour period. Journal entries are reviewed and posted, changed and posted, or rejected as necessary. (See Journal Entry Review). Manual journal entry transactions are available in Institutional Reporting and Analysis (IRA) reports the day after they are posted to the GL.

For journal entry, general accounting, or reporting questions, contact the Financial Reporting staff member assigned to your division or school:

Additional Information

• Correcting Transactions by Source (pdf)
• Forms
• Journal Entry Best Practices
• Training
• Transfers
• Internal Revenue and Expense
• WebADI Tool, Journal Preparation and Upload