GL Journal Transfers
Agresso 5.5GL Journal Transfers on the Web
User Guide
Version : / 1.0
Date : / March 2010
Author: / Linda Downes
Email: /
Contents
1.GL Transfers
2.How to Enter GL Transfer
2.1.To Delete a Line in a Transfer Journal
2.2.Parking a GL Transfer & Retrieving
3.Budget Holder Approval
4.Rejections
4.1.By Budget Holder
4.2.By Finance
5.Task List
5.1.Types of Tasks
6.Managing Tasks
6.1.Update Task List
6.2.Home page: Shortcuts
1.GL Transfers
GL transfers are used to transfer funds from one or more nominal accounts, cost centres or projects to other nominal accounts, cost centres or projects. In its simplest form, a GL transfer would consist of 2 lines, debiting one code and crediting another. More complex GL transfers may consist of many debits and /or many credits but the total of all the lines must total zero. When entering a transfer, it is the usual convention to enter the debit line(s) first and then the credit line(s). Credit amounts are entered as a minus value.
All amounts are entered as nett amounts (i.e. excluding VAT). If an amount posted to the VAT account is to be transferred, you need to enter a separate line on the journal for account 2999 (purchase VAT) or 8999 (sales VAT).
When the details for a transfer are entered on to Agresso and saved, the workflow will send details to all the respective budget holders to approve. Once all the lines on the journal have been approved, it will be sent to the Accounting Technicians to check and, when approved by them will move to the Accountants to check and approve. Once it has been approved by them, the journal will post to the ledger, updating the accounts specified in the journal. There is no need to send accompanying documentation to Finance as the workflow will provide a sufficient audit trail for the approvals.
It is important to note that if one or more lines are rejected by the budget holder, they will be returned to the requisitioner, who must action them in one of 2 ways:
- Reject the lines so they are removed from the transfer altogether. However, if this results in the approved lines no longer totalling zero, the approved lines will not be approved by the Accounting Technicians (the next step of the process) and will therefore not be processed.
- Amend and Resubmit the rejected lines. These will be returned to the budget holder(s) for approval.
A budget holder has 5 daysto approve or reject a journal transfer request. If they fail to take any action, Agresso will assume auto approval of the line(s) which were sent to them.
2.How to Enter GL Transfer
Menu Route: Accounting» Registration of GL Transactions
On entering the screen, the period and date will automatically be populated. You need to enter:
Field / DescriptionAccount (nominal code) / The first account to be included in the transfer. Conventionally, the debits are entered first.
Cat 1
Cost Centre / The cost centre for which the account entered above relates
Cat 2
Project / The project for which the account entered above relates
Cat 3
Asset / This can be left blank except for account codes which relate to Fixed Assets (cost centre PRCW)
Tax Code / Leave as PE
Description / Enter a description. This will appear on reports once the transfer has posted.
Amounts
Field / DescriptionCurrency / Leave as GBP
Amount / This is the nett amount in GBP to be transferred. Debit amounts are entered as positive numbers, credit amounts as negative.
Workflow Log
Field / DescriptionWorkflow Log (row x) / The workflow log can be used to add internal notes against each line. These will not be included in the description when the transfer is posted but can be used to explain to the budget holder why they are being debited or credited.
The details of the line just entered will appear in blue at the bottom of the screen. Click on Add to add the next line and repeat the process described above.
The copy button in Workflow Log will copy whatever has been entered there onto all the other lines. Therefore, if you wish the same comment to be added to all lines, it is easiest to add the workflow comment when entering the last line and then use copy to copy it to all the other lines.
2.1.To Delete a Line in a Transfer Journal
In the details section at the bottom of the screen, tick the box to the left of the line(s) to be deleted. Click on to delete the selected lines.
2.2.Parking a GL Transfer & Retrieving
Only balanced transfers can be saved and sent into the workflow to get the appropriate approvals. However, if you wish to keep a transfer journal before it is completed, you can use the ‘park’ option. To find this option, you may first need to maximise the Tools pane:
Select Park and enter a description for the transfer so you can find it again. Click on OK. A temporary number will be displayed although you will be able to find the transfer later using the description or the number.
Click on Get Parked on the Tools menu:
Enter either the description or the temporary number in the ‘Free Text’ box. Alternatively, you can leave this blank to view all parked transfers.
Click on Get Parked to display them.
Click on the one you want to retrieve.
3.Budget Holder Approval
When a transfer has been saved, a ‘Jnl Transfer BH Approval’task will be sent to each of the budget holders involved for them to approve lines of the transfer which relate to them. The tasks are listed on the home screen. Click on a ‘Jnl Transfer BH Approval’ task to go into the GL Transaction Approval screen:
Although the full transfer journal will be displayed, the budget holder will only be able to accept or reject the lines for which they have approval rights. These are the lines where the box to the very left of the line is white. Any lines where this box are ‘greyed out’ cannot be approved.
To approve or reject all available lines, tick in the left hand box on the header row. This will select all lines. Alternatively, click on each line in turn and then click on the approve or reject button. For rejected lines, a comment must be entered in the workflow log for each line. Click on each line so it is highlighted in blue and enter a comment. Alternatively, you can enter a comment on one workflow line and use Copy to copy this to all lines.
NB: A GL transfer must be acted upon within 5 days. If there is no action (the line is not accepted or rejected), Agresso will automatically assume Approval.
4.Rejections
4.1.By Budget Holder
When a budget holder rejects a GL transfer line, a task will be sent to the requisitioner. Even if some lines have been approved, they will not be processed by the Accounting Technicians (the next step of the process) until all the lines in the transfer have been approved and balance to 0.00. If a line has been rejected, it should therefore be amended and re-submitted for approval, unless it is decided that the whole journal should not be processed, in which case it should be rejected. If several lines have been rejected by budget holder(s) but they total 0.00, they can be rejected by the requisitioner and the remaining approved lines can still be processed as they too will total 0.00. The task will not be removed from your task list unless you resubmit or reject the transfer.
4.2.By Finance
Rejection of a GL transfer line(s) works in the same way as for rejection by a Budget Holder. A ‘Rejected by Finance’ task will be sent to the requisitioner’s task list. Clicking on this takes you into the GL Transaction Approval screen. From here, you can amend the rejected transaction and click on Resubmit to send the line back to the budget holder for re-approval, or click on Reject to end the task. However, this will mean that any lines already approved by the budget holder will not be processed by Finance as they do not balance to 0.00
5.Task List
Any tasks sent to you will appear in your task list on the home page. The task list can be arranged as a straight list of items, or they can be organised into folders. See section 0 for more details of this.
When you click on a task, you will be taken into the correct screen for that task.
5.1.Types of Tasks
The types of tasks which will appear on the list depend on whether you are working as a requisitioner or a budget holder. Please see the table on the next page for a list of tasks associated with GL transfers and the actions required for them.
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Task / Description / Action Required / WhoJnl Transfer BH Approval / A GL Transfer needs to be approved /rejected / Click on the task and accept or reject the lines which have been sent to you. If a GL transfer is not acted upon for 5 days (either approved or rejected), the system will assume it has been approved. / Budget holder
Rejected by BH – GL Transfer TransNo: 5xxxxxxx / A GL transfer line(s) has been rejected by the budget holder / Amend the line and re-submit if transfer is to be processed. Reject line to end transfer and remove task / Requisitioner
Rejected by Finance GL Trans TransNo: 5xxxxxxx / A GL transfer line(s) has been rejected by Finance / Amend the line and re-submit if transfer is to be processed. Reject line to end transfer and remove task / Requisitioner
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6.Managing Tasks
As tasks are sent to you, they will be listed in the left hand side of the home page, under ‘Tasks’. You can choose how these are displayed:
- As a straight list with the newest tasks of each type list at the bottom of that type
- In folders organised by type
A list of tasks:
Tasks organised in folders:
To organise the tasks into folders, click on the Show Options button, then select how you want the tasks to be organised. If you use Expand All you will see all the individual tasks in their folders:
6.1.Update Task List
Click on this button to refresh the task list and see the latest tasks sent to you and to remove any which you have now completed.
6.2.Home page: Shortcuts
You can customise your home page by adding shortcuts to your most frequently used options. In any option, click on the ‘Add to Shortcuts’ button at the top of the screen and this will place a link to that option from the home screen.
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