Overview: About the iJournals Module of Oracle Financials
On this page:
- iJournals Defined
- Roles & Responsibilities, and Getting Access to iJournals
- Types of Transactions
- Transaction Approval Process
- Available Training
- Staying Informed
- iJournals Reporting Tools
iJournals is a web-based interface to the Oracle Financials system that allows users to initiate transfers among PTAs or across Expenditure Types or Object Codes. Journal transfers are used to record transfers of money from one account (PTAEO or PFOO) to another, for example:
- "Sale" of office supplies to another department (New Journal)
- Correction of errors on Expenditure Detail Report (New Journal)
- Charge for services provided to other departments (Allocation Journal)
- Funding of a Cost Sharing Award from a gift fund (Fund Transfer)
Roles & Responsibilities, and Getting Access to iJournals
There are three levels of access to the iJournals module, referred to as "Login Roles". Login roles determine the activities that a user is able to perform within iJournals. The three roles are iJournals Public, iJournals Specialist, and iJournals Central.
"iJournals Public" Responsibility
This level of access enables users to perform standard iJournals activities. Some Expenditure Types and Object Codes are not eligible for use in iJournals Public journals. Access is automatically granted to staff with a valid Employee ID and SUNet ID.
"iJournals Specialist" Responsibility
The Controller's Office grants iJournals Specialist access primarily to users in Service Centers and Auxiliaries or senior financial staff in operating units to enable them to perform specific tasks related to their areas. Activities include the ability to use restricted Expenditure Types and Object Codes; access to upload batch files; and for a subset of specialists, the ability to initiate Fund Transfers.
"iJournals Central" Responsibility
iJournals Central access is special access reserved for central office users in Fund Accounting, Capital Accounting, and the Office of Sponsored Research that allows access to additional Expenditure Types and Object Codes.
For help determining the appropriate iJournal responsibility, reference Resources & Job Aids: iJournal Responsibility Matrix. Learn more about getting access to iJournals.
Types of Transactions
Used for most standard transfers of expenditure/expense, or transactions related to assets, liability, or revenue objects. Reference How To: Create or Upload an iJournals.
Used to allocated service center charges and other allocations of expenditures. Reference How To: Create or Upload an iJournals.
Fund Transfer Journals
Used by Central and designated iJournals Specialist users to transfer funds from one fund / award to another.
Enables the user to upload journals from an Excel spreadsheet to the database using a preformatted template. Upload journals may be used with any of the journal types.
Transaction Approval Process
When a journal is created, iJournals automatically selects appropriate approvers based on the PTAEOs and PFOOs involved in the journal. The list of approvers appears on the "Routing List" screen during the journal creation process.
- If the journal originator has sufficient authority to approve the transaction, no additional routing is required, and the journal is considered "complete" when submitted.
- The originator cannot change or delete approvers' names that automatically appear on the routing list. To comply with department policy, approvers may be added.
- Approvers do not have the option of modifying the journal. If an approver finds anything wrong with a journal, they must reject the journal in order to return it to the originator for modification and re-routing.
To learn more about the approval process, see Overview: Approving Financial Transactions in Oracle: About Workflow.
Journals Awaiting Approval at Month-End
Journal originators are responsible for monitoring the approval status of their journals. Journals must be completely approved, including end-routes, by the cut-off date each month to be included in the month's activities. See Overview: Month-End Close, Month-End Close Schedule.
At the end of each month, the Controller's Office Financial Information & Reporting Systems group will change the period of any unapproved journals in the system to the following month (i.e., the period for any November journals not approved by the cut-off will automatically be changed to December). An unapproved journal will remain active in the system until it is fully approved.
The following training is made available by the Controller's Office:
Drop-in practice labs are available every Friday (except holidays) from 9:00 AM until noon, in the IT Services Birch Labs, Jordan Quad at 215 Panama Street. Knowledgeable staff is on hand to answer questions about the Oracle Financial system modules. No registration is required.
Desktop Practice Environment
You can practice using iJournals from your desktop by using the practice database. This allows new users to hone their skills without creating or impacting "live" production data. The practice database is a copy of the production database (updated monthly). Email notifications are not sent to approvers, and transactions approved in the practice database will not be posted to the General Ledger.
You will need a SUNet ID and password to log in. Access the Oracle Financials Practice Database.
- To receive email communications regarding changes and updates to iJournals, subscribe to iJournals-users@lists.
- Check Archived Bulletins to view communications distributed on or after August 1, 2007. Bulletins are organized by activity and date. See Month-End / Year-End Close or Funds Management for iJournals communications.
iJournals Reporting Tools
Users may use Journal Inquiry within iJournals to access and print individual journals. This is the only place users may view the Journal Justification; justification information is not included in any ReportMart3 reports. Protected journal entries (e.g., human subjects) may only be viewed by the originator and Central Office users.
An alternative to Journal Inquiry is the FIN_JNL_230_Journal_Inquiry report in ReportMart3.
Reviewing the online Expenditure Detail Reports enables users to:
- determine the need for creation of an iJournals transaction
- see the results of iJournals transactions
The list of Expenditure Detail reports can be found in ReportMart3 by selecting the "Distributed, Expenditure Management" category.