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Understanding the Journal Workflow Process. Presented by Frank Leonard March 17, 2005. Understanding the Journal Workflow Process. Objective. To describe the journal process workflow To outline the responsibilities placed on each of the roles required to complete the journal process.

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understanding the journal workflow process
Understanding the Journal Workflow Process

Presented by Frank Leonard

March 17, 2005

1

objective

Understanding the Journal Workflow Process

Objective
  • To describe the journal process workflow
  • To outline the responsibilities placed on each of the roles required to complete the journal process

2

definition of journal workflow

Understanding the Journal Workflow Process

Definition of Journal Workflow

Journal workflow describes how a journal moves

through an organization. The goal of journal

workflow can be seen as the ability to get the

right work to the appropriate person at the right

time.

3

three roles are impacted by the journal workflow process

Understanding the Journal Workflow Process

Three roles are impacted by the journal workflow process:
  • The Journal Processor
  • The Department Journal Approver
  • The Central Journal Approver

4

journal processor

Understanding the Journal Workflow Process

Journal Processor

This role is responsible for creating, edit checking,

budget checking and submitting the journal entries.

See Quick Reference Flow Chart 1.1

5

department journal approver

Understanding the Journal Workflow Process

Department Journal Approver

This role is responsible for approving all journal

entries made by those they supervise. It is the

responsibility of this role to verify that all journal

lines are valid and accurate prior to submitting it

to the ACO for Central Approval.

See Quick Reference Flow Chart 1.2

6

slide7

Understanding the Journal Workflow Process

Central Journal Approver

This role is responsible for reviewing, approving,

and posting all journal entries that have been

approved by the Department Journal Approvers.

See Quick Reference Flow Chart 1.3

7

slide8

Understanding the Journal Workflow Process

Central Journal Approver’s Audit Criteria

1. Supporting Documentation

2. Department Identification

3. Department Approval

4. Interfund Transaction

5. Intrafund Transaction

6. Due To / Due From

7. Does Cash Balance

8

slide9

Understanding the Journal Workflow Process

Central Journal Approver’s Audit Criteriacontinued…

1. Supporting Documentation

Does the journal have supporting documentation

for the entry? If not, does it indicate a reason for

the absence of documentation? Also, is the

documentation consistent with the journal

description and the journal lines?

9

2 department identification

Understanding the Journal Workflow Process

2. Department Identification

Central Journal Approver’s Audit Criteriacontinued…

Does the journal header panel include the

departments business unit? (ACARC, ASARC, etc.)

10

3 department approval

Understanding the Journal Workflow Process

3. Department Approval

Central Journal Approver’s Audit Criteriacontinued…

Has the journal been approved by the Department

Approver?

12

slide14

Understanding the Journal Workflow Process

Central Journal Approver’s Audit Criteriacontinued…

4. Interfund Transaction

Interfund transactions are transactions between

governmental funds (funds beginning with a 1, 2, or 3).

If one fund uses an interfund expense account (536700-

537280) the other fund should use an interfund revenue

account (778000-778350). Transactions with proprietary funds

or other non-county agencies are not interfund transactions.

14

slide15

Understanding the Journal Workflow Process

Central Journal Approver’s Audit Criteriacontinued…

5. Intrafund Transaction

Intrafund transactions are transactions between

departments within the same fund. The department

making the reimbursement should debit a regular

expense account and the department being

reimbursed should credit an Intrafund expense

account (571000-574200).

15

slide16

Understanding the Journal Workflow Process

Central Journal Approver’s Audit Criteriacontinued…

6. Due To/ Due From, Ops In/Ops Out and Advance To / Advance From

  • “Due To Other Funds” should be offset by a

“Due From Other Funds”.

  • “Operating Transfers In” should be offset by an

“Operating Transfers Out”.

  • “Advance To Other Funds” should be offset by an

“Advance From Other Funds”.

Ideally, these transactions should contain the offsetting journal lines in the

same journal. If not, the journal description should provide the journal

and line number of the offsetting lines.

16

slide17

Understanding the Journal Workflow Process

Central Journal Approver’s Audit Criteria continued …

7. CASH Balance

Does the Cash Edit Panel “Difference” net to zero?

17

communication

Understanding the Journal Workflow Process

Communication

If any of the seven criteria described remain

unresolved, the Central Journal Approver will

recycle the Journal, and specify the reason in the

Approval Comments section on the Approval panel.

As a courtesy, communication may also consist of a

phone call and/or follow-up e-mail.

18

maintaining your journal worklist

Understanding the Journal Workflow Process

Maintaining Your Journal Worklist

Each Journal Processor and Department Journal Approver are

responsible for viewing their Worklists for recycled and/or

denied journals that they have processed. To access your

Worklist, click on the Notebook icon, then choose either the

Recycle Journal Entry or Journal Entry Denial folder to view

your entries.

20

aco contacts

Understanding the Journal Workflow Process

ACO Contacts

For questions regarding journal entries, please contact:

Gladys Smith at micro 5-8569

Michelle Pantoja at micro 5-9461 or

Frank Leonard at micro 5-3877

21

slide22

Understanding the Journal Workflow Process

Processor Workflow

Quick Reference Flow Chart 1.1

22