Identify and Correct Suspense Journals

Revised: May 29, 2008

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Description:

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Procedures and Communication

Suspense Handling Procedures:

Review suspense items daily:

Communication:

OSUMC

OSURF

Processing Encumbrance Suspense

Any encumbrance items in suspense should not be worked as a regular suspense items.  Instead, the ChartField combination should be updated to send the amount to one of the following combinations:

Business Unit

Organization

Fund

Account

UNIV

85890

999999

89999

OSURF

40300

139999

89999

 

Correction of a Suspense

Steps:

1. Run a query to see all suspense items and the corresponding error detail information.

More Information

For information on running queries, see PeopleSoft Query

2. Identify the journals that have suspended.

a. Type a Business Unit

b. Click images\ebx_27306046.gif to view the search results.

More Information

This method allows you to retrieve suspense errors for all sources within a single business unit.

c. Select a Journal from the search results to open the Journal Suspense Correction page..

3. Review and Update the ChartField Errors in the "Correction Journal Lines" section.

a. Click the [Errors] link for each line to view information on the ChartField value or combination that has suspended.

More Information

For information on resolving errors related to Combination Edits, see the Error Message Troubleshooting Guide

b. Update the ChartField values (as needed) for each line.

More Information

To change all instances of a ChartField value within a journal, select [Change ChartField Values] and use the Mass CHange Feature.  For more information, see Using the Mass Change Feature

4. Update the Journal Suspense Correction information.

a. Confirm or type a Long description if necessary.

b. Update the Journal ID to identify it as a suspense journal.

More Information

Prepend the following value(s) to the journal, depending on the Buisness Unit:

UNIV = Add "S"

OSUMC = Add "SM"

OSURF = Add "SF"

c. Confirm or update the "Save Journal Incomplete Status" checkbox.

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3. Click once all the updates are made.

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The Journal ID will update to the "Sxxxxxxxxx". The Journal ID, Date and Long Description fields will gray out.

4. Click [Go to Jrnl Entry {Correction}] to open the suspense journal.

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The [Go to Jrnl Entry {Correction}] link will display once you have saved the entry.

If the suspense entry is for a journal, the journal entry Lines page will open automatically when you click this link.  

If the suspense entry is for a deposit or OBA journal (including MSD interface journals), you must navigate to the Deposits pages and open the journal using the "Find and Existing Value" tab.  See Update Deposit or Other Bank Activity Journal Entries

5. Adjust or Correct Information on the Correction Journal.

More Information

The Journal Date and Description on the Header page cannot be changed.  

If necessary, the source can be changed to "CTL" in order to bypass a combination edit rule.  This should be an extremely rare occurrence.  When it is necessary, you must type or paste the original source in the Reference Number field.

6. Edit the Journal.

a. Select "Edit Journal" as the Process.

b. Click [Process] to edit the journal.

If the Journal Status is "V" and no suspense lines were generated, skip to step 9.

7. Make additional updates, as needed.

! If errors still exist or additional suspense lines are generated, you must correct them at this time.

! When correcting suspense lines, be sure to delete the suspense line before re-editing the journal. To delete a line, select the checkbox at the left of the line you wish to delete and click .

More Information

See Using the Mass Change feature for information on how to correct a ChartField value throughout an entire journal.

See the Error Message Troubleshooting Guide for information on resolving errors.

9. Re-Edit the Journal.

a. Select "Edit Journal" as the Process.

b. Click [Process] to edit the journal.

! Repeat this process until the Journal Status is "V" and no suspense lines were generated.

10. Post the Journal.

a. Select "Post Journal" as the Process.

b. Click [Process] to Post the journal.

! Do not post a journal if it still has errors or suspense lines.

 

Correction of Suspense: Payroll transaction that includes a sponsored project id

Overview

Steps

1. OSURF Central Accounting identifies suspense error(s) for a payroll transaction that uses a sponsored project id as one of the chartfield values.

More Information

There are two ways in which the user may ‘Find an Existing Value’ from this page.

1. Click the search button images\ebx_-1088950684.gifand the following search results page will display:

 

2. Click the [Advanced Search] Link

a. Record Search Criteria.

b. Click images\ebx_-1088950684.gif

2. Click any of the active links to begin the review and correction of the suspense error.

3. Select the Interface ID to open the Resource General Data page.

More Information

The User will review the error message displayed at the bottom of the page beside the Message Set Number. Note that the PC Intf. Status box displays Errors

4. Navigate to the Resource GL Chartfield Data Page to correct the error.

a. Overwrite the fields make the necessary correction(s)

More Information - Correcting Errors

    1. The user may click on the magnifying glass to view Active values.

    2. The user may navigate to Set up Financials/Supply Chain>Common Definitions>Design Chartfields>Define Values>Chartfield Values. In Design chartfields, they can review Active and Inactive values.

    3. The user may navigate to Tree Manager > Tree View where you may review the tree name OSURF_KK_ACCT_XLAT – GM KK Account Translation. You will find a list of unallowable accounts under the tree node 69999G Unallowable Accounts.

    4. The other possible resource is the ASSIST job aid on combo edits and possible resolutions.

b. Click Save.

More Information

There is an edit in place to ensure the validity of the new value. If accepted, the Combo Status will change from ‘I‘ Inactive to ‘V’ Valid. If the new value entered is not valid, the field will turn red and the user will need to select another value.

 

 

5. Return to the Resource General Data page

a. Change the PC Load Status and the PC Intf. Status to ‘New’

b Click Save.

More Information

LIST OF CONTACTS

 

Central Accounting

Mike Baker  baker.79@osu.edu

Becky Lu  lu.150@osu.edu

 

OSUMC Accounting

Randy Homan homan-2@medctr.osu.edu

 

OSURF Accounting

Jennifer Major major.5@osu.edu

Lori Kehrle  kehrle.2@osu.edu