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Creation of IDT Journals Spreadsheet

This guide will cover:

  • How to access the IDT journal spreadsheet.
  • How to complete the required fields in the IDT spreadsheet.
  • Review of the process once the spreadsheet is emailed to the Accounting Office.
  • How to check the status of an IDT after it has been uploaded into WyoCloud Financial Management.

Step One

  • Within WyoGroups, select Administrative Groups. 

 

  • Within Administrative, select Accounting Office.

 

  • From the menu on the left, select Files. Select the Forms and Account Codes Info folder to access the IDT spreadsheet template.

 

Step Two

  • Open the IDT spreadsheet file template.  Save the spreadsheet to your computer using the naming convention: MMYYDEPT#####IDT.  For example: 0717COPY00001IDT
  • At this time the spreadsheet is ready to enter data:

 

Step Three

  • The Revenue department begins the process of creating the IDT Journal Spreadsheet.

  • Complete the Revenue Dept. portion of the IDT journal header information, all fields are required:
  • Date
  • Department
  • Submitter
  • Submitter Email
  • Submitter Phone

  • Complete the Journal Lines for the Revenue, all fields are required:
  • Entity
  • Account: always use a 76xxx code (Internal Allocations & Sales)
  • Fund Class
  • Fund Source
  • Organization
  • Exp. Class (always 001)
  • Program
  • Activity
  • Future
  • Currency (always USD)
  • Revenue (always enter Credit)
  • Notes

sign23** Multiple journal lines can be entered if the expense department is the same for each journal line.

 

  • Email the file along with the supporting invoice(s) to the expense department.

 

Step Four

  • Expense department receives email from revenue department with IDT Journal Spreadsheet and supporting invoice(s).  The expense Department completes the same header information as the revenue department.

 

  • If the expense is being charged to a non-grant account, Expense department completes the journal lines for non-project expenses using the Internal Service or Internal Sales account.

  • Required fields to complete include:
  • Entity
  • Account: always use a 76xxx code (Internal Allocations & Sales)
  • Fund Class
  • Fund Source
  • Organization
  • Exp. Class (always 001)
  • Program
  • Activity
  • Future
  • Currency (always USD)
  • Expense (Enter Debit)
  • Notes
  • If the expense is being charged to a Sponsored Project (grant), the expense department will complete the POET information instead.

  • Required fields to complete include:
  • Project
  • Organization
  • Expenditure Type
  • Task Number
  • Expenditure Item Date
  • Entered Debit

The expense department reviews the General Ledger and POET Balancing Control section of the Journal Lines General Ledger Accounts to ensure the revenue and expense accounting lines balance.

 

Step Five

  • Expense Department will email completed spreadsheet and supporting documentation  to
    IDT-Accounting@uwyo.edu.
  • Once Accounting receives the completed IDT spreadsheet and invoice(s), the files are reviewed for accuracy, uploaded into WyoCloud Financial Management, and submitted for approvals.
  • The journal transactions route through the approval workflow which includes the revenue and expense departments.
  • All approvals are required before the journal entries are posted to the general ledger.

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The Accounting Office will complete upload of IDT Spreadsheet into WyoCloud Financial Management.  After this process is complete, both the Revenue and Expense Departments will need to approve in the system. 



Step Six

You may check the status of an IDT after it is recieved and uploaded into WyoCloud Financial Management by the Accounting Office.

  • Log into WyoCloud Financial Management.  From the Navigator (three lines in upper left corner), select Journals under General Accounting.

  • The Journals page is displayed. 
  • Click on the Task menu then Manage Journals.

  • Search for the desired IDT.  You must complete at least one of the following search fields:
    • Journal: This field contains the name you designated when you saved the IDT spreadsheet.
    • Journal Batch: For IDTs this field is the same as Journal.
    • Accounting Period
    • Batch Status

  • Locate your desired IDT from the search results.
  • Click on the blue Journal name to open details of the IDT.

  • On this screen you can review all the details of the IDT including account information (Journal Lines), attachments, and status.
  • When reviewing the Approval and Batch Status fields, keep the following status definitions in mind:

Batch Status

Approval Status

Definition

Unposted

Rejected

The IDT was entered and sent for approvals but was rejected.

Unposted

In Process

The IDT was entered and in the approval process.

Unposted

Approved

The IDT has been approved but not posted yet.

Posted

Approved

The IDT has been approved and posted.

  • To review more details of where your IDT is in the approval process, click Show More next to the Journal Batch.

  • Then select the Action Log tab.
    • This tab shows completed approvals.
      • In this example, the IDT has been created (uploaded) and sent for approvals, but does not yet have any approvals completed.
    • If you would like additional details about the approvals workflow, contact the Accounting Office.

You have now completed the steps of Creation of IDT Spreadsheet.

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Details

Article ID: 32733
Created
Thu 6/29/17 11:48 AM
Modified
Fri 10/20/17 11:25 AM

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