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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.

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
  • 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
  • Fund Class
  • Fund Source
  • Organization
  • Exp. Class (always 001)
  • Program
  • Activity
  • Future
  • Currency (always USD)
  • Revenue (Enter Credit)
  • 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 uploaded into WyoCloud Financials, reviewed for accuracy, and submitted.
  • 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. 

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 9/15/17 3:22 PM

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