Internal Debit Note (IDN)
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Last updated: 24 February 2020 Get Started – Open Data Entry......................................................................................................... 3 Navigate to General Ledger .......................................................................................................... 3 Creating an IDN Journal ................................................................................................................... 4 Add a new IDN Journal ................................................................................................................. 4 Completing Account Codes........................................................................................................... 5 Other Information .......................................................................................................................... 8 Additional Lines............................................................................................................................. 9 Editing a Journal ........................................................................................................................... 9 Add Supporting Documentation .................................................................................................. 10 Submit for Approval .................................................................................................................... 11 Referring the IDN Journal to Department/Division being charged for Review ............................. 12 Large IDN Journal .......................................................................................................................... 12 Completing an Import Template .................................................................................................. 12 IDN Nominals ................................................................................................................................. 13 Nominal codes in 391 numbers range ........................................................................................ 13 Tips and Assistance ....................................................................................................................... 14 Speed up data entry with Rapid Entry Keys ................................................................................ 14 Check workflow status of your IDN journal.................................................................................. 14 Further Assistance ...................................................................................................................... 15 Internal Debit Note (IDN) Raising an IDN Journal
Transcript of Internal Debit Note (IDN)
Last updated: 24 February 2020
Get Started – Open Data Entry ......................................................................................................... 3
Navigate to General Ledger .......................................................................................................... 3
Creating an IDN Journal ................................................................................................................... 4
Add a new IDN Journal ................................................................................................................. 4
Completing Account Codes ........................................................................................................... 5
Other Information .......................................................................................................................... 8
Additional Lines ............................................................................................................................. 9
Editing a Journal ........................................................................................................................... 9
Add Supporting Documentation .................................................................................................. 10
Submit for Approval .................................................................................................................... 11
Referring the IDN Journal to Department/Division being charged for Review ............................. 12
Large IDN Journal .......................................................................................................................... 12
Completing an Import Template .................................................................................................. 12
IDN Nominals ................................................................................................................................. 13
Nominal codes in 391 numbers range ........................................................................................ 13
Tips and Assistance ....................................................................................................................... 14
Speed up data entry with Rapid Entry Keys ................................................................................ 14
Check workflow status of your IDN journal.................................................................................. 14
Further Assistance ...................................................................................................................... 15
Internal Debit Note (IDN) Raising an IDN Journal
Last updated: 24 February 2020
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This guide covers how to raise an IDN Journal.
• An IDN journal is used to recharge costs and internal services between departments and divisions.
• There are a defined set of IDN nominal accounts available for use. Account numbers start with 391xx, and the nominal description starts with ‘Recharge’.
Get Started – Open Data Entry
Navigate to General Ledger
1. Click on at the bottom of your home screen. If this is not showing, type General Ledger in the Enterprise Search at the top of the screen And select General Ledger.
2. Click on Data Entry tile
A list of any journals you have previously created is displayed
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Creating an IDN Journal
Add a new IDN Journal 3. Click on Add and then IDN Journal
4. If General Journal is not showing, click on ‘…More’ And select IDN Journal from next screen.
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5. The journal number and date will auto populate. You can add a Description, 30 characters max
6. Click into the first line to start entering the journal required.
7. Ledger
Select PJ if the journal relates to a project, otherwise select GL.
Completing Account Codes 8. Account Number
You can enter the full account string if known.
Otherwise click on Advanced Search
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This displays the components for GL Complete each component Click on the arrow to the right of each Component and select the relevant code
Click on the arrow to the right of each component and select the relevant code for: 8.1 Entity Select entity – this is likely to be 10 - LSE
8.2 Activity Select type of activity
8.3 Cost Centre Type partial key word search into search box and select the relevant cost centre
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8.4 Nominal Account
Type the partial word ‘Recharge’ or account ‘391’ into the search box to bring up list of IDN nominals and select the relevant code
The same nominal should be used for both debit and credit transaction lines for the same recharge. Example below.
8.5 If the account code string is valid, it will turn from red to green:
Click
If PJ ledger is selected the components displayed for completion will be different, as follows:
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Click on the arrow to the right of each component and select the relevant code for them, same as above with GL.
Other Information 9. The Description field will auto populate and cannot be changed as this relates to the
nominal account.
10. Amount
Enter the value. For each item there are now two transaction lines.
• One with debit amount shown as positive value, and
• Other credit amount as negative value
- Debit In old Aptos format this would have been: TakenFromBudget(DR)
- Credit In old Aptos IDN format this would have been: PayIntoBudget(CR)
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11. Narrative Add a meaningful narrative, using line 2 and line 3 if required.
12. Transaction Type - Default to IDN
Additional Lines 13. Add other lines as required as above.
14. Ensure the journal totals to zero, balanced note will show in the Document Details pane on the left side of the screen when it does.
Click on the top right of the screen.
Editing a Journal
15. Once saved you can amend a journal by clicking on the button and altering information as required.
16. To delete a line – check the box to the left of the line and click Delete.
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And press OK
Click
Add Supporting Documentation
17. Click on the Attachments pane to the left of the screen.
18. You can drag and drop supporting documentation where indicated
e.g. Drag and drop email from Outlook inbox
19. Or select Add and browse using the relevant link.
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Add any additional notes and press OK
20. Click on to amend attachments
Submit for Approval
21. When everything is complete, journal is balanced and has supporting documents attached, click on Submit for Approval at the top left of screen
The journal will route to the Finance Division for review and posting.
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Referring the IDN Journal to Department/Division being charged for Review 22. You can refer the journal to someone in the department/division being charged, for review
by clicking on at the top left of the screen And selecting Refer to Someone else
23. Select the person by typing part of the name into the search function and selecting the correct name.
And Click OK The referred person can go into your journal and do the following:
• Edit details in journal
• Attach supporting document
• Add a note
• Refer it back to you, or
• Submit for approval/posting to Finance Division
Large IDN Journal For divisions such as Estates and DTS where the monthly IDN journals are very large with transaction line numbers in hundreds, an interim option would be to complete an Excel journal import template and submit to Finance Division for approval and posting
Completing an Import Template 1. Fill out the Column sections in the template
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1) Title - Enter as JOURNAL 2) DOCID - Enter as 1, 2, 3 etc to indicate journal number in this template. More than one journal can be included a template. 3) DDATE1 - Enter date 4) LINEID - Enter number for each transaction line 5) LNEDETAILTYPE - Enter as L 6) LLDGCODE - Enter as GL for General Ledger, or PJ for Project Ledger 7) LACCNBR - Enter the full account code string 8) LAMOUNT1 - Enter amount, debit or credit values 9) LNARR1 - Enter meaningful description for journal line 10) LNARR2 - Enter narrative 2 as required 11) LNARR3 - Enter narrative 3 as required 12) LUSERFLD1 - Enter IDN as transaction type
2. Email completed template to Finance Division, [email protected] for approval and posting.
IDN Nominals
Nominal codes in 391 numbers range Account Description
39100 Recharge - Catering Internal (Hospitality)
39101 Recharge - Staffing
39102 Recharge - Rent
39103 Recharge - Insurance
39104 Recharge - Overheads
39110 Recharge - Finance Services
39111 Recharge - Central Administration
39112 Recharge - Graphic Design Services
39113 Recharge - Film and Audio Services
39114 Recharge - Photography Services
39115 Recharge - Language Centre Services
39116 Recharge - Event Services
39117 Recharge - Reprographic Services
39118 Recharge - Library Services
39119 Recharge - Postal Services
39120 Recharge - Courier Services
39121 Recharge - Design, Photography and Video
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39122 Recharge - Library Short Course Fees
39123 Recharge - Stationery
39124 Recharge - Printing
39125 Recharge - Photocopying
39126 Recharge - Cleaning
39127 Recharge - Room Hire
39128 Recharge - Line Rental & Call Charges
39129 Recharge - Store supplies
39130 Recharge - IT Equipment
39131 Recharge - Proof Reading
39132 Recharge - Translation
39133 Recharge - Language Centre Course Fees
Tips and Assistance Speed up data entry with Rapid Entry Keys
Fast Keystrokes can be used in grids to copy fields, balance or reverse amounts followed by the
TAB key
Keystroke Result
Full stop (.) Copies the last value for this field, either text or numeric
Minus (-) Copies the last value for this filed (numeric only) and reverses the entry
Plus (+) Calculates the outstanding balance
Check the workflow status of your IDN journal
1. Go back into Data Entry tile 2. Search for IDN journal you have created on Search bar
3. Click on the journal and select on right side of screen
4. Click on the ‘wheel’ icon on left side of screen.
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5. Click on Workflow
6. This opens up the screen displaying where the journal is in the workflow process
Further Assistance If you require assistance or have a query use the Finance Division Enquiry Form selecting Financial Reporting & Compliance > Journals – normal
