Ohio University

Journal Entry Tool (JET)

There are two new Elearning courses for Distributed Journal Entry:

Course #1 - Distributed Journal Entry Preparation

Shows users how to download and fill out an Excel Journal Entry Template. Also reviews pertinent areas of the Chart of Accounts. Course is available to everyone responsible for journal entry preparation. CFAO permission is not required for this course.

Pre-requisites: Chart of Accounts Fundamentals

Please register on the Human Resources Professional Development site:

https://www.ohio.edu/hr/professional-development/courses

Course #2 - Distributed Journal Entry II: Processors

Shows users how to login to Oracle Ebiz and Stage, Validate, and Upload a Journal Entry using the Journal Entry Tool (JET). Also explains how to monitor the Posting process.

Please check with your CFAO prior to taking this course. This course is for those individuals designated to be Journal Entry Processors in their Planning Unit.

Pre-requisites: Distributed Journal Entry Preparation

Please register on the Human Resources Professional Development site:

 

Distributed Journal Entry is a process that allows campus users to prepare and upload journal entries to Oracle Ebiz. This process uses an Excel-based Journal entry template that is populated, by the user, with the lines for the journal entry. This Excel template is available to all individuals.

The process also includes the use of an application called Journal Entry Tool or JET. This is a multistep process for uploading the journal entry to Oracle Ebiz.

Distributed Journal Entry Roles

Individuals involved with the Distributed Journal Entry process will have a role as a Preparer, Processor or Both.

Preparer:

Fills out an Excel Journal Entry template available on the Finance Forms website. Anyone can be a preparer of a Journal Entry.

Processor:

Uploads the Excel Journal Entry template to Oracle Ebiz. Planning Units decide who will be granted access to JET to process the Journal Entries. 

Each individual Planning Unit will determine who in their area will be granted access as a Processor to the Journal Entry Tool. If you have users who infrequently prepare and submit JE’s today, you may want them to be a Preparer only and designate an individual in your Planning Unit to be the Processor for their entries. A Planning Unit may choose to have only a few Processors, or they can choose to have multiple Processors. There’s no limit to the number of Preparers or Processors a unit can have, and one person can perform both roles on the same JE. Each Planning Unit will be different depending on size, staffing, etc.

Once an employee has finished both the Distributed Journal Entries 1: Preparation course and the Distributed Journal Entries II: Processors course next steps are below:

  • In Blackboard please go to "My Grades" to access your grade for the Distributed Journal Entries II course. if you completed the course successfully, you will see a green/white checkmark as your grade. Email a screen capture of this grade to your Planning Unit Chief Financial & Administrative Officer (CFAO). If you do not know who the CFAO is for your department or planning unit, please see the Employee Lookup Dashboard in OBI. You will see the name of the planning unit CFAO in the column entitled "Organization CFAO."
  • It is the responsibility of your Planning Unit CFAO to forward your email, including your grades and your Ohio ID, to the IT Service Desk (servicedesk@ohio.edu) requesting Oracle Ebiz: OUJE: Journal Entry Tool responsibility. The IT Service Desk will process the request as an IT ticket and will respond when access is granted.
  • After access is granted, you can login to JET and begin processing Journal entries.
  • Processors who have taken this training and received access should no longer send Journal entries to the Finance mailbox

For questions related to your role in the Distributed Journal Entry Process, please contact your Planning Unit Chief Financial & Administrative Officer (CFAO). For all other questions, please contact Finance Customer Care at 740.597.6446 or via email at financecustomercare@ohio.edu.

JET users must have an assignment record in HR. If you have an external temporary employee who will be using JET, their record will need to be created in Oracle. HR has created a contingent worker assignment request form published on the HR Temporary Staffing page:  https://www.ohio.edu/hr/hire-manage/temporary-staffing

 

Resources:

JET User Guide available on the Finance Trainings page.

https://www.ohio.edu/finance/trainings