Instructions on How to Copy or Delete a Financial Journal

How to Copy a Journal

The following is a step-by-step process to copy a journal in the BFS system. Begin by logging into the BFS system. At the BFS User Navigation homepage, choose the General Ledger tile.

Image of General Ledger tile on BFS user home screen

1. Click the tab "Find an Existing Value".

2. Enter the search criteria in the applicable field(s) to set parameter details for journal to be copied.

3. After search criteria is set, click "Search". Then select the journal you want to copy.

image shows tab and field locations for steps 1, 2 and 3

4. Click on the "Lines" tab on the top row.

5. Select "Copy Journal" from the Process drop-down list.

6. Click on the Process button.

Image shows button locations for steps 4 through 6

7. Enter a new value in the Jounal ID field. The new journal must have a unique Journal ID.

8. Check applicable boxes, if any. Here you can choose "Save Journal Incomplete Status" or choose "Reverse Signs" to create a copy of the existing journal with the signs reversed.

9. Under "Reversal Date", choose options to designate time frame for journal reversal. The default selection is "Do Not Generate Reversal". If you want to reverse the Journal in a future period, select the standard date types, or a specific date to reverse the copied journal.

10. Click "OK" at the bottom left to complete the process.

Image shows fields for steps 7 through 10 of copy a journal

How to Delete a Journal

The following is a step-by-step process for how to delete a journal. A journal can be deleted at any stage prior to being posted to the General Ledger.

Begin by logging into the BFS system. At the BFS User Navigation homepage, choose the General Ledger tile.

Note the first four steps in the process are the same if you want to copy or delete a journal.

1. Click the tab "Find an Existing Value".

2. Enter the search criteria in the applicable field(s) to set parameter details for journal you want to delete.

3. After search criteria is set, click "Search". From the list, select the journal you want deleted.

4. Click the "Lines" tab on the top row.

5. Select "Delete Journal" from the Process drop-down menu.

6. Click "Process" to delete the journal.

7. A notification will pop up asking to confirm you want to Delete the Journal. Click "Yes".

Image shows tab and field options for delete a journal steps 4-6