Certain organizations that have a high volume of iJournal transactions are authorized to do feeder journals.
Before You Start
- The department must have received approval from an authorized individual for each PTA charged.
- For university policy information on Feeder and Allocation journals, refer to Administrative Guide Policy 3.2.3: Allocations and Offsets.
- Open iJournals Upload Template in Excel
- Read the Instructions included in the file
- Print a copy for future reference
- Delete rows 43-166 and rows 1-37
- Enter Feeder Date (DD-MMM-YYYY) in cell B1
- Enter Period (MMM-YYYY) in cell C1
- Enter "Feeder" as the Category in cell D1
- Enter Short Title in cell E1
- Enter Debit Total in cell F1
- Enter Feeder ID in G1
- Enter feeder purpose in cell B2 (EXPL)
- Enter the first Project in cell B3
- Enter the Task in cell C3
- Enter the Fund/Award in cell D3
- Enter the Exp. Type/Object Code in cell E3
- Enter the Exp. Item Dt in cell F3
- Enter Employee ID (if applicable) in cell G3
- Leave column H blank
- Enter Line Description in cell I3
Line description is displayed on the Expenditure Detail Report. - If the line is a debit, enter Debit Amount in cell J3
- If the line is a credit, enter Credit Amount in cell K3
- Insert new DETL rows as needed and repeat until all of the debits and credits have been entered
- The last two cells of the file must contain END and EOF (refer to the template in Step 1)
- PC: Save the upload spreadsheet as a tab-delimited text file.
- MAC: Save the upload spreadsheet as a Text (Windows) file.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- Select SU iJournals Specialist or SU iJournals Central
- Select iJournals Home
- Select Feeder/Upload on the left side of the Home page to begin the process
- Select Browse and locate the file to be uploaded on the Upload a File page
- Select Upload
- Select Home tab to return to the Feeders Requiring Action section
- Select the Excel icon next to the feeder file name
- Verify the data
- Close spreadsheet when finished reviewing data
- Verify that the Feeder is in Validated status in the Feeders Requiring Action section
- Select Submit
- A workflow notification will be sent to the business owner and feeder owners for approval.
Approval of feeders requiring specific timing for posting (PSOFT, UASRV, PYR01, PYMON, EFAO, EGFSS, EGFSM, EGFSN and ESFS) will generate a workflow notification to Systems and Reporting Operations (S&RO) for control of posting time.
The Status value in the Feeders Requiring Action section reflects one of the following:
- Processing – System is validating feeder lines
- Validated – Feeder has been validated and queued for submittal
- Invalid – Invalid feeder lines must be forced using the Force PTA option, or feeder file must be purged and resubmitted
Feeders with a Status of Validated or Invalid contain a live link. Selecting the link will allow you to take action on the selected feeder. If you wish to take action on multiple feeders, refine your Status search to Validated or Invalid. Refer to How To: Search Feeder Journals.
Validated Status – Submit Feeder for Approval
The daily upload, validate and approval deadline for same-night posting is 6:30 p.m.
- Select Validated under Status column
You will be redirected to the Feeder Inquiry tab > Feeder Management section. - Select the checkbox for the appropriate feeder
- Select Submit to route for approval
- Feeder originator cannot approve his/her own uploaded feeders.
- In Feeder Management – if the Submit button is not available for selection, this is an indicator that the period provided for the selected feeder is not in the current open month, you have a feeder with an invalid status and/or the daily feeder posting window has closed.
- Approval of feeders requiring specific timing for posting (PSOFT, UASRV, PYR01, PYMON, EFAO, EGFSS, EGFSM, EGFSN, and ESFS) will generate a workflow notification to Systems and Reporting Operations (S&RO) for control of posting time.
- Select OK in the confirmation pop-up window
Validated Status – Purge a Feeder
Examples why a user may consider (or need to) purge a Valid feeder:
- Format issues with the file
- Data issues with the file
- Force button is not available for the Feeder ID
- Select Validated under Status column
- You will be redirected to the Feeder Inquiry tab > Feeder Management section.
- Select the checkbox
- Select Purge
- Select OK in the confirmation pop-up window
Purged feeders will no longer be retrievable.
Invalid Status – Purge a Feeder
Examples why a user may consider (or need to) purge an Invalid feeder:
- The GL Period used in the uploaded feeder is no longer open, thus, the only option at this point is to purge the feeder and re-upload with the current open GL Period.
- Feeder was erroneously uploaded multiple times.
- User notices information that should not be included in the file.
- Select Invalid under Status column
- You will be redirected to the Feeder Inquiry tab > Feeder Management section.
- Select the checkbox
- Select Purge
- Select OK in the confirmation pop-up window
Purged feeders will no longer be retrievable.
Invalid Status – Force a Feeder
The Force button is available and enabled for a Feeder ID that has been set up with an alternate PTA.
- Select Invalid under Status column
You will be redirected to the Feeder Inquiry tab > Feeder Management section. - Select the checkbox
- Select Force
- Select OK in the confirmation pop-up window
The validation process will restart, and upon completion, the Feeder status will change to Validated or Invalid.
Rejected Status – Purge a Feeder
Feeder was rejected by the approver.
- Select Rejected under Status column
- You will be redirected to the Feeder Inquiry tab > Feeder Management section.
- Select the checkbox
- Select Purge
- Select OK in the confirmation pop-up window
Purged feeders will no longer be retrievable.
- Click Return to Portal
- Click Logout
What Happens Next?
- Refer to How to: Approve Feeder Journals.
- Upon approval, the feeder journal is posted in Grants Accounting and queued for nightly posting to the General Ledger.
- Feeder journal originators are responsible for monitoring their posted journals.
- Feeder journals must be approved by the cut-off date each month to be included in the month's activities. Refer to Topic Overview: Month-End Close and Month-End Close Deadlines.
