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Create iJournals Entries

iJournals is an Oracle Financials system used to transfer expenses between accounts or expenditure types so transactions are recorded accurately. It supports internal journal transfers such as standard expense or revenue transfers (New journals), service center charge allocations (Allocation journals), and transfers between Stanford University and its affiliated hospitals (Intercompany journals).  

Financial administrators create iJournals entries to ensure costs are posted to the correct accounts and expenditure types. Learn more in Learn About System: iJournals.  

Create New Journal Entry

Verify:

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU iJournals Public
  2. Select New Journal on the iJournals Home page

  1. Use the drop-down menu to select the Period for the correct month (defaults to current open period) 

The Effective Date auto-populates based on the selected Period.

  1. Enter a Title that identifies the journal and helps to locate it later
  2. Enter a Justification explaining the purpose of the journal

The justification must answer WHO, WHAT, WHEN, WHERE, and WHY so that someone unfamiliar with the transaction can understand its purpose and appropriateness. Select the question mark icon next to Justification for examples and requirements.

  1. Enter a Project, Task and Fund/Awd. (PTA) to identify the account
  2. Enter an Exp. Type to classify the expense
  3. Enter an Exp. Date (when the original transaction occurred)
  4. Enter a Dept. Ref to help with reporting or reconciliation
  5. Enter a Debit or Credit (one per line)

A debit places an expense where it belongs; a credit removes an expense from where it is currently posted. The total of all debits and all credits must be equal.

  1. Enter a Description that summarizes the transaction
  2. Repeat the steps above to add additional line entries. Alternatively, select the Action icon for a populated line, then select to duplicate or delete that row.
  3. Select the Add 4 Lines button to add more lines, if needed
  4. Once all line items are entered, check that the debit and credit totals are equal. If they do not, you must make the necessary corrections in the transaction lines before you can proceed.
  5. Select Save to save header and Journal Lines entries. Saving allows you to exit the journal and complete it at another time.
  6. Select Validate and Generate Approvers to trigger system validation and generate the default approval routing list 

 If the validation returns transaction errors, they must be corrected before proceeding. If no errors are returned, a confirmation message appears and you can proceed with finalizing the transaction, save it for later, void it, or duplicate it.

  1. Select Previous to return to Creation page and correct any errors
  2. Select Next to validate again
  3. Select Next when journal is valid and saved

  • Approvals are based on the PTAs being debited.
  • If the originator does not have sufficient approval authority, system-generated approver(s) are assigned.
  • If the originator has sufficient approval authority, an approver is only required for journals of $10,000 or more that do not automatically end-route. Select an approver per Financial Transaction Approval guidelines.
  1. Review the system-generated approver to confirm the approval routing is complete for the transaction
  2. Select the Edit (pencil) icon to edit approval routing row entries, if needed
    • Approvers may be reordered by updating the sequence number
    • End-route designations cannot be changed.
  3. Select Apply Changes to save approval routing edits, if applicable

If you update a system-generated approver and return to a previous page, the updates will remain. However, system-generated approver(s) are automatically added back when you return to this screen due to validation rules.

  1. Review and verify transaction information
  2. Edit information, if needed 

 If you edit header or journal lines information, you must select Validate and Generate Approvers again.

  1. Select Submit Journal

An on-screen notification confirms that your journal has been submitted for approval, if required, or fully approved if you have sufficient authority.

  1. Select Journal Number listed on the Home screen 
  2. Select Print-Friendly (pdf) in Journal Display
  3. Save the journal (defaults to .pdf)
  4. Open the saved journal in Adobe and select File, then Print

  1. Select Logout
What Happens Next?
  • The journal is routed in sequence to the approvers and any FYI recipients listed on the routing list.
  • After final approval, the system performs a final validation to confirm no changes have occurred since submission (for example, a PTA segment closing). If the transaction passes validation, it posts to the General Ledger. If not, it is rejected, and the originator is notified (with copies to approvers and/or FYI recipients) to update and resubmit.
  • Transaction originators are responsible for monitoring approval status. To be included in the current month’s activity, iJournals transactions must be fully approved, including all end-routes, by the published cut-off date. Learn more in Topic Overview: Month-End Close and Resource: Month-End Close Deadlines.
  • At month-end, Financial Systems and Operations Support (FSOS) moves any unapproved iJournals transactions to the next accounting period. Unapproved journals remain active until fully approved.

Create Allocation Journal Entry

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU iJournals Public
  2. Select Allocation Journal on the iJournals Home page

The Allocation Journal form will not open unless all checkboxes are selected.

  1. Read Important Policy Information
  2. Select Next

  1. Use the drop-down menu to select the Period for the correct month (defaults to current open period) 

The Effective Date auto-populates based on the selected Period.

  1. Enter a Title that identifies the journal and helps to locate it later
  2. Enter a Justification explaining the purpose of the journal

The justification must answer WHO, WHAT, WHEN, WHERE, and WHY so that someone unfamiliar with the transaction can understand its purpose and appropriateness. Select the question mark icon next to Justification for examples and requirements.

  1. Enter a Project, Task and Fund/Award (PTA) to identify the account
  2. Enter an Exp. Type to classify the expense
  3. Enter an Exp. Date (when the original transaction occurred)
  4. Enter a Dept. Ref to help with reporting or reconciliation
  5. Enter a Debit or Credit (one per line)
    Credit the total service amount as revenue (single credit) and debit individual service expenses to the appropriate PTAs (multiple debits). The credit must be either PTAE or PFOO (not both), and total debits and credits must be equal.
  6. Enter a Description that summarizes the transaction
  7. Repeat the steps above to add additional line entries. Alternatively, select the Action icon for a populated line, then select to duplicate or delete that row.
  8. Select the Add 4 Lines button to add more lines, if needed
  9. Once all line items are entered, check that the debit and credit totals are equal. If they do not, you must make the necessary corrections in the transaction lines before you can proceed.
  10. Select Save to save header and Journal Lines entries. Saving allows you to exit the journal and complete it at another time.
  11. Select Validate and Generate Approvers to trigger system validation and generate the default approval routing list 

(note icon) If the validation returns transaction errors, they must be corrected before proceeding. If no errors are returned, a confirmation message appears and you can proceed with finalizing the transaction, save it for later, void it, or duplicate it.

  1. Select Previous to return to Creation page and correct any errors
  2. Select Next to validate again
  3. Select Next when journal is valid and saved

The approvals for allocation journals are based on the PTAs that are credited.

Originator without Approval/Sufficient Authority

There must be a designated approver with sufficient approval authority. System-generated approver(s) will suffice.

  1. Add or change Approver Name(s) as appropriate
    • You may not modify end-route designations.
    • If you update a system-generated approver(s) and then visit a previous page, your updates will be retained; however, due to system validation rules, the system-generated approver(s) will automatically be added when you return to this screen.
  2. Add FYI recipients as desired
  3. Re-sequence approvers as desired
    • Originators may sequence approvers as desired by overriding the assigned sequence number (duplicate numbers are not allowed, sequence numbers must be unique). Once the journal is fully approved, the completed workflow notification will be sent to the originator.
  4. Select Attachments button to add an attachment
    • The Upload Attachments page will launch in a new browser window
  5. Select Next when routing list entries are complete
Originator With Sufficient Approval Authority

Journals totaling $10,000 or more that do not automatically end-route require an approver. The originator must select an approver per the Financial Transaction Approval.

  1. Add or change Approver Name(s) as appropriate
    • You may not modify end-route designations.
    • If you update a system-generated approver(s) and then visit a previous page, your updates will be retained; however, due to system validation rules, the system-generated approver(s) will automatically be added when you return to this screen.
  2. Add FYI recipients as desired
  3. Re-sequence approvers as desired
    • Originators may sequence approvers as desired by overriding the assigned sequence number (duplicate numbers are not allowed; sequence numbers must be unique). Once the journal is fully approved, the completed workflow notification will be sent to the originator.
  4. Select Attachments to add an attachment
    • The Upload Attachments page will launch in a new browser window
  5. Select Next when routing list entries are complete 

  1. Review and verify transaction information
  2. Edit information, if needed 

 If you edit header or journal lines information, you must select Validate and Generate Approvers again.

  1. Select Submit Journal

An on-screen notification confirms that your journal has been submitted for approval, if required, or fully approved if you have sufficient authority.

  1. Select Journal Number listed on the Home screen 
  2. Select Print-Friendly (pdf) in Journal Display
  3. Save the journal (defaults to .pdf)
  4. Open the saved journal in Adobe and select File, then Print

  1. Select Logout
What Happens Next?
  • The iJournals transaction routes sequence to approvers and any FYI recipients listed on the routing list.
  • After final approval, the system performs a final validation to confirm no changes have occurred since submission (for example, a PTA segment closing). If the transaction passes validation, it posts to the General Ledger. If not, it is rejected, and the originator is notified (with copies to approvers and/or FYI recipients) to update and resubmit.
  • Transaction originators are responsible for monitoring approval status. To be included in the current month’s activity, iJournals transactions must be fully approved, including all end-routes, by the published cut-off date. Learn more in Topic Overview: Month-End Close and Resource: Month-End Close Deadlines.
  • At month-end, Financial Systems and Operations Support (FSOS) moves any unapproved iJournals transactions to the next accounting period. Unapproved journals remain active until fully approved.

 

 

 

 

 

 

 

 

 

 

Create Journal Entries Using Upload Template

  1. Open iJournals Upload Template in Excel
  2. Read the Instructions included in the file 
  3. Print a copy for future reference

Start with a new iJournals upload template with each use; reusing existing templates can result in upload errors.

  1. Enter the Journal Date in cell B1
  2. Enter the Period in cell C1
  3. Enter the Category in cell D1
    Categories include New Journal and Allocation Journal.
  4. Enter the Title to identify the journal and help locate it later in cell E1
  5. Enter the Justification in cell B2

  1. Enter the first Project in cell B3
  2. Enter the Task in cell C3
  3. Enter the Fund/Award in cell D3
  4. Enter the Exp. Type/Object Code in cell E3
  5. Enter the Exp. Item Dt in cell F3
  6. Enter Employee ID in cell G3
    • Employee ID is not used at this time, used for Feeder Journals
  7. Leave column H blank.
  8. Enter Line Description in cell I3
    • Line description is displayed on the Expenditure Detail Report.
  9. If the line is a debit, enter Debit Amount in cell J3
  10. If the line is a credit, enter Credit Amount in cell K3
  11. Insert new DETL rows as needed, and repeat until all of the debits and credits are entered

  1. Enter the Debit Total in cell F1
  2. Save the upload spreadsheet file
    • PC: Save as a tab-delimited text file
    • MAC: Save as a Text (Windows) file

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU iJournals Public
  2. On the iJournals Home page, select Upload Journal

  1. Select Choose File or drag and drop a file
  2. Browse to the file and select Open 
  3. On the Upload a File page, select Upload 
  4. Upload file to go through pre-validation. If there are any errors, correct the errors and reload the entire file. Select Import when the file has successfully been validated.

  1. Select the Journal Number of the uploaded journal 
  2. Review the data in the uploaded journal
  3. Select Save to save header and Journal Lines entries. Saving allows you to exit the journal and complete it at another time.
  4. Select Validate and Generate Approvers to trigger system validation and generate the default approval routing list 

If the validation returns transaction errors, they must be corrected before proceeding. If no errors are returned, a confirmation message appears and you can proceed with finalizing the transaction, save it for later, void it, or duplicate it.

  1. Select Previous to return to Creation page and correct any errors
  2. Select Next to validate again
  3. Select Next when journal is valid and saved

  • If the originator does not have sufficient approval authority, system-generated approver(s) are assigned.
  • If the originator has sufficient approval authority, an approver is only required for journals of $10,000 or more that do not automatically end-route. Select an approver per Financial Transaction Approval guidelines.
  1. Review the system-generated approver to confirm the approval routing is complete for the transaction
  2. Select the Edit (pencil) icon to edit approval routing row entries, if needed
    • Approvers may be reordered by updating the sequence number
    • End-route designations cannot be changed.
  3. Select Apply Changes to save approval routing edits, if applicable

If you update a system-generated approver and return to a previous page, the updates will remain. However, system-generated approver(s) are automatically added back when you return to this screen due to validation rules

  1. Review and verify transaction information
  2. Edit information, if needed

If you edit header or journal lines information, you must select Validate and Generate Approvers again.

  1. Select Submit Journal

An on-screen notification confirms that your journal has been submitted for approval, if required, or fully approved if you have sufficient authority.

  1. Select Journal Number listed on the Home screen 
  2. Select Print-Friendly (pdf) in Journal Display
  3. Save the journal (defaults to .pdf)
  4. Open the saved journal in Adobe and select File, then Print

  1. Select Logout
What Happens Next?
  • The iJournals transaction routes sequence to approvers and any FYI recipients listed on the routing list.
  • After final approval, the system performs a final validation to confirm no changes have occurred since submission (for example, a PTA segment closing). If the transaction passes validation, it posts to the General Ledger. If not, it is rejected, and the originator is notified (with copies to approvers and/or FYI recipients) to update and resubmit.
  • Transaction originators are responsible for monitoring approval status. To be included in the current month’s activity, iJournals transactions must be fully approved, including all end-routes, by the published cut-off date. Learn more in Topic Overview: Month-End Close and Resource: Month-End Close Deadlines.
  • At month-end, Financial Systems and Operations Support (FSOS) moves any unapproved iJournals transactions to the next accounting period. Unapproved journals remain active until fully approved.

Create Intercompany Transfer Journal Entry

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU iJournals Public
  2. Select New Journal on the iJournals Home page

  1. Use the drop-down menu to select the Period for the correct month (defaults to current open period) 

The Effective Date auto-populates based on the selected Period.

  1. Enter a Title that identifies the journal and helps to locate it later
  2. Enter a Justification explaining the purpose of the journal

The justification must answer WHO, WHAT, WHEN, WHERE, and WHY so that someone unfamiliar with the transaction can understand its purpose and appropriateness. Select the question mark icon next to Justification for examples and requirements.

Record Expenses Paid to the Hospitals
  1. Enter Debit side of the journal (line 10)
    1. Enter Project, Task and Award (PTA) of the department incurring the expense
    2. Enter the Expenditure Type (Choose from the list of intercompany expenditure types)
      • Intercompany expenditure types begin with 59XXX.
      • SHC expenses: use an expenditure type between 59110 and 59499.
      • LPCH expenses: use an expenditure type between 59610 and 59999.
    3. Enter Exp. Date (date the transaction took place)
    4. Enter Dept. Ref (optional)
    5. Enter a Debit for the transaction amount
    6. Enter Description 
  2. Enter Credit side of the journal (line 20)
    1. Enter 1095535 in the Project field

    2. Enter Task

      The task is determined by the expenditure type used on the debit side of the transaction. View the  list of intercompany expenditure types and their corresponding tasks.

    3. Enter Award
      • If transferring revenue from SHC: ATZAA
      • If transferring revenue from LPCH: ATZAB
      • If transferring revenue from Tri-Valley: ATZAF
      • If transferring revenue from LPFCH: ATZAF
    4. Enter the 59059 in the Exp. Type field
      This expense type auto-accounts to an intercompany liability account on the balance sheet.
    5. Enter Exp. Date (date the transaction took place)
    6. Enter a Dept. Ref (consider using the Hospital Cost Center number)
      • SHC: 9 digits
      • LPCH: 11 digits
    7. Enter a Credit for the transaction amount 
    8. Enter a Description 
  3. Select the Add 4 Lines button to add more lines, if needed
  4. Once all line items are entered, check that the debit and credit totals are equal. If they do not, you must make the necessary corrections in the transaction lines before you can proceed.
  5. Select Save to save header and Journal Lines entries. Saving allows you to exit the journal and complete it at another time.

  6. Select Validate and Generate Approvers to trigger system validation and generate the default approval routing list 

    If the validation returns transaction errors, they must be corrected before proceeding. If no errors are returned, a confirmation message appears and you can proceed with finalizing the transaction, save it for later, void it, or duplicate it.

Record Revenue from the Hospitals
  1. Enter Debit side of the journal (line 10)
    1. Enter 1095535 in the Project field

    2. Enter Task

      The task is determined by the revenue object code used on the credit side of the transaction. View the list of intercompany revenue object codes and their corresponding tasks.

    3. Enter Award
      • If transferring revenue from SHC:  ATZAA
      • If transferring revenue from LPCH: ATZAB
      • If transferring revenue from Tri-valley: ATZAF
      • If transferring revenue from LPFCH: ATZAF
    4. Enter the 59042 in the Expenditure Type field
      This expenditure type auto-accounts to an intercompany receivable account on the balance sheet.
    5. Enter Exp. Date 
    6. Enter a Dept. Ref (consider using the Hospital Cost Center number)
      • SHC: 9 digits
      • LPCH: 11 digits
    7. Enter a Debit for the transaction amount
    8. Enter a Description 
  2. Enter Credit side of the journal (line 20)
    1. Enter Project, Task and Fund/Award (PTA) of the university department that will recognize revenue
    2. Enter the Revenue Object Code (Choose from the list of intercompany revenue object codes.)
      • Intercompany revenue object codes begin with 42XXX:
        • Revenue from SHC: object code between 42110 and 42499.
        • Revenue from LPCH: object code between 42610 and 42999.
    3. Enter Exp. Date 
    4. Enter Dept. Ref (optional)
    5. Enter a Credit for the transaction amount
  3. Select the Add 4 Lines button to add more lines, if needed
  4. Once all line items are entered, check that the debit and credit totals are equal. If they do not, you must make the necessary corrections in the transaction lines before you can proceed.
  5. Select Save to save header and Journal Lines entries. Saving allows you to exit the journal and complete it at another time.
  6. Select Validate and Generate Approvers to trigger system validation and generate the default approval routing list 

If the validation returns transaction errors, they must be corrected before proceeding. If no errors are returned, a confirmation message appears and you can proceed with finalizing the transaction, save it for later, void it, or duplicate it.

  1. Select Previous to return to Creation page and correct any errors
  2. Select Next to validate again
  3. Select Next when journal is valid and saved

  • If the originator does not have sufficient approval authority, system-generated approver(s) are assigned.
  • If the originator has sufficient approval authority, an approver is only required for journals of $10,000 or more that do not automatically end-route. Select an approver per Financial Transaction Approval guidelines.
  1. Review the system-generated approver to confirm the approval routing is complete for the transaction
  2. Select the Edit (pencil) icon to edit approval routing row entries, if needed
    • Include Chi Seng (Sam) Chan from FAIR as a second approver, after the department approver
    • End-route designations cannot be changed.
  3. Select Apply Changes to save approval routing edits, if applicable

If you update a system-generated approver and return to a previous page, the updates will remain. However, system-generated approver(s) are automatically added back when you return to this screen due to validation rules.

  1. Review and verify transaction information
  2. Edit information, if needed 

 If you edit header or journal lines information, you must select Validate and Generate Approvers again.

  1. Select Submit Journal

An on-screen notification confirms that your journal has been submitted for approval, if required, or fully approved if you have sufficient authority.

  1. Select Journal Number listed on the Home screen 
  2. Select Print-Friendly (pdf) in Journal Display
  3. Save the journal (defaults to .pdf)
  4. Open the saved journal in Adobe and select File, then Print

  1. Select Logout
What Happens Next?
  • The iJournals transaction routes sequence to approvers and any FYI recipients listed on the routing list.
  • After final approval, the system performs a final validation to confirm no changes have occurred since submission (for example, a PTA segment closing). If the transaction passes validation, it posts to the General Ledger. If not, it is rejected, and the originator is notified (with copies to approvers and/or FYI recipients) to update and resubmit.
  • Transaction originators are responsible for monitoring approval status. To be included in the current month’s activity, iJournals transactions must be fully approved, including all end-routes, by the published cut-off date. Learn more in Topic Overview: Month-End Close and Resource: Month-End Close Deadlines.
  • At month-end, Financial Systems and Operations Support (FSOS) moves any unapproved iJournals transactions to the next accounting period. Unapproved journals remain active until fully approved.
Last Updated: Jul 21, 2026
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