How to Complete a Financial Journal for Users Without OFC Access

This Financial Journal process is meant to be used to manage transactions that cannot be done through any other systems or processes (such as internal recharge, intercampus recharge, TOFs, TOEs, etc.) Audience: Graduate Division, EAPQ, Central Office Staff

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Note: This document describes the process for completing financial journals for users who DO NOT have access to OFC.

Open the Financial Journal template from your desktop or location you've saved it to on your device. Upon opening the Financial Journal template, you will be prompted with the option to connect to OFC.

When the pop-up window asks if you want to "connect", select "No" to indicate that you do not want to connect to OFC.

Users that do have OFC access can also choose to complete this process without connecting to OFC.

Click "OK" to dismiss the warning that indicates your connection to OFC has been cancelled.

Click the "Instructions" tab at the bottom of the workbook, and read all instructions carefully before starting

Click "Entry" to navigate to the tab you need to fill out

Enter a Journal Name and Description.

The Financial Journal should be named according to the following convention: Department Name_YYYY Month_sequence number. Example: "Physics_2023 Jan_1"

Fill out all required transaction information.

All fields with an asterisk are required.

Fill in ***either*** Entered Debit OR Entered Credit. The other field must be left blank.

Enter the required number of zeros for unused chart string segments. For more information on each segment, review the [CCOA Segment Definitions Guide.](https://financemanagement.ucsb.edu/sites/default/files/PDF%20guides/CCOA/CCOA%20Segment%20Definitions%20-%20Reference%20Sheet.pdf)

Ignore all fields in dark gray. You may enter a Line Description (i.e. transaction reference number), but this is optional.

Click the "E - Data Field Explanation" for descriptions, and verify each of your entered values has the appropriate number of characters.

Click "Instructions" to navigate back to the Instructions tab.

Save your journal file in the required .xlsm format.

Obtain the necessary internal approval (i.e. Convert the journal to a PDF and submit it to the department Approver via DocuSign.) Retain a copy for records and combine all supporting documentation into one PDF to be sent with the Excel file.

NOTE: It is not necessary to obtain internal approval if your department Approver reviews/approves the file within the department's billing system.

Email your .xlsm file and supporting documentation PDF to **gldata@bfs.ucsb.edu**

This concludes "How to Complete a Financial Journal for Users Without Access to OFC."