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Administrator Guide
Last Updated: 2024-10-04
Create Manual Accounting Center Detailed Journals

Create Manual Accounting Center Detailed Journals

  • Configure these business processes:
    • Accounting Center Detailed Journal Approval Event
       to route manual accounting center detailed journals for approval.
      Configure Approvals on the Accounting Center Detailed Journals.
    • Accounting Center Detailed Journal Batch Initiation Event
      .
      Include the Accounting Center Detailed Journal Batch Initiation Primary Process as Batch/Job in the business process definition.
    • Accounting Center Summarization Event
      .
      Include the Accounting Center Summarization Primary Process as Batch/Job in the business process definition.
  • Security:
    Process: Accounting Center Detailed Journals
     in the Accounting Center functional area.
You may create a manual journal with worktags, additional attributes and tax details in Detailed Accounting for a number of purposes, including:
  • Correct data created by traditional batch processing.
  • Create reversing accruals in the current period for source data that isn’t yet in the Accounting Center.
You can only process manual detailed journals directly in the Detailed Accounting and Summarization stages. There are no Ingestion or Enrichment stages for manual detailed journals.
For Manual Detailed Journal batches, Workday:
  • Ignores any processing options that you’ve configured for the accounting source on the
    Edit Accounting Center Process Configuration
     task.
  • On the
    Run Accounting Center Event
     page:
    • Disables the
      Dismiss Errors and Process with Future Batch
       option as you can't dismiss transactions for the Manual Detailed Journal batch types.
    • Only displays the
      Summarization
       stage when you click
      Run
       and select
      Rollback to Selected Stage and Reprocess
      .
The Accounting Center Detailed Journals don't post directly to your ledger but Workday instead summarizes them before posting to the ledger.
  1. Access the
    Maintain Feature Opt-In
     report and for the Accounting Center Detailed Journals - Contextual Security by Accounting Source feature, select
    Opt In to Feature
    .
  2. (Optional) Add the Roles - Source System security group to the
    Accounting Center Summarization Event
     security policy.
    When you grant a user access to a domain through a constrained security group, Workday limits access to each accounting source based on the user role.
  3. (Optional) Opt-in to the
    Accounting Center Detailed Journals - Contextual Security by Accounting Source
     feature and contextually secure these subdomains on the
    Process: Accounting Center Detailed Journals
     security domain by the constrained Roles - Source System security group:
    • Process: Accounting Center Detailed Journals - Add Attachment
    • Process: Accounting Center Detailed Journals - Add/Change Attachment
    • Process: Accounting Center Detailed Journals - Cancel
    • Process: Accounting Center Detailed Journals - Core
    • Process: Accounting Center Detailed Journals - Reporting
    • Process: Accounting Center Detailed Journals - View
  4. (Optional) Configure an ID Generator for Accounting Center Detailed Journal.
    Access 1 of these tasks:
    • Edit Tenant Setup - Financials
       to configure an ID for all manual accounting center detailed journals at the tenant level.
    • Edit Company ID Definitions
       to configure an ID for all manual accounting center detailed journals at the company level.
    The company ID sequence generator values take precedence over the Tenant Setup configuration.
  5. (Optional) Use the
    Batch Type
    report field to create a condition rule on the Accounting Center Summarization Event business process.
  6. Access the
    Create Accounting Center Detailed Journal
     task.
  7. As you complete the journal header, consider:
    Option Description
    Accounting Source
    Select the accounting source for which you want to create the manual detailed journal.
    Ledger
    Select a company that includes an Actuals ledger.
    Workday doesn't support entering detailed journal in either of these ledgers:
    • Commitment
    • Obligation
    You can also use the
    Ledgers by Company Hierarchy
     prompt category to navigate a company hierarchy and then select the company ledger.
    Currency
    The company currency used on financial transactions. Workday populates the field based on the
    Ledger
     that you select.
    Journal Source
    Displays journal sources you configured as an
    Accounting Source
     on the
    Maintain Journal Sources
     task.
    Currency Rate Type
    You can specify a currency rate type when you select the
    Enable Multicurrency
     check box. If you don't specify a type, Workday uses the
    Currency Rate Type Override
     on the
    Edit Company Accounting Details
     task.
    Book Code
    Leave blank to post to the blank book code.
    External Reference ID
    (Optional) Enter the reference ID. The reference ID enables you to track source system transactions for auditing purposes that you import into Workday.
    Enable Multicurrency
    (Optional) Select to enable the
    Currency Rate Type
     if you want to use a currency rate type other than the default.
    Workday populates the
    Enable Multicurrency
     check box selection based on whether the selected Accounting Source is enabled for multicurrency.
    Enable Tax Details
    Select to add tax reporting details on a manual accounting center detailed journal.
    When you enable this option, you must specify
    Tax Details
     on the
    Journal Entry Lines
     grid.
    Create Reversal
    Select to enable the
    Reversal Date
     so that you can enter the date you want to have journal entries reversed. The default is the next open period.
    Both the journal period and the reversal period must be open.
    Reconcile to Bank
    Select the check box if you want to reconcile the summarized cash journal lines.
    Manual journal lines you select are available for reconciliation and displays a Transaction Reference, if there’s one.
    You can then match the selected journal lines with your bank statement. See Steps: Use Bank Account Reconciliation.
  8. Click
    Continue
    .
    The additional attributes that you configured on the
    Configure Detailed Journal Additional Attributes
     task and selected as Editable in the Journal Entry Lines Grid are available on the
    Journal Entry Lines
     grid.
  9. As you complete the
    Journal Entry Lines
     grid, consider:
    Option Description
    Ledger Account
    Displays the ledger accounts for the Company based on the restricted-to companies you configured on the
    Create Account Set
     task. If you selected the company as a dimension in your account posting rules, Workday validates that you can use the ledger account with the company or company hierarchy.
    Worktags
    Use worktags as keywords to classify and find transactions easily. The worktags that you can select are based on the worktags that are present on the Detailed Accounting Output Table. When you select a worktag type that has related worktags, Workday automatically populates transactions with the related worktag values.
    When you add a new line, Workday populates the worktags from last edited line on the new line.
    Interworktag Affiliate
    Use interworktag affiliate value to process transactions with affiliate values when you balance detailed accounting by the required balancing worktag.
    You can apply interworktag affiliate values when you enable primary worktag balancing in your tenant.
    Tax Details
    When you select the
    Enable Tax Details
     option on the header of the journal, click
    Tax Details
     to define these required tax attributes and worktags:
    • Tax Attributes
      • Transaction Date
      • Tax Type
      • Taxable Amount
      • Tax Recoverability Type
    • Worktags
      • Tax Applicability
      • Tax Code
      • Tax Rate
      • Tax Recoverability
      • Tax Point Date Type
        To configure the
        Tax Point Date Type
         worktag, select the
        Enable Tax Point Date Configuration for Transaction Taxes
         option under
        Tax Options
         on the
        Edit Tenant Setup - Financials
         task.
    Additional Attributes
    Enter a value for each
    Required
     additional attribute.
    You configure additional attributes as
    Required
     on the
    Configure Detailed Journal Additional Attributes
    task.
  10. (Optional) Expand
    Attachments
     and use the
    Drop files here
     or
    Select files
     option to add attachments.
  11. (Optional) To add or change attachments after you create a manual detailed journal, you can either:
    Add, change, or delete attachments, from the related actions menu for an Accounting Center Detailed Journal on the
    View Accounting Center Detailed Journal
     report, select
    Add/Change Attachment
    .
    Security:
    Process: Accounting Center Detailed Journals - Add/Change Attachment
    domain in the Accounting Center functional area.
    Only add an attachment, access the
    Add Attachment for Accounting Center Detailed Journal
     task.
    Security:
    Process: Accounting Center Detailed Journals - Add Attachment
     domain in the Accounting Center functional area.
  12. (Optional) Click
    Generate Draft
    .
    Workday:
    • Performs system and custom validations for the as-entered and generated journal lines.
    • Displays expected journal lines for the manual detailed journals based on the as-entered lines.
    Workday won't submit the detailed journal lines for approval until you click
    Submit
    .
  13. Review and click
    Submit
     to submit the journal lines for approval.
    Workday initiates the
    Accounting Center Detailed Journal Approval Event
     to route manual accounting center detailed journals for approval.
    On approval, Workday automatically initiates the
    Accounting Center Detailed Journal Batch Initiation Event
     business process to create a batch for detailed accounting and summarization.
  14. Access the
    Find Accounting Center Batches
     report.
  15. On the
    Find Accounting Center Batches
     page, for
    Batch Type
    , select
    Manual Detailed Journal
    .
  16. Click to open the batch created by the detailed manual journal.
  17. (Optional) If the Detailed Accounting stage has a status of
    Failed
    , click
    Retry
    to submit the batch again.
  18. (Optional) If the Summarization stage has an
    In Progress
     status, with error transactions, click
    Run
    . For
    Process Options
    , select
    Rollback to Selected Stage and Reprocess
     and for stage, select
    Summarization
    .
  19. Refresh the page to confirm that the batch has a
    Completed
     status.
  20. From the related actions of the batch, select
    Accounting Center Batch
    View Accounting Center Detailed Journals
    .
  21. On the
    View Accounting Center Detailed Journal
     report, confirm that the detailed journal has an
    Approved
     status and the batch has a
    Completed
     status.
    For high-volume journal lines, Workday displays the first 1000 journal lines before displaying the
    Summarized Journal Lines
     grid. The grid enables you to review more journal lines without performance degradation. You can still view the detailed lines of a summarized Accounting Center Detailed Journal by clicking the
    Display Journal Lines Details
     button, but note that this will affect performance for high-volume journal lines.
    If you’ve configured an ID Generator for the Accounting Center Detailed Journal on the
    Edit Tenant Setup - Financials
     task, Workday uses it to create a unique manual detailed accounting journal number. This numbering is separate from the traditional numbering for journals that post to the ledger.
  22. To navigate back to the batch, from the related actions of the detailed journal, select
    Accounting Center Detailed Journal
    View Accounting Center Batch
    .
  23. From the related actions of the batch, select
    Accounting Center Batch
    View Accounting Center Summary Journals
    .
  24. On the
    View Accounting Center Summary Journal
     page, confirm that summary journal has a
    Posted
     status.
    Because Workday posts the summarized journals to the ledger, note that it uses the numbering for traditional journals.
  25. To navigate back to the batch, from the related actions menu of the journal, select
    Journal Entry
    View Accounting Center Batch
    .