Filetype Excel XLSX | Posted on 08 Aug 2022 | 3 years ago
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199x Filetype XLSX File size 0.04 MB Source: uvafinance.virginia.edu
Sheet 1: Accounting Journal Template
| H_JournalKey | H_Company | H_Currency | H_LedgerType | H_BookCode | H_AccountingDate | H_JournalSource | H_BalancingWorktag | H_JournalEntryMemo | H_JournalExternalRefID | L_Order | L_LedgerAccount | L_DebitAmount | L_CreditAmount | L_Currency | L_Memo | L_ExternalRefID | L_BudgetDate | L_SpendCategory | L_RevenueCategory | L_Company | L_CostCenter | L_BusinessUnit | L_Fund | L_Gift | L_Grant | L_Designated | L_Project | L_Program | L_Function | L_Activity | L_Assignee | L_Internal_Reference | L_Location | L_Loan | L_Region |
| Journal Header Information | |||||||
| Journal Line Information | |||||||
| Important Note: File headers and Workday Reference IDs are case sensitive | |||||||
| Field Names | Required? (Yes/No) | Data Type | Max Length | Only Workday Reference IDs are allowed? (Yes/No) | Sample Data | Description | |
| H_JournalKey | Yes | Alphanumeric | 30 | FM-AS3CG04062022_1 | Unique Journal ID that Source system can generate for each journal. This will be stored in the tenant. To make sre the Journal key is always unique, we suggest this format - {MBU}-{UVAComputingID}MMDDYYYY_SeqNo | ||
| H_Company | Yes | Alphanumeric | 7 | Yes | UVA_207 | Workday Company Reference ID | |
| H_Currency | Yes | Text | 3 | Yes | USD | Currency. For US Dollars - USD. For SIS/FUNDRIVER - USD should be sent as hardcoded text |
|
| H_LedgerType | Yes | Text | 15 | Yes | ACTUALS | For SIS, FUNDRIVER and FM- ACTUALS should be sent as hardcoded text | |
| H_BookCode | No | Text | 15 (waiting on confirmation) | Yes | For SIS / FUNDRIVER - No value will be passed under this column. | ||
| H_AccountingDate | Yes | Date | 10 | No | 12/10/2021 | Date format: mm/dd/yyyy, Current Date | |
| H_JournalSource | Yes | Text | 15 | Yes | Accepted values: SIS FM_Integrations Manual_Journal Manual_Journal_Transfers Fundriver Payroll_Manual_Journal Grant_Cost_Transfers Grant_Retro_Cost_Transfers Remission_Reallocations Payroll_Accounting_Adjustment_Historical |
Workday Journal Source Reference ID. The IDs are case sensitive. | |
| H_BalancingWorktag | Yes | Alphanumeric | 5 | Yes | FD002 (Default) | Workday Fund Reference ID. The Balancing Fund is required by Workday in the header of the journal, however, the journal will still balance according to the Funds used on the lines. | |
| H_JournalEntryMemo | Yes | Alphanumeric | There is no defined max length by Workday | No | BU-UVACompuntingID - description | Free Text Field to be used as the journal entry memo. Prefix the memo with BU-UVACompuntingID | |
| H_JournalExternalRefID | No | Alphanumeric | 100 | No | Source System can entry details. | Free Text Field that can be used to tie the journal back to the source system. | |
| L_Order | Yes | Numeric | Workday accepted numeric digits. Source systems can define max length based on max lines per their system. | No | 1 | Journal Line sequence order. Ex: 1,2,3,.. |
|
| L_LedgerAccount | Yes | Alphanumeric | 6 | Yes | 6010 | Workday Ledger Account Ref ID. This is the primary accounting tag used to prepare external financial reports. | |
| L_DebitAmount | Conditional | Numeric | Workday accept numeric digits with decimals. Source systems can define max length based on max quantity per their system. | 1000.98 | Debit Amount. Format:123456789.99 | ||
| L_CreditAmount | Conditional | Numeric | Workday accept numeric digits with decimals. Source systems can define max length based on max quantity per their system. | 1000.98 | Credit Amount. Format:123456789.99 | ||
| L_Currency | Yes | Text | 3 | Yes | USD | Currency. For US Dollars - USD. For SIS - USD should be sent as hardcoded text |
|
| L_Memo | Yes | Alphanumeric | There is no defined max length by Workday | No | Source System can entry details. | Free Text Field to be used as a description for the journal entry line. | |
| L_ExternalRefID | No | Alphanumeric | 100 | No | Source System can entry details. | Free Text Field that can be used to tie the journal line back to the source system. | |
| L_BudgetDate | Yes | Date | 10 | No | 12/10/2021 | Date format: mm/dd/yyyy. Primarily would only be different than accounting date on grants due to the period of performance. | |
| L_SpendCategory | Conditional | Alphanumeric | 6 | Yes | SC0551 | WD Spend Category Reference ID (Current expenditure type). Used to classify expenditures for internal and external reporting. Example: Wages, Student (SC0045). | |
| L_RevenueCategory | Conditional | Alphanumeric | 6 | RC0055 | Workday Revenue Category Reference ID. Used to classify revenues for internal and external reporting. Example: Athletics Income (RC0055). | ||
| L_Company | Yes | Alphanumeric | 7 | Yes | UVA_207 | Workday Company Reference ID. These would include the Rector and Visitors, UVA Medical Center, UVA Wise, etc. | |
| L_CostCenter | Conditional (ledger accounts >3999 only) | Alphanumeric | 10 | Yes | CC1234, MC-1234567 | Workday Cost Center Reference ID. Area that owns a subset of revenues and/or expenses to support management decision making or accountability. |
|
| L_BusinessUnit | No | Alphanumeric | 4 | Yes | BU01 | Workday Business Unit Reference ID. Used to generate GAAP financial statements at a lower level than Company. |
|
| L_Fund | No *FUND is required but it will be derived from the driver Worktags (Gift/Grant/Designated/Project) |
Alphanumeric | 5 | Yes | FD001 | Workday Fund Reference ID. High-level source of monies used to support GASB net position categories and state reporting requirements |
|
| L_Gift | Conditional (at least one Gift/Grant/Designated/Project must be selected) | Alphanumeric | 8 | Yes | GF000001 | Workday Gift Reference ID. Pledges, outright contributions received from private sources, or activities supported by an external party (i.e., donor). |
|
| L_Grant | Conditional (at least one Gift/Grant/Designated/Project must be selected) | Alphanumeric | 8 | Yes | GR000001 | Workday Grant Reference ID. Meets UVA’s policy definition of a sponsored program (e.g., federal, state, local and private). |
|
| L_Designated | Conditional (at least one Gift/Grant/Designated/Project must be selected) | Alphanumeric | 8 | Yes | DN000001 | Workday Designated Reference ID. Represents funding other than gifts and grants such as discretionary, startup, state appropriations, ETF, including earned revenue such as tuition and Facilities & Administrative (F&A). |
|
| L_Project | Conditional (at least one Gift/Grant/Designated/Project must be selected) | Alphanumeric | 7 | Yes | PJ00001 | Workday Project Reference ID. Activity that has a defined start and end date (e.g., capital or IT project), multiple funding sources and hierarchy. |
|
| L_Program | No | Alphanumeric | 7 | Yes | PG00001 | Workday Program Reference ID. Defined at the school/unit level, Program captures activities or initiatives that are generally consistent over time (no definite start or end date), broad in nature, and typically spans across multiple cost centers, funding sources, projects and activities. |
|
| L_Function | Conditional (ledger accounts >4999) | Alphanumeric | 5 | Yes | FN123 | Workday Function Reference ID. Used to categorize expenditures by mission; supports NACUBO, GASB and state reporting requirements |
|
| L_Activity | No | Alphanumeric | 7 | Yes | AC12345 | Workday Activity Reference ID. Envisioned as managerial reporting tool only, defined at school level; used to assign further granularity to programs and/or projects. |
|
| L_Assignee | No | Alphanumeric | 9 | Yes | 123456789 (WD ID) |
Workday Assignee Reference ID. Allows tracking by individual; for identifying and reporting on financial activity and balances for which the individual is responsible (e.g., faculty, grad students). |
|
| L_Internal_Reference | No | Alphanumeric | 17 *Facilities Mgmt ONLY will use 27 character length for Internal Reference |
Yes | IRFM1234567890123 | Workday Internal Reference ID. Track the various units’ internal reference numbers on transactions in Workday. | |
| L_Location | No | Alphanumeric | 19 | Yes | FM_0580_01_141A | Workday Location Reference ID. Represents physical locations to track assets and workers. Also used on operational transactions for identified use cases, such as tracking facilities-related costs for areas such as Athletics and Business Operations. | |
| L_Loan | No | Alphanumeric | 5 | Yes | LN123 | Loan Reference ID. To track internal loans provided by the Internal Bank. | |
| L_Region | DNU | Alphanumeric | 7 | Yes | Region Reference ID. Reserved for future UVA Medical Center use. | ||
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