General Journal Interface Module Overview

The vast majority of the University's accounting entries are generated from
accounts payable, payroll and other automated systems. These systems employ the
necessary processing controls for these entries and maintain the detailed data
regarding their origin. In addition to these transactions, there is a need to make
adjustments and other direct entries to the University's general ledger. GJIM is an
on-line system designed to capture data at its point of origin and facilitate the entry
of data to create journal transactions in a common document format. The scope of
GJIM includes processing transfers of funds or expenditures, interdepartmental
invoices, account changes and journal entries. GJIM is not used for the processing
of cash receipts, other accounts receivable activity, or transfer vouchers. 

General Capabilities

GJIM is an external front end to the University's general ledger. It allows document
entry to be distributed throughout the University. Documents are uniquely
identified by their type, the fiscal year in which they are to be effective, and a
system generated number. Other data that are retained include company cost center
numbers, account numbers, the budgetary unit and the departmental representative
associated with the document (for tracking purposes), and the date the document is
effective. Short descriptive text noting the reason for and/or referencing related
activity associated with the document is permitted. These brief descriptions are
passed to general ledger and appear on the monthly Departmental Budget Report.
The ability to input lengthy text describing the purpose of, or providing additional
justification for, a document is provided and maintained. This text may be viewed
whenever the document is accessed.