*Important: The journal spreadsheet may easily become corrupted. To avoid having issues, use a new spreadsheet each time. Download the spreadsheet template from https://www.northwestern.edu/financial-operations/policies-procedures/finance/spreadsheet-journal-template1.xlsm.

What happened when you opened the spreadsheet?	Respond by taking this action:
Spreadsheet opens without any warning or messages.	Continue to step 2: Save the file with a new name - macro enabled.
Some type of warning appears that the macros have been disabled.	Configure Excel macros security level: Click the File tab, click Options, and then click Trust Center. Click Trust Center Settings, and then click the Macro Settings category. Click Enable VBA macros. This allows all macros to run. Click OK twice. Continue to step 2.
Some type of option appears allowing you to enable the macros.	Enable the macros and continue to step 2.

• Save the journal spreadsheet file as macro-enabled workbook. (example: Bookstore Charges Nov 2021.xlsm)
• Save each file to an easy to access location & with a unique file name.
  

Enter your NETID.

Enter the Journal Date - determines posting date.

Enter a unique Header Description - 30 character max.

Choose a Reversal option from the drop down list.

  

Choose a journal purpose from the drop down list.

   

• Required spreadsheet fields are indicated.
• Use the Header Description box to identify the spreadsheet contents (limited to 30 characters). This field may be viewed when searching for journals.
• Warning: Do not alter the spreadsheet formatting! Use the right-click Paste Special option to paste data into the spreadsheet! Do not use the regular Paste option. Pasted data often contains unacceptable formatting or formulas.

Not sure whether to use a + or - sign?

	To Increase this account:	To Decrease this account:
Expense	Enter positive amount (debit)	Enter negative amount (credit)
Revenue	Enter negative amount (credit)	Enter positive amount (debit)

• Journal Line Description (required field) - description will appear on the GL008
• Journal Line Reference (optional field) - can be used for additional reporting or to reference journal ID related to this line activity.
• Journal Total should equal Zero & Required Fields Check should say OK.

Tips:

• Check field alignment. This may help you spot typos where department or project numbers have too few or too many digits
• Observe accounting rules for different journal types: https://www.northwestern.edu/financial-operations/policies-procedures/finance/financejournalprocessing.html

*Important: Do not reformat the spreadsheet in any way!

• Line numbers auto-populate when you enter a fund (do not enter line numbers)
• Do not enter formulas or dollar signs in any cell
• Do not delete entire rows or columns
• Do not change the Amount column format. Amounts are formatted with two decimal points and no $ signs

1. Click the "Output to Text File" button and save the resulting text file in an easily found place, Documents or Desktop.

1. Log into NUFinancials: https://nufin.northwestern.edu/
2. Navigation: NUFinancials > NavBar > Navigator > General Ledger > Journals > Import Journals > Import Flat File Journals
3. You will need a Run Control, which can be reused. Add a new Run Control value or find an existing value
   
4. Click Attach button
5. Click Browse to select the output text file from where you saved it. *Note: the .xlsm Excel template cannot be uploaded directly, only the output .txt text file may be used.
6. Click + to add additional journal files (if you would like to upload multiple journals at once.)
   
7. Click Run
   
    
8. Click OK
9. Click Process Monitor to review process status
   
10. Click Details
    
11. Click View Log/Trace
    
12. Click .LOG file
    
13. Copy or note journal ID (example highlighted above)

 

Once a journal has been uploaded, it must be completed in Portal Actuals Journal and submitted for approval*

1. Navigation: NUFinancials > NavBar > NU Actuals Journal > Add/Update Actuals Journal
2. Click Find an Existing Value to search for your journal
3. Enter your the journal ID recorded above, or search for your journal
   
4. Click Modify button
5. Complete additional steps as needed:
   • Confirm you are in compliance with the 90-day rule and complete and attach 90-day forms when applicable per: http://www.northwestern.edu/financial-operations/policies-procedures/forms/90-Day_Memo_Form_and_Instructions.pdf
   • Attach supporting information and documentation to the journal submission (i.e., include description of what you are doing and attach support for calculations. This is needed for journal approval and audit purposes
   • Complete any additional details required for that journal type
6. Click Save & Submit
7. 

When successfully submitted, the workflow status will show “Pending Approval”

If errors are identified, click “Error” and correct the issue identified

*Central users may complete and submit journals via:

• Navigation: NUFinancials > NavBar > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

Top 5 reasons spreadsheets must be revised:

1. The format has been adjusted or a corrupted spreadsheet has been reused (use a new one each time).
2. Required fields have not been entered. (Verify the Required Field Check box in the header section shows 'OK')
3. The macros have been disabled.
4. Chart strings are invalid or do have budget errors ('Budget exceeds tolerance' or 'No budget exists').
5. Amounts are longer than 2 decimal points, have rounding errors, or contain dollar signs or formulas.

Troubleshooting:

• Doublecheck you are uploading the output text file (.txt) and not the excel (.xlsm) file into NUFinancials.
• For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or via email at consultant@northwestern.edu.