Body
INTRODUCTION/PURPOSE
When a journal entry is created in Banner the supporting documentation for that journal must be loaded into the university's document repository. UI is currently using the SoftDocs application for archiving journal entry documentation. This document contains instructions on how to submit the journal documentation for archival.
POLICY
PROCESS
PROCEDURE DETAIL
How to Submit ACCT Journal Documentation to Soft Docs Etrieve - Content
Step: Navigate to the UI's enterprise applications web site. (https://support.uidaho.edu/TDClient/40/Portal/Requests/ServiceDet?ID=707)
Step: Click "Etrieve Content"
Step: Click "Journal Documentation"
Step: Click the paperclip icon.
Step: Select desired file to upload from computer.
Step: Click "Unfiled"
CAUTION: If multiple people are uploading at the same time, you will see all “unfiled” documents. Please ensure that you choose your document.
Step: Click "ACCT Journal Documentation" in Key Fields
Step: Type Journal Entry number in Journal Number Field. In this example we used "J1373833".
Alert! Cross reference the journal entry number to ensure it matches the journal entry in Banner.
Step: Click the "Fiscal Year" field and type in the fiscal year.
Alert! To ensure filing in the correct year, make sure the fiscal year is in the correct format (i.e. FY25 = 2025, FY24 = 2024, etc)
Step: Indicate Yes or No if the journal document has grant FOAPAL sequences in the "Grant Doc" field.
Tip! This field is used to ensure proper record retention timelines are followed, because grant documents have a longer retention period than many of our other documents.
You know your document is successful when you see that the document has been filed in the proper location to the Journal Entry tree to the left.
Tip! Click on the journal entry and verify it uploaded properly before closing out.
Note: If you uploaded the wrong document by mistake, please contact General Accounting (gnrlacctg@uidaho.edu) for assistance.
Alert! In the FOATEXT of the journal document, make a note that supporting documentation was uploaded to Soft Docs to ensure approvers know there is back-up to review.
NOTES AND COMMENTS
DOCUMENT OWNER
UI Financial Shared Services