Prime Journal Page

LAST UPDATED: October 1, 2015

What You Should Know

There are four types of journals that can be created using the Prime Journal Page.

Fund Assignment vs. Fund Transfer

Prime Journal Navigation

Menu Path: Princeton Custom > General Ledger > Prime Journal

Journal Activities

Save Your Work - Use Save and Edit or Save and Submit

When creating a Journal in Prime Financials, be sure to click the Save and Edit or Save and Submit buttons rather than the Save button. Choosing the Save button doesn’t submit the entry into the main General Ledger table and it can only be viewed by the user. To ensure we can help you should you have any issues with a Journal, click Save and Edit or Save and Submit.

Journal Information

Journal ID

Journal Date

Source

  • ASG = Assignment
  • TRF = Transfer
  • COR = Cost Transfer/Correction
  • STD = Standard

Status

  • Edited - Edited in General Ledger
  • Error - Errors in Edit Process
  • Saved - Saved but not Edited
  • Submitted - Submitted for Approval (Note: When Status is "Submitted", Status in GL is "Posted" and Approval Status in GL is "None", this indicates a fully approved and posted journal.)

Approval Status in GL

  • Post - Approved to Post
  • Denied
  • None - No Request (Note: When Status is "Submitted", Status in GL is "Posted" and Approval Status in GL is "None", this indicates a fully approved and posted journal.)
  • Pending - Pending Approval

Status in GL

  • Errors - Journal has errors
  • Edit Req’d - No status; needs to be edited
  • Posted – Posted to Ledgers (Note: When Status is "Submitted", Status in GL is "Posted" and Approval Status in GL is "None", this indicates a fully approved and posted journal.)
  • Incomplete – Journal entry incomplete
  • Valid – Valid journal; edits complete

Journal Purpose
This is an overall synopsis of why the journal is being entered.  The Journal Purpose field is visible to workflow approvers and should include information relevant as to why the journal is needed.  For recurring Journals, the purpose should indicate the applicable time period. (For example: Monthly Charges for December 2014)

Line Detail

Description Field (30 characters max)

The Description field in the Journal Line Detail section is a description unique to that particular chartstring line and amount. Most descriptions will need to be abbreviated in a meaningful manner since the field only allows a maximum of 30 characters. The description should be unique enough that departments will be able to recognize the Journal’s distinct purpose separate from other similar/recurring Journals. If it’s more useful, spell out or abbreviate the Department Name instead of using the Department Number.
 

Visible on the following reports (not a complete list):

  • FIN015-Transaction Detail by Chartstring “Description” field
  • FIN016-“Transaction Description” field
  • FIN017-“Line Description” field

Journal Reference Field

  • In a Cost Transfer/Correction Journal this is populated with the original Journal ID# - the Journal being corrected

Journal Attachments

  • Attachments can be added to the original transaction or added after a journal has been saved
  • Attachments cannot be added to a journal that has posted
  • Be mindful of the attachment file size
  • Attachments are viewable by approvers

Learn how to Add an Attachment to a Journal.

Common Journal Errors

Learn more about Common Journal Errors

Journal Search

Journal search

You can search for a journal you submitted through the Prime Journal Page, using the "Search Journal" button.

Use the ‘search’ function to monitor and track the workflow of your Prime journals. This is especially critical if you post-date a Prime Journal to a future month since they can only be submitted for workflow when the accounting period is open.


 

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