Accounting Services

Note: Depending upon the WD workflow, the transaction ID can also be called Operation Transaction, Journal Number, Document Number, Requisition Number, etc.

For a visual of this step-by-step guide please refer to the Finding Transaction IDs page.

In Workday search Find Journal Lines, this will open the report parameters. Input the following fields:

1. Company: Input UW1861
2. Year: Select the applicable year (e.g. FY2024) from dropdown
3. Period: Select Period (by month), then select the actual month of the transaction
4. Other additional fields, although not required, will be instrumental in narrowing down your search:
   • Accounting Date On or After and Accounting Date On or Before: If you have the exact date input in both of these fields or if possible narrow down the time frame.
   • Worktags: Input the driver or other identifying worktags. Note: Directly input worktags instead of selecting from the dropdown menu. 
   • Amount Equal To, Greater Than or Less Than: If possible input the exact transaction amount or the approximate amount. ProTip: Save frequently used parameters by entering a Filter Name, then saving before you run the report.

Select OK to run the report. If the results are unsuccessful you can edit your filter parameters by selecting the change selection button on the upper left side of the screen or filtering by column (ie. filtering the Source by Expense Report). After you have located the desired transaction, hover your mouse over the magnifying glass and an "..."/ twinkie will appear on the right side of the magnifying glass. Select the "..." to open the Actions sub-menu, there you will see the journal information. By selecting the magnifying glass will open to the journal with all identifying information. Note: You are able to download this report or journal as a excel file or pdf.

ProTip: We recommend saving a department copy of journals after running reports or reconciling, or completing transactions, to refer to when needed later on.

• Transactions dated July 1, 2023, or later that are related to salary or benefits are corrected through Payroll Accounting Adjustments. These are handled by either your unit’s Payroll Accounting Adjustment specialist or by AST if our team supports your payroll.
• All other transactions with any effective date AND any salary and benefit transactions dated prior to July 1, 2023, are corrected through Correct Entries, and are handled by AST.

Prior to submitting a correcting entry request to correct a transaction, please complete the following steps:

1. Run R1300.5 Actuals with Encumbrance Balance for Unit Reporting.
2. Identify the ledger account line via the “Ledger Account Hierarchy”. You can drill down at the ‘total line’ or by however you have sliced the data (e.g., by resource worktag).
3. Filter by ‘Journal Source’ and then sort for ‘Accounting Adjustment’, ‘Shared Environment Reclass’ and ‘Reclass’ (depending upon the correction, one of these attributes will be used). Payroll Accounting Adjustments (PAAs) can also be identified using this method.
4. Review executed correcting entries to check and see if the correction has already been completed.