PCJet was designed in 1992 by Paul Amrhein to take advantage of PC to mainframe upload capabilities, and to give accounting personnel an alternative method of entering journal entries into our Financial Management System (Self-Service Banner). The original intentions of the program were to have a means of input independent of the on-line system, to reduce the reliance on and use of input forms, to have alternatives in the event of a disaster, and to broaden the processing windows and extend cutoffs.

It quickly became apparent, though, that PCJet could have much wider application. Throughout the user community there was still a heavy reliance on the slow, expensive and unreliable method of processing journal entries via the Request for Journal Entry Transfer form. With PCJet, with its built in edit and control features, Self-Service Banner input could be processed quickly and accurately, with improved control and dramatically better turnaround.

PCJet works like this: instead of writing out journal entries on transmittal forms, enter them directly on your PC. Journals can be saved, edited and printed under your complete control. When the journal is complete and ready for processing in Self-Service Banner, use PCJet to create an upload-ready journal entry file on diskette. This diskette, along with the printed journal, is forwarded to General Accounting for direct upload into Self-Service Banner. Your transactions appear on cost center reports exactly as you entered them. And your diskette is promptly returned. It's that simple.

From very modest beginnings, the development of PCJet has always been customer driven. Most of its features arose directly out of user requests. In October 1998, the migration began from DOS to Windows and from Basic-PDS to Visual Basic. By April 1999, PCJet for Windows was in production, and a new evolution of features had begun.

The latest release of PCJet for Windows features increased capacity (to 2000 lines) and a number of new tools, like sort capabilites and multi-line deleting, that make it even more powerful and easier to use.

If you have any questions about PCJet, you can contact the author, Paul Amrhein via email.

[Getting Started] [The PCJet Window] [Menus and Commands] [Navigation] [Header Fields] [Detail Fields] [Record Layout]

PCJet can be used on any Windows system. The latest version can be downloaded from the Software Download tab at Self-Service Banner on the Web.

A Note on Diskettes: diskettes sent to General Accounting should include a return address on the label so that they can be returned promptly.

A Note on Journal ID's: To acquire new or additional journal ID's, contact Jerry Barber in General Accounting.

The main window in PCJet consists of a menu bar, four header fields, and four sequenced detail lines, and pageUp, pageDown buttons.

The header fields are corporation, journal ID, effective date and stewardship.

The sequence number identifies each line of a journal entry. Sequence numbers range from 1 to 2000.

The detail fields include account number, center number, debit/credit indicator, amount, subledger ID, subledger account, description and alternate description.

The menu bar lists five main command categories: Files, Commands, Settings, Printers and Exit.

The Files window consists of drive, directory and file locators and five command buttons: Open, Save, Cancel, Export and Make Journal.

The Open command loads the selected file into PCJet. Lines are added at the current cursor position. Journal entries may be merged by opening a file at the cursor position that follows existing lines (but be careful not to overwrite existing lines!)

The Save command saves the journal file in an unedited format.

The Cancel command closes the Files window.

The entire journal entry can be exported to a file of pre-parsed records, which can be imported into most spreadsheet and data base. PCJet uses the Journal Name plus the extension PRN, and writes the export file to the destination drive and path.

The Make Journal command directs PCJet to re-edit the journal entry, write an upload-ready file to the destination drive and path, and produce a print of the entry.

For control purposes, both the printed journal entry and the file created are date and time stamped. These stamps must always agree.

Any error messages that occurred during editing will appear on the printed journal. In addition, any messages generated during the file creation process are also displayed.

The Commands menu consists of 13 functions that support the creation and maintenance of journal entries, as well as aid in navigation and formatting.

PCJet can copy a value into any detail field over any range of lines. The Copy window allows you to specify the column in which to copy a value, the value to be copied, and the range of lines the copy will span.

The Delete window allows you to delete an entire range of lines from your journal entry.

Edit performs a full edit and returns messages in the Error window.

PCJet can search a journal for a specific value. The Find window allows you to specify the column to search, the value to be searched for, and the range of lines the search will span. The result is a list of those lines for which a match was found. A value is considered found if it appears anywhere in a field (for example, you can search for stewardships within centers or words within descriptions).

PCJet moves the cursor immediately to the first line of the journal entry.

PCJet will compute a subtotal of debits and credits for any range of lines. The lines within the range are added, and results include gross debit and credit totals and a net balance.

PCJet moved the cursor to the selected line.

PCJet inserts a blank line at the current cursor position. The current line and those below the cursor are moved down.

PCJet moves the cursor immediately to the last line of the journal entry.

PCJet will perform a full edit on the current journal and print it without creating an upload-ready file.

Reset clears all fields on the journal window and clears any loaded journal entry lines.

This command reverses an entire journal entry, converting all debits to credits and all credits to debits.

PCJet can sort a range of lines based on values in any of the detail fields. The Sort window allows you to specify up to three columns as sort fields, the range of lines to be sorted, and the direction of the sort (ascending or descending).

The Settings window presents five parameters that govern the way that the journal entry will be processed by Self-Service Banner.

The Error Handling setting determines how Self-Service Banner will process errors and allow error correction. The choices are (A) Suspense processing, (E) Error Recycle or (Q) Quick Correct. The default is (Q).

The Journal Type setting indicates what periodic accounting will take place. The choices are (C) Current period, (A) Accrual or (R) Retro. Accrual and Retro journal entries are special types used at year end. The normal journal type, and the default, is (C).

The Real/Statistical setting indicates how journal entry amounts are denominated. Some journal entries have non-dollar statistical amounts, but most are denominated in real dollars (the default).

The Labor/Non-compensation setting identifies whether the journal includes entries to payroll related accounts. Certain rules govern posting of payroll related entries. For example, Labor entries must have a journal ID that begins with 'L'; Labor entries must be entered on-line; Labor and non-comp entries may not be mixed in the same journal entry; Labor entries must include a subledger ID of 'P' and employees' SSN's. The default is non-comp.

Special accounting rules apply to Year End entries. For most journal entries, the default Normal applies.

The Printers window allows you to direct the printing of journal entries to any printer known to Windows. The default is the printer connected to LPT1.

The Exit command terminates the PCJet session and closes PCJet.

The PCJet window is navigable via the arrow, tab, back tab, page up and down, and home keys. The following is a summary of the navigation keys and their effects:

The Up Arrow key moves the cursor to the first position of the field immediately above the current one. If the cursor is at the top of a column, the Up Arrow key scrolls to the preceding four lines before moving the cursor to the first position of the field immediately above the current one.

The Down Arrow key moves the cursor to the first position of the field immediately below the current one. If the cursor is at the bottom of a column, the Down Arrow key scrolls to the next four lines before moving the cursor to the first position of the field immediately below the current one.

The Home key moves the cursor to the Corporation field, the field in the upper left hand corner of the window.

The PageUp key (or a click of the pageUp button with the upward pointing-arrowhead) scrolls backward to the previous four journal sequence lines. Paging up past the first screen 'loops' around to the end of the journal.

The PageDown key (or a click of the pageDown button with the downward-pointing arrowhead) scrolls forward to the next four journal sequence lines. Paging down past the last screen 'loops' around to the beginning of the journal.

There are four fields in the journal entry header. These fields are entered only once, although they are always displayed at the top of the PCJet window.

The Corporation Code is a three digit number representing the University (800). Corporation code is not required for saving or loading journals, but is required for printing and creating an upload-ready file.

The Journal ID is a five character code that uniquely identifies the journal entry. It is required to save, load, print or upload a journal. This code provides an audit trail from source documents to Cost Center reports. Journal ID's are specific to individual users. If you need new or additional journal ID's, contact Jerry Barber in General Accounting.

The effective date is a valid date in the form MMDDYY. The date must be within the period that the journal will be posted. Normally, the month end date is used.

The Stewardship is used to identify the originating department. The stewardship is the third through sixth digits of a center number. This code is not needed for saving and loading journals, but is required for printing and uploading.

To complete a journal entry line, five of the eight detail fields are required: account, center, d/c, amount and description. The subledger ID and subledger account are optional, but when used, must be used together. The alternate description is optional.

The Account must be a valid four digit General Ledger account number. Account numbers are prefixed as follows:

1xxx - Assets
2xxx - Liabilities
3xxx - Fund Balances
4xxx - Tuition Revenues
5xxx - Other Revenues
6xxx - Compensation Expenses
7xxx - General &Administrative Expenses

The Center number is a departmental identification code consisting of a funding source (2 digits), a stewardship (4 digits), and an identifier (3 digits).

This code must be a valid center number based on the G/L chart of accounts.

Debit and credit transactions are identified by the letters 'D' and 'C' in this field. A transaction's sign is determined by this code. If a sign is coded in the Amount field, it is ignored.

The transaction amount is a dollar and cents value. It may be entered with or without the cents. If no cents are entered, .00 is added to the end of the amount.

The amount may be entered anywhere in the field. It will automatically be right justified and formatted with commas. Any non-numeric characters, other than a decimal point, will be ignored.

The amount is unsigned. The sign of the amount is determined by the Debit/Credit indicator.

The maximum size of the amount is nine integral digits and two decimal digits. Digits exceeding these limits are truncated.

The Subledger ID is a one-character identifier that is required by certain General Ledger accounts. Among these are Miscellaneous Accounts Receivable, Special Fees, Payroll Accounts, and others.

A code of 'X' in this field permits the use of the Subledger Account field for an extra description.

The Subledger Account is used to group transactions within a given account into sub-groups. When a Subledger ID is used a Subledger Account is required.

When accompanied by an 'X' in the Subledger ID field, this field may be used for an extra description.

A sixteen character description is used to identify the purpose of each line of a journal entry. A description is required for each journal line.

Descriptions appear on Cost Center reports exactly as entered in this field.

An additional thirty character description is available. The alternate description is optional, and may contain any identifying information.

Alternate descriptions appear on Cost Center reports exactly as entered in this field.

The following is the record layout for PCJet transactions. PCJet transactions can be created from many application programs, including word processors, spreadsheets and data bases. For example, in General Accounting records like this have been created using spreadsheet and data base programs.

There are two types of records in a PCJet file. The header record is optional, occurs no more than once, and has the following layout:

             Field Name      Disp    Len    R/O    Value

             Corporation     001     003     R     '800'
             Type            004     002     R     '$C'
             Jour. Name      006     005     R     Journal/file name (.PCJ)
             Date            011     006     R     MMDDYY
             Error Code      017     001     R     'Q' - header only
             Filler          018     063     R     Blanks

Detail records are required for each line of a journal entry and have the following layout:

             Field Name     Disp    Len    R/O    Value

             Filler         001     017     R     Blanks
             Account        018     004     R     Account Number - numeric
             Filler         022     006     -     Blanks
             Center         028     009     R     Center Number - numeric
             Filler         037     001     -     Blank
             Dr/Cr          038     001     R     'D' for Debit, 'C' for Credit
             Amount         039     015     R     RJ, LF, 9(13)v99
             Subledger ID   054     001     O     Alpha character
             Subl. Acct     055     009     O     Alpha characters
             Description    064     016     R     Alpha description
             Indicator      080     001     R     The letter 'N'
             Alt Descrip    081     030     O     Alpha description

PCJet records are 80 or 110 characters in length. Since the Alternate Description is optional, records without this field need be only 80 characters long.

The name of the file created for import to PCJet must be the Journal Name (five characters) plus the extension '.PCJ'