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Journal Suspension Overview



        Journal Suspension Overview


        Overview

        Suspense items result from transactions that attempt to post to the Compass General Ledger but contain
        invalid, Projects, or Accounts. Since the ChartFields are not valid, they cannot be posted as originally defined.
        However, the transaction is recognized as representing an activity that must be recorded, so it is held
        temporarily in a Suspense Account until a valid and appropriate Project, or Account is identified.
        When possible, Compass employs defined edit checks to test the validity of ChartFields prior to processing the
        entry. However, not all journal sources can utilize this feature. There are various internal and external billing
        groups (see sources listed below) that interface with Compass and are excluded from the pre-edit check
        process. Online journals, including spreadsheet uploads, pass through a combo edit checking process before
        posting to Compass, and will not be a source of suspense activity.
        Sources of Suspense Activity: Suspense activity originates from three main sources:
               Third-party interfaces

               PeopleSoft processes
               PeopleSoft modules

        Sources of Suspense Activity

        Third-Party Interfaces (such as Bookstore and OIT)

               If an inbound feed from a third-party interface contains an invalid Account, a separate journal is created for the errors.
        PeopleSoft Processes (such as Allocations and RSTs)

               If running a PeopleSoft process causes suspense activity (Account 16000), it is Central Administration’s responsibility to
               clear this suspense activity. For Healthcare, each Business Unit Controller’s office is responsible. For the University, the GL
               process owner is responsible. Healthcare and University Central Administration will often need to coordinate the
               corrections with the owner of the PeopleSoft Process to determine how to correct the error.
        PeopleSoft Modules (such as AP, EX, and TR)

               If a PeopleSoft module causes Suspense activity (Account 16000), it is the module owner’s responsibility to clear suspense.
               Online journals or spreadsheet uploads are used the move the activity from Account 16000 to the correct SmartKey and
               Account. The PeopleSoft module owners will often need to coordinate the correction with the originator of the activity.
                The chart on the following page provides details on each source of suspense activity, including who is responsible for
               correcting and how the correction is made.





















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