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One of the great features in FIN 9.2 is the ability
to add online Attachments to journal entries.
Attachments provide supporting documentation
both to your journal entry approver now,
and to an auditor down the road.
So what makes a good attachment?
Source documentation is the best.
That’s the original, detailed documentation,
like a supplier’s invoice.
Also, any document that prompted the journal entry,
was used as a basis to create the journal entry,
or provided the amounts for the journal entry makes a good attachment.
Attachments can be PDFs, word documents, excel files, or other file types.
Good things to attach to your journal entry might be any or all of the following:
That invoice you need to accrue for year end.
The email that tells you about an error and how to correct it.
A Cognos report – like the m-Fin Operating Summary that shows resources are available
or the m-Fin Financial Detail that shows the previous transaction you want to correct.
Whatever you attach, remember:
Be sure every attachment is legible!
Highlighting information can make it dark and unreadable.
Instead – draw circles or arrows to focus on pertinent information.
Use the Long Description field to further support the journal entry.
If you’re correcting an error, explain how it occurred
and – if more than 90 days have passed – why it took so long to make the correction.
If you’re hitting sponsored project funds,
explain why the expense is appropriate to that award.
And last but not least:
If you’re attaching documentation to a saved journal,
don’t forget to click Save again!