Chapter 11: Journal Vouchers

Creating a Journal Voucher

FZAJVCD

Use the UCSC Journal Voucher Entry Form to enter a Transfer of Expense, a Transfer of Funds, or a Balance Sheet Journal.

Important: Use only one journal type (rule code) in one Journal Voucher. See Appendix B: Transaction Rule Codes, as needed, for journal type specifics.

UCSC Journal Voucher Entry Form
Transaction Detail
Completion
Deleting Incomplete, Unapproved Journals
Copying Completed & Approved Journal Vouchers

UCSC Journal Voucher Entry Form

1. In the Go To... field of the Banner Menu Form, type
   FZAJVCD. Type <return>.
   
   

Tip: When you sign onto Banner each day and go to any form, the system will automatically go to the Approvals Notification Form, FOIAINP, if you have any documents in your approval queue. If you choose not to enter the approval form, type [control q] Exit, click on the Exit icon or Right Click - Exit and the system will take you to FZAJVCD, as you requested. Banner will not prompt you to enter the approval screen again until you exit Banner and sign on again. See Chapter 6 for approval instructions.

2. You will see the cursor in the DOCUMENT NUMBER field. NEXT defaults. Type [control page down] Next Block.
   
   OR
   
   To continue work on an incomplete existing journal voucher, enter the journal voucher number. You can click on the Search Icon or type [F9] List from the DOCUMENT field and the system will go to FZIJVCD List of Suspended Journal Vouchers Form and show a list of incomplete and/or unapproved journal vouchers, which you can query. See Query Techniques for details. The queryable fields are Document, Amount, Transaction Date, and User ID. Key shift-[F3] Exit with Value to bring an incomplete Journal Voucher number back to the FZAJVCD form.
   
   
   Note: When using FZIJVCD as a Stand-Alone form (entered directly from the Go To... field of the Banner Menu Form), your query results are read-only.
   

3. For new JVs, the TRANSACTION DATE field value defaults to today’s date. To change the date, enter the desired date. For existing JVs, previously-entered date shows.

Note: TRANSACTION DATE defines the financial period in which the journal voucher will be posted. You must enter a date in an open period. Each month is closed at 7pm on the 7th working day after the end of that month.

4. From FZAJVCD, <TAB> to the DOCUMENT TOTAL field and enter the total of all debits and credits for this JV. Do NOT include +/- or $ signs.

Document Text: FOATEXT

5. Document Text is required for completion of all JVs. Select Document Text [FOATEXT] from the Options Menu, or Right Click - Document Text. The system will go to FOATEXT: General Text Entry Form. Up to 9,999 lines of 50 characters each are available.

Note: Banner assigns a JXXXXXXX document number when you go to FOATEXT.


Important: Include answers to the questions who, what, and why in this text field. Include name, unit, and phone number of document preparer. See TOE/TOF Quick Reference Cheat Sheet for specific Document text requirements for different journal types.

1. Entering Text: Begin typing your message. Use <> Next Record or click on subsequent lines to add more text. (Navigation and editing with the mouse behave much like they do in word processing programs, except that no wrapping occurs. Users may click directly in the field where they wish to enter data.)
    
2. You can insert lines of text between existing lines by entering the text, tabbing to the line field, and entering a number that places the text where you want it sequentially relative to the line numbers already defined. To insert a blank line, arrow down to a new line, tab to the LINE field and enter a number that places your blank line in the position you desire relative to the already-defined line numbers. To change the order of lines of text, tab to the line field and change the number of the line so it will be in the desired sequence. Type [F10] Save, click on the Save icon, or Right Click - Save to save your text.
    
3. To add a Banner Clause, key [shift F7]Rollback, click on the Rollback icon or Right Click - Rollback. The cursor will appear in the CLAUSE field.Type [F9] List Field Values and choose appropriate clauses as needed. Type [F6] Insert Record to add the clause to your document text. Then modify the clause as needed.

5. Each time you add text and click the Save icon in the toolbar, the record count in the status line gets updated.
    
6. From FOATEXT, to delete a line of text you have saved but no longer want, type [shift F6] Delete Record while the cursor is in that line of text.
    
7. When you type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, Banner asks if you want to save the changes you have made. Click on Yes to save and return to FZAJVCD. Banner places a check in the Document Text Exists field in the Journal Voucher Document header block.
   

6. Back in FZAJVCD, type [control page down] Next Block, select Transaction Detail Info from the Options Menu, or Right Click - Transaction Detail Info to go to the Transaction Detail Block.

Transaction Detail

1. You will see the cursor in the SEQUENCE field. Leave blank for system default sequence numbers.
    
2. <TAB> to the JOURNAL TYPE field. Enter the appropriate rule code. (You could type [F9] List Field Values to choose from the possible codes, but that will give you hundreds of choices.) Enter one listed in the following table.

 Table 3: Rule Codes for JVs

3. After entering a Rule Code, the cursor will automatically move to the COA (Chart of Accounts) field. X defaults as the value for the COA field. <TAB> twice to get to the FUND field. (The INDEX field is currently unused, except for Balance Sheet Accounts. For Balance Sheet Accounts, enter the appropriate Index code and <TAB> to the FUND field.)
    
4. Enter a Fund code or type [F9] List Field Values from the FUND code field to find your Fund code. (Know your Fund code before you initiate a journal voucher.)
    
5. <TAB> to the ORGN field and enter your Organization code.
   
   NOTE: Prog (Program) Code field will automatically populate with two-digit value defaulted from ORGN code. This field is NOT updatable in FZAJVCD.
    
6. <TAB> to the ACCT field and enter your Account code.
    
7. <TAB> to the ACTV field. This field is optional. If desired, enter your Activity code.
    
8. <TAB> to the LOCN field. The Location Code field is only used by Plant Accounting and Physical Planning & Construction in conjunction with Plant Funds to denote the building for which the corresponding transaction is being posted. Service Center users should always leave this field blank.
    
9. <TAB> to the AMOUNT field and enter the amount of your transaction. Do NOT include +/- or $ signs.
    
10. <TAB> to the SIGN field. Enter a C for Credit or a D for Debit for TOEs or a plus (+) or minus (-) for TOFs, as appropriate.

Note: A Debit is an increase to an expense account or a decrease to a revenue account. A Credit is a decrease to an expense account or an increase to a revenue account. For XTOF, XDCG, and XJVB see the rule code descriptions for further details.

11. You will see the cursor in the DESCRIPTION field. This field is mandatory and may contain up to 35 characters. Describe the transaction here. The contents of this field appear on queries and reports. Refer to TOE/TOF Quick Reference Cheat Sheet for description requirements.
     
12. <TAB> to the DOCUMENT REFERENCE field and enter the text. This field is mandatory and may contain up to 8 characters. Appropriate entries for this field depend on the rule code selected. Refer to TOE/TOF Quick Reference Cheat Sheet for document reference requirements.
     
13. To add additional entries of the same journal type (rule code) type [down arrow] Next Record and repeat Steps 1 through 12 above.

Tip: [F3] Duplicate Field copies a specific field from the previous sequence entry in this Journal Voucher.



Important: If you type [down arrow] Next Record, from your last completed record, a new record is created. If you do NOT want this record, immediately type [up arrow] Previous Record before you enter any field values. You can delete an unwanted, completed record by typing [shift F6] Delete Record from within the unwanted record.



Note: Each time you enter a value in a field, the system will edit your entry. If there are errors, the status bar at the bottom of the screen provides an explanation of the error.



Tip: Select Access Transaction Summary Info [FGIJSUM]from the Options menu, or Right-Click Access Transaction Summary Info to view a summary of your JV entries on FGIJSUM Journal Voucher Summary Form. You will see a summary of entries by FOAPAL, along with a status indicator for each. To return to FZAJVCD, type [control q] Exit, click on the Exit icon or Right Click - Exit.

Note: To print your journal voucher, see Printing Journal Vouchers.

14. After you have entered all records for this journal voucher, type [control page down] Next Block, select Access Completion
    from the Options Menu, or Right Click - Access Completion to go to the Completion Block.
    

Completion

1. Remember to record the Journal Voucher document number and then click on the Complete button to complete your journal voucher. The system performs a final edit to check your total relative to the sum of your debits and credits. If your form is correct you will see the message “Document JXXXXXXX completed and forwarded to the Approval process”.

Note: If your entry fails the edit for reconciling debits, credits, and the document total, the system will provide an error message window detailing the specific error(s) that need to be fixed.

2. If you choose to leave the JV uncompleted, type [control q] Exit, click on the Exit icon or Right Click - Exit, to return to the Banner Menu Form. Remember to record the document number of your JV so you can return and complete it later.
   

Deleting Incomplete, Unapproved Journals

1. You can delete a journal voucher before it is completed by typing [shift F6] Delete Record twice while in the Journal Voucher Document Header Block.

Note: Completed but unapproved journals must be disapproved by an approver before they can be deleted via Delete Record process. See Approving Journal Vouchers for more information.

A completed and approved journal cannot be deleted, and can only be corrected via another journal that reverses the original journal. See Reverse JV (step 5 in Copying section below) for more information.

Copying Completed and Approved Journal Vouchers

Caution: Your FIS Rule Code permissions apply to any copied journal you create. You will not be able to complete a copied journal containing a Rule Code that you have not been granted specific access to in your account set-up. Each copied journal voucher accounting line containing a Rule Code you do not have permission to use will display 'E' status. Do not copy journal vouchers containing rule codes you do not have permission to access.

1. In the Go To... field of the Banner Menu Form, type FZAJVCD. Type <return>.
   
   
2. You will see the cursor in the DOCUMENT NUMBER field. Leave 'NEXT' as default value, and click on the Copy icon , or Right Click - Copy.
   
   
3. A Copy dialog box will appear:
   
   
   
   
   

Enter a completed and approved Journal Voucher number in the Copy From Document Number field. You can click on the Search Icon or type [F9] List from the Copy From Document Number field and the system will go to FGQDOCN List of Transaction History Documents and permit a query on all completed, approved journal vouchers. The queryable fields are Document Code, Document Type (use JV), Submission Number, Commit Type, and Description.

You can also query in Transaction Date and Activity Date, but you MUST enter a specific date (e.g. 11-FEB-2008) with no wildcard characters (for example, don't use %FEB%2008%). See Query Techniques for details.

Caution: Queries in FGQDOCN can take several minutes to complete. To speed up your query, use wild cards and enter as much specific information as possible, i.e. Document Code = J0214%, Document Type = JV. Always include Submission Number (value = 0) and Commit Type (value = U). Transaction Date and Activity Date must be entered with a specific date (e.g. 11-FEB-2008) with no wildcard characters.


Important: You must enter a completed and approved Journal Voucher number only. FIS Banner will not allow copying a journal that is either incomplete or unapproved.

4. Transaction Date will default to current date. Change date as needed for month-end reconciliation.
   
   
5. Check Reverse JV to create a journal that reverses all accounting sequence on the "Copy From" journal. Credit accounting sequences on the "Copy From" journal will automatically be entered as debit sequences on the "Copy To" journal. Debit accounting sequences on the "Copy From" journal will automatically be entered as credit sequences on the "Copy To" journal.
   
   
6. Check Copy Text to copy the original text in the "Copy From" journal into the new "Copy To" journal. Important: You will need to update this text to reflect the reasons why you are copying or reversing your original journal.
   
   
7. Click OK, then process your journal starting with Step 3 - UCSC Journal Voucher Entry Form, making all necessary changes to document text, document total, and accounting information as needed.
   
   
   Important: Banner does not record the Document Number of the Journal Voucher number that was copied. For reference, you should note in Document text (FOATEXT) the document number of the Journal Voucher that was copied or reversed. You may insert existing modifiable clauses JVCOPY and JVREV. See Document Text: FOATEXT for information about inserting clauses in FOATEXT.