Journal Voucher

Overview

The Journal Voucher (JV) document is used to create entries that cannot be done by any of the other financial processing documents. This document creates financial transactions with few business rule checks. The JV document can also be used to correct errors that may occur in the system which inadvertently put the GL out of balance. The JV document is not required to balance and does not create any offsetting entries. It should be used only when the other documents cannot be used. 

Journal Vouchers optionally route to Organization Review. 

Journal Voucher Details

The JV document has its own unique tab called Journal Voucher Details in addition to the standard financial transaction tabs. 

• Accounting Period: Displays all open periods. 
• Balance Type Code: Displays available balance type codes. The Balance Type Code selected will determine what fields are present on the Accounting Lines tab. Balance Type codes are categorized as and defined in the Balance Type lookup and maintenance document:  
  • Actuals: Offset Generation = Yes and Encumbrance = No
  • Encumbrance: Offset Generation = Yes and Encumbrance = Yes
  • Budget: Offset Generation = No and Encumbrance = No
• Reversal Date: Enter or select a date when this entry should reverse, if any. 

Accounting Lines

The Accounting Lines tab of the JV vary slightly from other types and vary depending on which Balance Type is selected. 

Actuals

When actual balance types are selected:

Encumbrance

When an Encumbrance Balance Type is selected, you must enter the Encumbrance Update Code (D or R), Reference Origination Code, Reference Number, and Reference Type Code in addition to the normal accounting string detail and credit or debit amount.

NOTE: When entering the Reference Number, it should be the document number of the encumbrance you are trying to update, such as, the Purchase Order number, not the Document Number.

Budget

When a budget balance type is selected, the debit / credit amount columns are replaced with a single amount column. Negative amounts decrease budget; positive amounts increase budget.