Journal Voucher (JV) FAQs

Transcription

1 Journal Voucher (JV) FAQs Why do I need to add documentation to my JV? Approvers and auditors need to understand the purpose of your JV. Why are you completing it, and what are you trying to accomplish? How do I add documentation to my JV? There is a training document on the BSU website under Banner Training Materials Finance Module. See Journal Vouchers BDMS Adding Documentation through Interactive Viewer (PDF). Link to Finance Module training documents: emodule What type of documentation do I need to attach to my JV? If you are transferring expense from one foap (fund organization account program) to another, please add documentation from Banner Finance showing the original debit to expense you are transferring. *See example of proper Banner Finance documentation when transferring expense below. If you are recording revenue earned from another department, please attach your invoice that shows the foap you are charging and the sale details. If you are recording a credit card receivable, please attach the summary sheet from your credit card machine showing total sales processed. How can I add additional text to my JV? On Banner FGAJVCM click on Options, Document Text. Enter additional text to add additional explanation for your JV. If you run out of room on a line, use your arrow down button to move to the next line where you can continue typing text. Click the Save icon or hit F10 to save your text.

2 When do I use the intra university revenue account? You should use the intra university revenue account if your department makes sales to other university departments. The intra university revenue accounts are IntraUniversity Sales Non Taxable, and IntraUniversity Sales Taxable. There are some additional accounts in the 5911xx range but those are used by specific areas. An exception to the use of intra university revenue accounts occurs when you sell to the following university funds: 115xxx, 145Xxx, 146Xxx, or, 8xxxxx. When processing a JV for sales to these funds, please record your revenue as external in the 57xxxx, 58xxxx, 590xxx, or 591xxx ranges. Your external revenue account range depends upon your fund org. If you are not sure what revenue accounts you should use please contact erpfinance@bsu.edu for guidance. When do I use program code 1014? Program code 1014 should only be used in conjunction with a revenue account. Revenue accounts always start with a 5. If you are not posting to a revenue account please use the Banner default program code. What does it mean if I receive a unique key violation when attaching documentation? A unique key violation indicates you have already attached documentation to your JV in BDMS. If you have already attached documentation and you need to add pages, click on the magnifying glass icon to open your attachment(s) in BDMS. Click on the Page Menu icon dropdown. Click on New Page, Import File, and Insert Before or Insert After to add additional pages. There is nothing more to click after you have added your additional pages. How do I disapprove or modify a Journal Voucher I created that has not posted yet? Go to Banner form FOADOCU. Enter Document Type: JV and Activity dates to limit your search. Next Block. If your journal voucher has not posted yet (Status=C complete), you can click on the Deny Document button. That will cause your JV to be incomplete. Go to Banner form FGAJVCM, enter the JV number you just denied, and Next Block. You can modify your journal voucher and Complete it, or you can delete your journal voucher by choosing Record, Remove two times. (Please note it you delete your journal voucher, it cannot be retrieved.)

3 How can I check to see if I have any Incomplete JVs? Go to Banner form FOADOCU. Choose Document Type: JV and Status: Incomplete. Next Block. Any incomplete documents you created will be listed. Complete or delete your incomplete JVs on Banner form FGAJVCM. How can I check to see if I have any JVs not yet posted? Go to Banner form FOADOCU. Choose Document Type: JV and Status: Complete. Next Block. Any JVs you have completed that are not fully approved and posted will be listed. (Status=P means the JV has posted.) How can I check to see who is next to approve my JV? Go to Banner form FOAAINP. Enter the JV # in the Document: field. Next Block. Users to approve will be listed per queue. How can I check to see history of approvals for my JV? Go to Banner form FOIAPPH. Enter the JV # in the Document Code field and Execute Query (F8). Originating User and Approvers will display.

4 *Examples of appropriate Banner Finance documentation for expense transfers Banner INB FGITRND form example: Banner SSB Budget Query example:

5 Banner SSB eprint report FGRPDTA Program Detail Activity Report example: