Purchasing Finance Budget Transfers: Journal Voucher Quick Form (FGAJVCQ) Brief Description: The Journal Voucher Quick Form (FGAJVCQ) is used to quickly create and record journal entries into the Finance Ledgers in Banner. Journal vouchers may be used to generate original journal entries as well as adjustments and corrections to previously recorded transactions. This form also allows for entry of descriptive text to explain or further define the purpose of the journal entry. This procedure lists the steps necessary to process a budget transfer (transferring money from one account to another) utilizing the Journal Voucher Quick Form. Quick Tip To access the Journal Voucher Quick Form, enter FGAJVCQ in the Direct Access field on the Banner Main Menu and press Enter. Direct Access field Banner Version 8.x Training Materials 1
Finance Purchasing 1. Leave the Document Number field empty and then Next Block (Ctrl+PageDown). The Transaction Date field will automatically fill in today s date. 2. Click in the Document Total and enter the total dollar amount of all the transactions for this document. For example, if you transfer out (subtract) $500 from one account and transfer in (add) $500 into another account, you would need to enter the total of those 2 transactions -- $1,000. Essentially, you will enter in the Document Total field, two times the amount you are transferring. Note: this is referred to as a Hash Total in banking (see Auto Hint line at the bottom corner of the figure on the next page). 3. In the example here, we want to transfer $500 from one account to another, so we enter a document total of $1,000 in the Document Total field. Enter twice the amount you plan to transfer Auto Hint refers to Hash Total 2 Banner Version 8.x Training Materials
Purchasing Finance 4. OPTIONAL: If you want to enter a detailed explanation for this journal voucher document (and its transactions), click Document Text in the Options menu and FOLLOW STEPS 4a 4 d. OTHERWISE, PROCEED TO STEP 5. 5 a. The General Text Entry form (FOATEXT) opens. Click in the Text area and enter the detailed transaction description. There is a limit of 50 (fifty) characters per text line. Use your keyboard to arrow down as needed to enter additional lines. Enter transaction description in this area b. Press F10 on your keyboard to Save the text you entered. c. Exit (Ctrl+Q) the General Text Entry Form (FOATEXT) when you are finished. d. Notice that the Document Text Exists field on FGAJVCQ now has a Y, indicating that document text exists for this document. 5. Next Block (Ctrl+PageDown) to navigate to the Transaction Detail block. 6. Leave the Sequence field empty and press the TAB key to move past it. The system will automatically generate a sequence number for you. Banner Version 8.x Training Materials 3
Finance Purchasing 7. In the Journal Type field, enter BDTR (for budget transfer). 8. Enter your organization code in the Organization field and press the TAB key on your keyboard. Sequence will fill in automatically Enter BDTR here Enter Organization code 9. In most cases, the Fund and Program codes fill in automatically based on the Organization you entered. In some cases, you will need to enter the Fund and/or Program code. 4 Banner Version 8.x Training Materials
Purchasing Finance Enter Account number you want to move money out of Automatically fill in based on Organization code 10. Click in the Account field and enter in the account number of the pool account you want to transfer funds out of (subtract money from) and press the TAB key on your keyboard. 11. Click in the Amount field and enter in the amount of money being transferred out of (subtracted from) this account. 12. Click in the D/C (debit/credit) field and enter a - sign (minus sign) to indicate that you are transferring money out of (subtracting from) this account. Banner Version 8.x Training Materials 5
Finance Purchasing 13. Click in the Description field and enter a description (35 characters or less) for this transaction. It is recommended to start the description with your User ID, so that later you can easily find your journal documents in the system. Example: LPENNINGTON From 711000 To 721000. 14. The Bank field should fill in automatically with the bank code, which is currently CO (Chase - Operating) for most users. If it does not fill in automatically, you will need to enter the bank code. 15. Click in the Budget Period field and enter 01. 16. Save (F10) this transaction. Enter account number Enter amount to transfer Enter a - sign to indicate money will transfer OUT of the account Enter 01 in Budget Prd field 6 Banner Version 8.x Training Materials
Purchasing Finance 17. Perform a Record, Insert (press F6 on your keyboard) to enter the next transaction record. Notice that the form is cleared for the next transaction. The Status Line (lower left side of the screen) indicates what record you re currently working with. 18. Press the F4 button on your keyboard to copy the previous transaction record into the new transaction record. This is done to save time in filling in some of the fields on the new record. Banner Version 8.x Training Materials 7
Finance Purchasing 19. Notice that the Journal Type, Chart, Fund, Organization, Account, Program, Amount, D/C, Description, and Bank fields are all copied in from the previous transaction record. Please note that you can still enter different data into any of these fields as needed. 20. Again, leave the Sequence field blank (empty) and press the TAB key to move past it. The system will automatically generate another sequence number for you. 21. Click in the Account field and enter in the account number of the account you want to transfer funds into (add money to) and press the TAB key on your keyboard. 22. Click in the Amount field and enter in the amount of money you want to transfer into this account. 23. Click in the D/C field and enter in + sign (plus sign) to indicate you are transferring money into (adding to) this account. 24. Save (F10) this transaction. Enter Account number Enter amount to transfer Enter a + sign to indicate money will transfer IN to the account 25. Please note that you can continue to add additional transactions in this manner as long as the total amount credited (deposited) is equal to the total amount debited (withdrawn). 26. To see all the transactions for this journal voucher document, select Access Transaction Summary Info from the Options menu and FOLLOW STEPS 26a 26c. a. The Journal Voucher Summary Form opens, displaying all the transactions for this journal voucher document. 8 Banner Version 8.x Training Materials
Purchasing Finance b. The Status field on the left side of the screen will display a P if each transaction is error-free and ready to be posted, an E which indicates the document has errors and cannot be posted, or an N (NSF Error). Status Indicator c. When you re finished reviewing the information, press Ctrl+Q on your keyboard to Exit the Journal Voucher Summary Form (FGIJSUM) and return to FGAJVCQ. 27. To print the journal voucher information, select Print Journal Voucher [GJAPCTL] from the Options menu. Remember to Exit GJAPCTL when you finishing printing. 28. Once you return to FGAJVCQ, Next Block (Ctrl+PageDown) or click Access Completion in the Options menu. The Completion window appears. Click the Complete icon to complete the journal voucher document and send it through the approval process or click the In Process icon to save the journal voucher as an incomplete document that may be altered. Important note: Saving the document In Process will not forward it to the approval process; you must Complete the document to send it through the system for approvals. Banner Version 8.x Training Materials 9
Finance Purchasing 29. If all your transaction amounts do not total up to the amount specified in the Document Total field, you would see the following error message in the Auto Hint line (bottom left side of screen). You will need to check your amounts and correct any mistakes. Use Next Record/Previous Record (or the up/down arrow keys on your keyboard) to find the record that needs to be corrected. Once the correction is made, you can complete the document. 30. If any other error condition exists, you will see a message like this one in the Auto Hint line. 31. Once the journal voucher has been properly completed, the document number will appear in the Auto Hint line (bottom left corner of the screen). Make note of the journal voucher document number for your records. 32. To enter another journal voucher document, RETURN TO STEP 1. 1 33. To Exit the Journal Voucher Quick Form (FGAJVCQ), press Ctrl+Q on your keyboard. 10 Banner Version 8.x Training Materials