Electronic Journal Voucher Originator Training Please Sign In.

Electronic Journal Voucher

Originator Training

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Housekeeping

• Restrooms• Emergency Exits• Cell phones on Silent please

2

Today’s Objectives

• Apply business rules to accurately complete electronic journal vouchers in Banner

• Review for accuracy and approve electronic journal vouchers as first level (department) approvers

Why Use a Journal Voucher?

• To correct errors

• To transfer budget amounts

• To allocate monies assigned to temporary or holding accounts

Types of Journal Vouchers• JED – formerly JE16

– Move expense or revenue– Correct account code– Initiate a transfer– Correct a miscoding

• B4D – formerly BD04– One time adjustments– Unrestricted or plant budgets

Department must process a Journal Voucher

Data entry directly into Banner or spreadsheet upload?

Departmental user enters Journal Voucher on Banner form FGAJVCD or FGAJVCM

Direct-

to-Banner

JV

Spreadsheet JV

Upload

User enters Journal Voucher in Excel spreadsheet template and emails to FIP

FIP aggregates files and uploads

User receives email notification on successful Banner upload

UC4 process validates file and loads into Banner JVform

Journal Voucher begins approval routing process

Follow RMR BDMS and Document

Destruction Process

NMSU Journal Voucher Process – JV Originator

Business Rules• System Access Requirement

• Use Internet Explorer only

• Debits = Credits

• Document Total = aggregate total of all lines

• Multiple Transactions

• Reversing Journal Vouchers

• Approval Routing

Approval Routing• Routing queues are same for Purchase

Requisitions

• First level approval implicit except when crossing organizations

• Second level approval – Dean/VP/CC President or designee

• Third level approval– Fiscal Monitors

Unrestricted Restricted

>$500AFR

SPA all

3rd Level Journal Voucher Approvals

**This rule will also apply to Purchase Requisitions**

Approver reviews transaction detail

Approver reviews backup documentation in BDMS

Approver can approve or disapprove journal voucher

If approved, journal voucher routes further (if necessary) or posts; if disapproved, journal voucher returns to originator for correction

Approver has documents waiting for approval

Approver accesses form FOAUAPP

NMSU Journal Voucher Process – JV Approver

Banner Entry Forms

• FGAJVCD– Horizontal view

• FGAJVCQ (optional)– Vertical view

• FGAJVCM– Mass entry

Back-Up Documentation

• Invoices, print screens, emails, etc.

• Scan and load to BDMS

• BDMS becomes document of record for record retention purposes– No more paper copies!

• Approvers should review online documents

Spreadsheet Uploads

• Complete spreadsheet template

• Send to FIP

• Receive email from FIP – template loaded

• Attach backup documentation in FGAJVCD

• “Complete” the JV – route for approvals

Approval Routing Review• First level

• Second level approval

• Third level approval

• Use FOAUAPP to approve– Self-service will not allow viewing backup

documentation

Summary• Debits = Credits

• FGAJVCD – recommended form

• FGAJVCM – same description

• Electronic Spreadsheet JV’s – attach documents

• Approve in Banner FOAUAPP; not Self-Service

• Only reverse JV’s you originated

• COMPLETE FSA/RMR TRAINING!

Need Help?• Banner help

– ICT Help: [email protected]; 646-4357

• BDMS help– RMR: [email protected]; 646-8324

• Electronic Spreadsheet help– FIP: [email protected]; 646-1514

• Journal Voucher help– Fiscal Monitor