Financial Service Division (FSD)
Last Updated: March 2013
5a)
Section 5a
UniFi Training Manual
Journal Vouchers / Budget Transfers in Self Service UniFi
In Self Service UniFi, journal vouchers and budget transfers are entered using the same form.
The different Journal Types, including inter departmental charges, and budget transfers that you are able to
use are listed below:
Journal Types
Purpose of Journal Type
•
Record corrections of previous transactions. This includes
moving expenditures or revenues between CFOAPALs
•
Record sales of services or products to external customers of the
University on Accounts Receivable
•
Record the sale of services and products to other University
units. These transactions should always be recording the credit
to Internal Cost Recoveries (accounts 78001 - 78003)
•
Transfer or provide funding for programs or initiatives. These
transactions must use accounts in the 80000 range on both the
debit and the credit
•
Record transactions between the University in Chart 1 and nonUniversity entities recorded in Chart 2
BD2

For Permanent Budget Adjustments
BD4

For Temporary Budget Adjustments (current year only)
JS1
JS2
JS3
JS4
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Financial Service Division (FSD)
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Section 5a
UniFi Training Manual
Self Service Multiple Line Journal Voucher / Budget Transfer Field Descriptions:
Use
Template
Pull-down list of available templates.
Transaction
Date
Date that the Transaction is recorded to the general ledger.
Journal Type
The rule class the document will be completed with. Choose from the drop
down list. (See previous page or Section 5 - Journal Voucher General
Information.)
Document
Amount
The total amount of funds (debits and credits) being transferred.
Chart
Chart of account to which both CFOAPAL values belong. This is a required field.
Fund
The code associated with the Fund from which the revenues or expenditures
and/or budgets will be transferred to or taken from. This is a required field.
Organization
The code associated with the Organization from which the revenues or
expenditures and/or budgets will be transferred to or taken from. This is a
required field.
Account
The code associated with the Account from which the revenues or
expenditures and/or budgets will be transferred to or taken from. This is a
required field.
Program
The code associated with the Program from which the revenues or
expenditures and/or budgets will be transferred to or taken from. This is a
required field.
Activity
The code associated with the Activity from which the revenues or expenditures
and/or budgets will be transferred to or taken from. This is an optional field.
Location
The code associated with the Location from which the revenues or
expenditures and/or budgets will be transferred to or taken from. This is an
optional field.
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Financial Service Division (FSD)
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Section 5a
UniFi Training Manual
D/C Indicator
The indicator that tells the form to add or subtract the amounts from a given
CFOAPAL. A minus sign is a credit (-) entry; a plus sign is a debit (+) entry.
Both sides of the entry must be balanced.
Description
This field is for a maximum 35 character free-form text description of the
journal voucher / budget transfer.
Budget Period
Budget period in which the budget transfer will be recorded.
Note: For journal vouchers, simply ignore the budget period.
Save as
Template
The name by which you want to save this transaction. Enter a name in the Save
As Template field. You may save it as personal or shared. A personal template is
recommended. This can be retrieved, used and deleted only by the person who
created it.
Shared
It is NOT recommended to save a template as a shared template. A shared
template is accessible by all JV users and unlike a Personal template cannot be
deleted using the Delete Finance Template function in Self Service UniFi. If this
checkbox is not selected, the template will be saved as a personal template.
Complete
Choose Complete to perform a validation and forward the document for
processing. If all dates, fields, and data are valid successfully, the document will
be submitted and you will receive a JV number and confirmation.
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Financial Service Division (FSD)
Last Updated: March 2013
Section 5a
UniFi Training Manual
Multiple Line Journal Vouchers / Budget Transfers (SSU)
Multiple Line Journal Voucher / Budget Transfer Form
Multiple Line Journal Voucher / Budget Transfer transactions can be created for different charts.
In each document created, the credits (-) must equal the debits (+). These amounts must offset one
another.
This form does not allow completion of documents using rule classes that are not self-balancing.
For the Description, enter information that will be meaningful to all CFOAPALs included in the entry.
Maximum length is 35 characters.
Journal vouchers (JV) with more than 5 lines of transactions will need to be completed using UniFi
Plus. See Section Section 5b - Creating UniFi Plus Journal Vouchers and Budget Transfers.
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Financial Service Division (FSD)
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Section 5a
UniFi Training Manual
UniFi Training and Reference Manual
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Financial Service Division (FSD)
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Section 5a
UniFi Training Manual
The following steps are used to create a Self Service Multiple Line Journal Voucher / Budget
Transfer: To access the Self Service Journal Voucher form: PAWS> Admin Services> UniFi Self Service > Journal
Voucher/Budget Transfer
See field descriptions for more information on each field.
Step
1
2
Action
Optional: Choose a Template and click Retrieve. If a template is retrieved,
please double check all details and, if necessary, update the “Description”
before hitting “Complete” to submit the Journal Voucher (JV). Skip to Step 8
for completion instruction.
To create a new JV:
The transaction date will default to today’s date. Change if necessary.
Note: You cannot post a transaction to a “closed” period. Periods/months
are closed on 4:30 on the 2nd working day of the following month.
3
Choose the Journal Type from the drop down list.
4
Enter the Document Amount, which is the total of your debits (+) and credits
(-).
5
Enter the Chart and other CFOAPAL element information. The debit (+) and
credit (-) amount must balance and its total must be the same as what was
entered for Document Amount.
6
Enter a Description that will be meaningful to both sides of the entry.
Maximum length is 35 characters.
7
Optional: If you wish to save this JV as a template for future use, enter a
meaningful description in the “Save as Template” field. It is recommended
that you DO NOT save it as a Shared template. A shared template is
accessible by all JV users and cannot be deleted using the Delete Finance
template option.
8
To submit the JV, click the “Complete” button.
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Financial Service Division (FSD)
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Section 5a
UniFi Training Manual
9
You will receive either:
 a list of error messages – please make your corrections and click
“Complete” to try submit again
OR
 if successful, you will receive a confirmation message and a JV
number, beginning with JXXXXXXX. If you have saved a template, you
will also see a confirmation of the saved template.
10
It is recommended that initially you keep a log of JV. At a minimum, the log
should include 3 columns: JV Date, JV Number and Document Amount.
11
Note: You do NOT need to submit supporting documentation unless
requested by Financial Reporting or the auditors. However, you should keep
supporting documentation on file in your office. We recommend you file this
documentation by the “J” (journal voucher) number.
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