Electronic Journal Voucher
Originator Training
Please Sign In
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
NMSU Journal Voucher Process – JV Originator
Department must
process a Journal
Voucher
Di
re
n
Ba
ot
ct JV
r
ne
Departmental user enters
Journal Voucher on Banner
form FGAJVCD or
FGAJVCM
r
Sp
JV
et
he
ds ad
ea plo
U
Data entry
directly into
Banner or
spreadsheet
upload?
User enters Journal
Voucher in Excel
spreadsheet template
and emails to FIP
Follow RMR BDMS
and Document
Destruction Process
FIP aggregates
files and
uploads
UC4 process
validates file
and loads into
Banner JVform
User receives
email notification
on successful
Banner upload
Journal Voucher
begins approval
routing process
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
3rd Level Journal Voucher Approvals
Unrestricted
AFR
SPA
Restricted
>$500
all
**This rule will also apply to Purchase Requisitions**
NMSU Journal Voucher Process – JV Approver
Approver has
documents waiting
for approval
Approver accesses
form FOAUAPP
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
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: help@nmsu.edu; 646-4357
• BDMS help
– RMR: rmroffice@nmsu.edu; 646-8324
• Electronic Spreadsheet help
– FIP: fip@nmsu.edu; 646-1514
• Journal Voucher help
– Fiscal Monitor