Learning Summary
AP Journal Entry
For Information on AP Journal Vouchers:
Help Resources:
Review the University of Alberta Policies and
Procedures On-Line (UAPPOL) –
www.uappol.ualberta.ca
For assistance with your CCID/password, contact CNS at 492-9400.
Navigate to: Supply of Goods and Services
Policy/Invoice Processing Procedure (Accounts
Payable)/Forms/Accounts Payable Journal Voucher
For PeopleSoft Support, contact IBM at 401-9702 (option 2) or by
email at uofahelp@ca.ibm.com
For assistance with the following, contact SMS at 492-4668:
• If an AP journal appears on your reports that is not valid.
• If the Vendor ID field goes red, contact SMS to reactivate or
set-up the Vendor.
• For assistance with GST
An Accounts Payable Journal Voucher (APJV) is a PeopleSoft on-line method to record account redistribution or corrections of Accounts
Payable Vouchers. The University utilizes the PeopleSoft AP module to process APJVs. The capability to process on-line APJVs is
available to all units within the University.
Only Accounts Payable voucher transactions can be redistributed or corrected using the Accounts Payable Journal Voucher Process. In
order to maintain module integrity, proper audit trails and to comply with external audit requirements, it is imperative that
adjustments/corrections be made in the module that generated the original transaction.
Create / Add an AP Journal Voucher
Voucher Inquiry Navigation: Accounts Payable, Vouchers, Add/Update, Regular Entry, Find an Existing Value
•
Use available search criteria to obtain the required information for JV.
•
Record from the original voucher the vendor ID number, Invoice number, invoice date, original voucher ID number, amount to
redistribute, and currency with the above navigation.
Accounting Entries Inquiry Navigation: Accounts Payable, Review Accounts Payable Info, Vouchers, Accounting Entries
•
Enter the Voucher ID and Invoice number to retrieve the accounting information.
•
The Main Information tab provides information on the amount charged including non-recoverable GST. This amount is used for the
APJV.
•
The Chartfield tab provides information on chartfields.
Enter APJV Navigation: Accounts Payable, Vouchers, Add/Update, Regular Entry, Add a new value
•
On the voucher style dropdown choose Journal Voucher
•
Enter the vendor id
•
Enter Invoice number (from original voucher) with suffix of JV and your initials
•
Enter the Invoice date from the original voucher
•
Select the
•
Enter the related voucher id
•
Verity the currency is CAD
button
Keying Accounting lines
•
Enter line description i.e. JV ACCOUNT
•
Enter total extended amount to be debited or redistributed (including non-recoverable GST)
•
Type in the DEBIT speedcode, then tab to next field (always enter the speedcode after the extended amount is entered)
•
Enter in the account number
•
Use the Invoice Line VAT link to change the VAT code to “N”
on the lower portion of the distribution lines panel.
To add a second debit distribution line, click on the
Otherwise add an offsetting credit line by clicking on the
in the upper portion of the Invoice lines page.
•
Enter line description i.e. JV ACCOUNT
•
Enter total extended amount to be credited or redistributed (including non-recoverable GST)
•
Type in the CREDIT speedcode, then tab to next field
•
Enter in the account number
•
Use the Invoice Line VAT link to change the VAT code to “N”
Use the VAT Summary link to verify VAT codes are both N and that debit and credit lines are balanced.
Select
; record AP Journal Voucher number; and file accordingly. Verify status in the general ledger on following day.
V3.1– November 13, 2007