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| General Accounting Homepage | *Please also see JV Rules |
General Information * Description * Account Number * Line
Debit/Credit * Account Title * Explanation
Statement Date * Routing-Class * Routing-Address
Quitting the Journal Voucher *
Submitting the Journal Voucher *
Responding to an Inbasket Item
The Journal Voucher (JV) is used for account transactions such as correction of account code errors and interdepartmental charges.
When the JV passes all edit checks, it is routed to the first approver in the routing section. The approver must respond with approve, reject or return and has the option to add a comment.
After all approvers have approved the JV, it will be forwarded to the General Accounting office where it goes through two levels of audit before being added to a Journal Voucher batch. After being added to a batch, copy recipients will receive their copy of the JV as will the originator.
At the Welcome to Web EZForms menu, the Options button allows you to choose how you wish to be notified when forms are delivered to you.
In Archives, you have the option to use any JV as a template. Using a JV as a template displays the JV in a format that can be updated before submission. A new EZForm number will be issued when the JV is routed to the first approver.
If you need additional information on the use of this form, please call the Computing Center HELPLINE, extension 6000 or the General Accounting Office, extension 2175.
The fields that must be filled in before you can submit the JV for approval and processing are as follows:
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A brief description of the JV that will appear in the description column of the accounting statement. This description is required and may include a maximum of 21 characters.
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The account number(s) of the account(s) being debited or credited. Leading zero (0) and dashes will automatically be added. See the General Accounting home page for Account Code Description.
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The line number must be three digits. A line number is only used in conjunction with certain account codes; see General Accounting's Account Code List for account codes that are marked with an asterisk (*). If the account code you are using does not require a line number, leave the field blank.
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DEBIT: The amount you are debiting to this account. After validation orsubmission, commas are automatically added. If no decimal is provided, one will be added to the end. For example, "100" will be displayed after validation or submission as "100.00". A decimal must be added if the amount includes both dollars and cents. For example, one hundred dollars and thirty-two cents must be typed as "100.32".
CREDIT: The amount you are crediting to this account. After validation or submission, commas are automatically added. If no decimal is provided, one will be added to the end. For example, "100" will be displayed after validation or submission as "100.00". A decimal must be added if the amount includes both dollars and cents. For example, one hundred dollars and thirty-two cents must be typed as "100.32".
Note: The system allows for up to 140 debit/credit entries. Lines 1 through 10 are available in the Account Information section. Lines 11 through 140 are available after the routing in the Account Information (continued) section. Unused account lines will be removed from the JV when routed to the first approver.
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The account title will automatically be filled in when the validation feature is selected or the submit button is selected.
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The explanation of why the JV is being generated. This field is required and can include up to 17 lines that are 70 characters in length. If the explanation exceeds 17 lines, the text will be truncated.
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The statement date gives the originator flexibility to prepare JV's for the current month or for up to 11 months in advance.
When all authorized approvers listed in the routing have approved the JV, it will be forwarded to General Accounting and processed (approved; updated) according to the statement date chosen. After General Accounting has approved the JV, copies will be electronically routed to copy recipients and to the originator.
Journal Vouchers approved and forwarded to General Accounting after the selected statement date has closed will be updated to the next month. When this occurs, the statement date in which the JV has been processed will appear in the audit trail.
YEAR END EXCEPTION:
Journal Vouchers that miss the June II deadline
will be automatically returned to the originator.
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Either Authorizer, Carbon Copy, or Both (for both authorizer and carbon copy). All approvers of the JV must be listed in the order in which they must approve. See the University of Delaware Policies and Procedures Manual, Financial Policy # 3-4, for the University's authorization policy.
Note: If any of the approvers listed need to receive a copy of the JV, select Both as the routing class. Approvers do not automatically receive a copy of the processed JV.
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The electronic mail address of the approvers and copy recipients. The JV allows for up to 18 approvers and/or copy recipients. You must enter the exact electronic mail address.
Each mail address, alias, and user ID number must be registered in the Electronic Forms Authorization file. To register, send and e-mail to Access. Include the user name, Social Security number, and preferred e-mail address.
After all approvers have approved the JV, it will be forwarded to the General Accounting office where it goes through two levels of audit before being added to a Journal Voucher Batch. After being added to a batch, copy recipients will receive their copy of the JV as will the originator.
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If you would like to quit working on the JV and not submit it, the reset button can be selected to clear the form. This must be done before the validation feature performs edit checks. After the JV has gone through the edit checks, it cannot be reset. At this point, you can select the exit button. CAUTION: DO NOT USE THE BACK BUTTON.
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SUBMITTING THE JOURNAL VOUCHER
To submit the JV, single click on the submit button. When the JV is submitted, it will be run through a series of edit checks to make sure that the information you filled in matches audit requirements. See (Electronic Journal Voucher Edit Checks) for a list of these requirements.
VALIDATE ONLY If the validation feature is selected, the form will undergo a series of automatic edit checks and list any errors at the top of the form. Make any necessary corrections and single click on the submit button. If no errors are detected, the validate function will be automatically disabled, a submit button will appear at the top of the form with the message, "No errors. Please click on the Submit button."
WARNING: When validating a JV, wait until the status bar at the bottom of your browser reads, "Document: Done" before submitting. If the document has not completely loaded to the page, data may be lost when the form is submitted. This is especially important if the JV has many lines of account information.
VALIDATE & PROCESS JV If the validate and process feature is selected, the JV will be routed immediately after passing all edit checks. If any errors are detected, they will be shown at the top of the JV. If no errors are detected, the JV is routed to the first approver.
A message is displayed indicating that the JV has been forwarded to the first approver. Select the exit button to return to the EZForms main menu or select link provided to go to the web EZForms in basket.
SAVE AS DRAFT If the save as draft feature is selected, the JV does not perform any edit checks. The JV can be retrieved from Archives or from the Out Basket. It can be saved as many times as necessary before submission. A message will appear indicating that the request has been saved as a draft and an EZForm number will be assigned.
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RESPONDING TO AN IN BASKET ITEM
CARBON COPY If your JV is approved by all of the listed approvers and General Accounting, you will receive your electronic copy of the approved JV with its audit trail indicating that your JV has been approved and added to a batch for processing. At the bottom of the JV, the options given are; remove from in basket, remove from in basket and archive a copy or keep in basket item.
UPDATE REQUIRED Action must be taken to correct and resubmit or to remove the JV.
AUTHORIZATION REQUIRED Action must be taken to approve, return, or reject the JV.
CAUTION: DO NOT USE THE BACK KEY ON YOUR BROWSER.
NOTE: SERVER ERRORS - If a server error occurs while approving a Journal Voucher, DO NOT GO BACK. Return to your in basket. If the JV appears in the in basket with Authorization Required in the action column, the approval was not accepted and the JV can now be authorized safely. If the JV does not appear in the in basket, it has already been routed to the next approver or to General Accounting. Check the audit trail in the archive copy to verify.
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Please direct questions to : General Accounting
URL of this document :
http://www.udel.edu/genacct/jvinst.html
Last Updated Thursday, June 16, 2005
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University of Delaware