Fiscal Operations Manual
Section 1100: Banner Processes
The purpose of a journal voucher (JV) is to process internal transactions and corrections between or within units at Oregon State University (OSU).
In order to produce meaningful financial reports, it is important that significant revenue and cost items are recognized during the month in which they occur and costs are reflected against the revenue-producing activity for which they were incurred. Therefore, journal vouchers should be processed in the month the activity happens.
3BCx (the rule code for each business center)
2ENC - Manual Encumbrance Establishment JV
2LIQ - Liquidate Remaining Encumbrances
2LQP - Partial Liquidation of Encumbrance
4ENC - Revenue/Expense JV with Encumbrance Liquidation
1xGF - Departmental Budget change (E&G only)
1PBB - Grant Budget Change (expenditure only)
Text is required on all Journal Vouchers. Text must contain sufficient information as to the purpose of the JV transaction, as well as, the name (first and last), and phone number of the person inputting the JV. No text or the lack of clear information in the text will cause the JV to be disapproved. For corrections involving grants and contracts (3GNT rule code), specific detailed information is required. See Grant, Contract & Gift Accounting (GCG) Manual for these requirements.
Use the same rule code on all sequences of a Journal Voucher.
An Index must be entered whenever Operating Ledger revenue (0xxxx) or expense (1xxxx through 9xxxx) account codes are used. The Fund, ORG, and Program codes will automatically be populated when the Index is entered.
An Index must not be entered when General Ledger account codes Axxxx, Bxxxx, Exxxx, Fxxxx are used. In this case, enter only FUND, Account Code, and amount.
Use Debit or Credit in the indicated field, unless it is a budget JV. For budget JVs use + or -.
Explain in the Description field what the transaction is for. Do not simply enter "See Text." This field should briefly explain the transaction and be consistent so that it meets the needs of the customer and any potential end user (i.e. external auditor or person from another unit). All transaction lines relating to the same transaction should have the same description. Also, when correcting an entry be intentional about the description so that it is very similar to the description as shown on the original document. This will help when sorting the description field for a report. Use the Text block to included additional information.
If correcting a posted Banner document, enter the document number in the Document Reference field. Examples of the letter the document reference number will start with include:
|F||Student A/R and Cashier Operations||I||Invoices|
|P||Purchase Orders||VC||Chemistry Stores|
|VF||Facilities||VP||Printing and Mailing|
|VM||Transportation Services (Motor Pool)||VV||Veterinary Medicine|
|Z||Purchasing Card Distributions||VU||Facilities - Utilities|
The Document Reference field must be completed when the same account code is debited and credited, when redistributing amounts from one account code to another, and/or when adding or changing an activity code. The reference must be a Banner document number and be the last I-doc or JV number for the transaction. If there is no Banner document reference number, the reason must be stated in the text of the JV.
For FUPLOADs, the document reference field is a unique number from the external system where the data is pulled. [For example, Cashiers (F-docs) use the deposit number from the Cashiering system, Conference Services will use the registration I.D. captured through their Event Registration system, etc.]
Transactions should be corrected document-by-document, line-item by line-item and referencing the original Banner document number. This is necessary to provide an accurate audit trail.
Corrections should be completed within 90 days of the original charge and in the current fiscal year. After 90 days, a detailed explanation is needed to state the reason the JV was not done in a timely manner. When closely related work is supported by more than one funding source, a cost change may be made between those indexes provided it is a proper charge, the correction is timely, and is supported by an explanation that it is the same project with the same principal investigator. If you have been notified by OSRAA that a cost is unallowable on the grant and must be paid from state funds, indicate this in the text.
The Budget Period field is required, if the rule code/journal type begins with "1" (Budget JVs). The budget period field is 01 through 12. Do not complete the budget period field for other journal voucher types.
- Who - Approximate number of people attending and who approved the purchase
- What - Purchased or payment for
- When - Date of the meeting
- Where - Location of the meeting
- Why - Purpose of the meeting
Example: 20 boxes of paper were purchased to receive a huge discount. The unit only needed 8 boxes. They “sell” (distribute) the cost of 12 boxes to the unit down the hall. The original purchase was made using 20101 Office supplies account code. Redistribution is made using the 20101 account code as both the debit and credit for 60% (12/20) of the original cost.