Journal Vouchers

Business Center Approval Training

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Overview Business Center Responsibilities Part I: JV Entry

› Important elements › Helpful hints and tips› Rule codes

Part II: JV Approval› Reviewing JVs› Approving JVs› Resources

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Business Center Responsibilities

Business Centers are responsible for:› Verifying that JVs comply with OSU and OUS Policy

› Checking Internal Sales and Services transactions against the Internal Fee Book

› Evaluating use of correct account codes for purpose of activity or transaction

› Disapproving transactions related to previous fiscal year activities

› Being aware that JV transactions will post upon approval by the BC.

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JV Elements– FIS Policy 1107

TEXT is required on all JVs TEXT must include:

› Input person’s first and last name, phone number, and/or a contact person

› Sufficient information as to the purpose of the JV transaction

› Some JVs require more specific detailed text› Fee ID #, if applicable

Use FOATEXT to add or change text The DESCRIPTION field explains what the

transaction is for so that the Account Code can easily be checked› The Description line is captured in Data Warehouse,

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JV Elements – Text

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JV Elements– continued A Document Number must be entered

in the Document Reference field when:› Correcting or redistributing a posted

transaction

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JV Elements– continued If using General Ledger account codes

(Axxxx, Bxxxx), input Fund and Account Code only – No Index, No Org, No Program

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JV Elements– continued Enter Budget Period only on Budget JVs

(rule code begins with “1”)

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JV Elements– continued Supporting Documentation

Includes: Email communications, spreadsheets, billing invoices, advance settlements, etc.

Does Not Include: printouts of JV (FWRJVLR), information that can already be found in Banner

Scan any supporting documentation into Nolij indexed as JV_Supp doc type› If multiple documents are being added to a

JV, they can be renamed (Ex: JV_Supp Index ABC123 email)

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Helpful Hints and Tips JVs should be done in the month the

activity happens Internal fees should be processed

monthly, but no less than quarterly Do Not correct or bill prior fiscal year

income or expense transactions Payroll corrections should not be

processed on JVs

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Helpful Hints and Tips, cont’d

Internal Sales and Services:› JV should be completed by the department or

unit receiving the revenue› Use 09xxx Credit account codes for:

05xxxx-Designated Operations Funds 09xxxx-Service Center Funds 1xxxxx-Auxiliary Funds

› Use 79xxx Credit account codes for: 0xxxxx-General Funds 03xxxx-Statewides (Extension, Experiment

Stations) Sales between 1xxxxx-Auxiliary Funds

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Rule Codes Rule Code:

Begins with 1 = Budget Begins with 2 = Encumbrance Begins with 3 = Revenue, Expense, Asset,

Liability Rule Codes 3xxx use Debit or Credit in

sign field Rule Codes 2xxx and 1xxx use “+” or

“–” in sign field Don’t mix rule codes in the same JV

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Rule Codes – cont’d BC Rule Codes:

3BC1 - HSBC 3BC2 – UABC 3BC3 – ASBC 3BC4 – BEBC 3BC5 – FOBC 3BC6 – AMBC 3BC7 – AABC

Budget Rule Codes: 1xxx

See Office of Budget and Fiscal Planning:

http://oregonstate.edu/budget/

BC Encumbrance Rule Codes:

2ENB – create encumbrance

2LIB – total liquidation 2LQB – partial

liquidation

Central Rule Codes: 3JV1 3GNT

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Use 3BCx Rule Codes when: Transaction primarily impacts Orgs within own

BC› Correct indexes/activity codes (Doc Ref)› Redistribute charges (Doc Ref)› Correct account codes (Doc Ref)

2xxxx-3xxxx account codes only Activities/services originate from own BC

› Charge for Internal Sales/Services (debit to 2xxxx) Use 79xxx or 09xxx account codes for credit -

dependent on fund Confirm an approved fee is in Internal Fee Book

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Use 3BCx Rule Codes, cont’d:

An error will appear if General Ledger (GL), Transfer, Capital Asset, or External Revenue account codes are used on a 3BCx rule code.

If this error appears, you must change the rule code to 3JV1 or 3GNT – on all sequences.

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Use 3JV1 Rule Code when: Using General Ledger Account Codes

Axxxx, Bxxxx, Exxxx, Fxxxx Using 9xxxx Transfer Account Codes Using 4xxxx Capital Asset Account

Codes Redistributing External Revenue

Account Codes 01xxx-08xxx account codes F-doc reference required

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Use 3GNT Rule Code when: Making any correction for a restricted

fund› Grant/Contract Funds

index and fund begin with a letter› Gift Funds

FSxxxx, FAxxxx and Mxxxxx funds

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Copy or Reverse a JV: See handout for instructions on how to

copy or reverse a JV Useful for:

› Frequently occurring› Reversing Year End Accrual

Make sure to change dates, Doc Refs, etc. on new JV

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FGAJVCM – JV Mass Entry form: Similar to our regular JV form, FGAJVCD –

but gives a different view Useful when the description or doc ref is

the same for each line Able to see 12 rows at a time, instead of

one

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FGAJVCM – JV Mass Entry form:

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Part II: JV Approval

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Use Banner FOAUAPP for review:

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Banner FOAUAPP Detail:

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Or use Banner Self Service:

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Banner Self Service Detail:

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Review Criteria Date?

Check Transaction Date Text?

Name (First and Last) and phone number? Good explanation of transaction?

Will a person outside the BC in a year from now understand the transaction by reading the text?

Internal fee charges? Is there an approved fee in the Internal Fee Book? Is there a Fee ID # listed?

Description? Does the information assist in determining the

correct account code?

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Review Criteria, cont’d Document Reference?

Is this a correction? – Doc Ref required Is this a redistribution? – Doc Ref required Look up Doc # in Banner If no Doc Refs, there must be an explanation in text Has the referenced Doc posted in Banner? Check Doc Trans Date – is it in the current FY? JV Supporting Documentation

Is the correct rule code used? If it involves corrections to a grant, use 3GNT

Is transaction appropriate for funding source? Is transaction appropriate for program code?

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Review Criteria, cont’d Are account codes correct? Are debits and credits correct? Check all sequences! These fields should be blank:

Deposit Number field Budget Period field – only on1xxx Budget JVs

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Approving and Disapproving

If more Text is needed:› Contact originating user› Add text through FOATEXT without

disapproving› Put JV on “HOLD” – add text through

FOATEXT Name and Date Reason for Hold Use Text Seq numbers 01-09 so HOLD appears at

top of text after saving Line Sequence numbers can only be changed

through Banner FOATEXT, not able to renumber in Self Service

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Approving and Disapproving

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Approving and Disapproving

Disapprove if review criteria is not met (slides 23-25)› Examples:

Incorrect account code In disapproval message, request “Seq#” change

account code to xxxxx Incorrect Rule Code No Doc Ref (corrections or redistributions)

Never approve a JV you have entered Never approve a JV if in doubt or

questionable – always seek another opinion (Please call FA&A in Business Affairs)

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Approving and Disapproving

Approving Encumbrance JVs 2LIB and 2LQB Liquidating JVs use “+” in the sign

field and must have: Encumbrance Doc # listed in Doc Ref field Encumbrance Doc # listed in Encumbrance Number field

6xxx Rule Codes Used for FUPLOAD JV processes Will only route to BC approval queue when there

are errors JV will be incomplete and will need to be corrected and

completed through FGAJVCD Usually don’t have text

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Helpful Links OSU FIS Policies:

› Fiscal Policy Manual: http://oregonstate.edu/fa/manuals/fis

› Journal Vouchers: http://oregonstate.edu/fa/manuals/fis/1107

› Recharge Activities: http://oregonstate.edu/fa/manuals/fis/1403-01

OSU Internal/External Fee Book: http://fees.oregonstate.edu/

OUS Policies:› Account Code Definitions:

http://www1.ous.edu/owfp/plsql/fpm.index_list

› Fiscal Policy Manual: http://www.ous.edu/cont-div/fpm/

FA&A Website: http://oregonstate.edu/fa/businessaffairs/staff/faa

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Helpful Banner Forms› FGAJVCD

To Enter a JV› FGAJVCM

To Enter a JV› FGIJVCD

To view incomplete JVs› FOAUAPP

To approve/disapprove JVs› FOIAPPH/FOIAPHT

To view approval history› FOAAINP

To view who still needs to approve JV

› FGIBDST To query transaction detail

for an index› FGITBSR/FWITBSR

To query transaction detail or balance for a Fund

› FGIDOCR To view posted documents

› FOIDOCH To query on documents

› FOATEXT To add/change/view text

› FUVPROF To query on usernames

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Business Affairs ContactsGeneral Questions

Financial Accounting and Analysis

Charlotte Rooks 737-5422

Treasure Hunt 737-9370

Kim Jenkins 737-3792

Diane McGill 737-6047

Stephanie Smith 737-1825

Mark Fryman 737-0624

Fixed AssetsJanna Storm 737-4084

Central Accounts PayablePaul Marinello 737-0637

AutopaysBezu Abebe 737-0635

PcardsRose Hamilton 737-0650

Grants, Gift, and Foundation FundsOPAA 737-4711

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Email BAFF.Accounting@oregonstate.edu

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QUESTIONS?

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Slides and Handouts are located on our FA&A website:http://oregonstate.edu/fa/businessaffairs/staff/faa