Creating and Using J1s Job Aid July 6, 2016

Purpose Create J1s from ScratchCreate J1 Using TemplateList of TemplatesCommon J1 Commands in AdvantageTemplatesSaving

Purpose A Journal Voucher or J1 is a versatile document that can be used to adjust revenue and expenses. New J1s can either be created from scratch or by copying one of the templates set up & saved in the Advantage Suspense File.

Create J1s from Scratch For the steps to create a new J1 from scratch, please reference the J1 section of the Advantage Transfer Documents Character Based Instructional Booklet found at http://cfo.asu.edu/fs-advhelp-training.

Create J1 Using Template To create a new J1 in Advantage using an existing template, follow the steps below.

1. Leaf (L) to the Suspense File (SUSF) and search for Document type of J1 with an AGCY of DUM. Scan the table (hit enter to go to next page) until you find the document template you want to copy.

2. Type “S” in the ACTION field

3. Type “COPY” in the FUNCTION field

4. Type in “J1” in the TYPE field on the first line of the Suspense File

5. Type in your agency code in the AGCY field on the first line of the Suspense File, in this example 170 was used.

6. Type in “SPN9#” in the NUMBER field. Advantage will replace the # with the next number in the sequence.

7. Type in “X” in the SEL field on the line that contains the document you want to copy.

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Creating and Using J1s Job Aid July 6, 2016

8. Hit “ENTER”. A new document has now been created with a document number that you assigned.

9. Enter in the variable fields and process as normal. Click the appropriate Document Name below to view the templates with the variable fields circled.

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List of Templates

Document Name PurposeASUF IDC DC Decrease ASUF Unrestricted Gift

Portion of Indirect CostsASUF IDC IN Increase ASUF Unrestricted Gift Portion

of Indirect Costs (Use this template during award setup)

COST TRANSF Line Item NonPayroll Expense TransferDEFICIT LOC Deficit Transfer to Local AccountDEFICIT TNS Deficit Transfer to TNS account

(Requires AD approval)DEFICIT TNW Deficit Transfer to TNW account

(<=$300 Direct Costs)IDC DECREAS IDC Adjustment - DecreaseIDC ENCUMBR Clear Positive IDC EncumbranceIDC INCREAS IDC Adjustment - IncreaseIDC NEG ENC Clear Negative IDC EncumbranceRESIDUAL Fixed Price Residual Transfer to

Sponsored Residual AccountEAENC Encumber Expense Advance (Student

Use ONLY!!)EAUNENC Unencumber Expense Advance

(Student Use ONLY!!)

Common J1 Commands in Advantage Can use Key when in J1 or Code (in Function of J1 or Function on SUSF with X on Document in SEL column)

Command Code KeySave Edits to Document N/A F7Approve Document A+ F12 (J1 will run as part of

nightly run)Run Document R F8 (J1 posts to Advantage

immediately)Exit Document E F3Remove Level 1 Approval A- N/ACommand Code KeyDelete Document D F9Undelete Document UD (from SUSF only) N/AInsert Line I or NL N/ADelete Line DL (Can be used on CTR J1

to delete fund balance when it isn’t required)

N/A

Free Document Free (from SUSF only) N/AOverride OV N/AGet to Top of Document T N/A

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Templates See below for each of the templates with the variable fields circled.

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Deficit Transfer to TNS account

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AC = Award Change Function ErrorAE = Account Expense ErrorAF = Activation Function ErrorAU = Audit FindingEA = Error: AnomalyIF = Invoicing Function ErrorRF = Revenue Function ErrorSU = Sponsor Uncollectable

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Saving Advantage documents are saved in their respective folders in the ACCTG folder under “Advantage Documents”. Reference “Processing Documents in AMT GCO Outboxes Job Aid” for student instructions and Job Aid Awa rd Folder Structure and Naming Conventions .

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