Creating a Journal Voucher
Overview
Journal vouchers are created when distribution information needs to
be corrected on any current fiscal year voucher that has been posted and
paid.
If a posted voucher references a purchase order, whether paid or not
paid, a Journal Voucher will correct ChartField entries on the voucher,
but the purchase order will not be affected. For example, if the distribution
line did not contain a grant number or if the department used on the PO
was incorrect, a Journal Voucher can be created to make the corrections.
A Journal Voucher is a $0 voucher used for re-classification purposes
only.
- The OAKS FIN security role, Agency Journal Voucher Processor, is
required to enter a Journal Voucher in OAKS FIN.
- Click here
for assistance with accessing the OAKS FIN AP Module.
Steps
- myOhio.gov >
OAKS FIN > Main Menu > Accounts Payable > Vouchers
> Add/Update > Regular Entry
- Select Journal
Voucher from the Voucher
Style dropdown list.
- Always leave NEXT
in the Voucher
ID field. Only OAKS FIN assigns IDs to vouchers.
- Select the Supplier
ID whose records that are being corrected.
- Use the magnifying
glass to select the number so that OAKS FIN
populates the Name, Location,
and Address fields.
- Always enter the Supplier
ID before entering the related voucher
ID. If the voucher ID is entered first, an error message "No
matching values were found" will display.
- Enter the supplier's
Invoice Number
in the Invoice Number field.
- Enter the date the invoice was
received in the Invoice
Date field.
- Click Add.
- The Invoice
Information page displays.
- Enter the original voucher number
in the Related
Voucher field.
- A related voucher ID must be entered for all journal vouchers.
Listing the voucher does not pull any accounting information to
the journal voucher; it only associates the original and correction
vouchers for audit purposes.
- Enter the most
recent date the agency received the goods or services covered by the
invoice in the Last
Receipt Date field.
- Use the calendar icon to select the date.
- Click Attachments
link to add documentation.
- Click Add
Attachment.
- Enter the file path
or browse
for and select the attachment.
- Click Upload.
- OAKS FIN displays the file name for attachment in the Voucher
File Attachments section.
- Click OK
to verify that this is the correct attachment.
- The Invoice
Information page re-displays.
- Enter the ChartFields in the
Distribution Lines
as they displayed in the incorrect voucher, except that the
Amount
and Quantity
fields should be listed as negative
numbers.
- Always type a minus (-) before the Merchandise
Amount and the Quantity
in a journal voucher. This cancels out the original, incorrect
ChartFields string.
- If needed, click the plus
(+) button to add another row.
- Edit the number of Distribution
Line rows to be added as necessary, and click OK.
- The specified number of rows
is added to the Distribution Lines section.
- The new line(s) is a duplicate of the
previous line, except that OAKS FIN has made the Amount and Quantity fields positive
numbers.
- Edit the distribution line to
reflect the correct accounting information.
- The sum total of the Amounts fields must net to zero.
- Click the Create/Update
Cash Line button.
- The distribution lines are created.
- This action is required and has to be performed whether or
not the Fund code is changing.
- This action will create distribution lines
to debit/credit Cash Account "101000" for the Fund,
saving extra steps.
- Click Save.
- Journal vouchers always affect the current period unless
the agency contacts OBM to update the budget date for a journal.
- Click the View
All link on the Invoice
Lines header bar (if necessary) to
see all lines.
- Click the View
All link on the Distribution
Lines header bar (if necessary) to
see all lines.
- Validate that the Budget
Date on each Distribution Line falls
in the same fiscal year as the original voucher.
- Journal Vouchers are for only current fiscal
year ChartField adjustments.