Revised:  10/07/2024

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.

Steps

1.  https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Accounts Payable Tile > Vouchers menu > Regular Entry

1. Select Journal Voucher from the dropdown list.
   • Always leave NEXT in the Voucher ID field. Only OAKS FIN assigns IDs to vouchers.
2. 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.
3. Enter the supplier's Invoice Number in the Invoice Number field.
4. Enter the date the invoice was received in the Invoice Date field.
5. Click Add .

• The Invoice Information page displays.
  

6. 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.
7. 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.
8. Click Attachments link to add documentation.
   1. Click Add Attachment.
   2. Enter the file path or browse for and select the attachment.
   3. Click Upload.
      • OAKS FIN displays the file name for attachment in the Voucher File Attachments section.
   4. Click OK to verify that this is the correct attachment.
9. The Invoice Information page re-displays.
   
10. 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.
11. 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.
12. Edit the distribution line to reflect the correct accounting information.
    • The sum total of the Amounts fields must net to zero.
13. 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.
14. Click Save.
    • Journal vouchers always affect the current period unless the agency contacts OBM to update the budget date for a journal.
15. Click the View All link on the Invoice Lines header bar (if necessary) to see all lines.
16. Click the View All link on the Distribution Lines header bar (if necessary) to see all lines.
17. 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.