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Create a Journal Voucher

This page contains all the fields and buttons you need to create a journal voucher on one web page. You can check the values you enter, delete line items as you work on the journal voucher, and then park or complete the journal voucher. You can also print what you've entered on the page before parking or completing the journal voucher.

1. Enter the Document Header Fields.

Company Code:	Select the company code.
Document Date:	Either the receipt date from the source document or today's date (mmddyy). For FY documents, enter 06/30/yy (yy = fiscal year that just closed).
Posting Date:	Defaults to today's date for creating journal vouchers. For FY documents, enter 06/30/yy (yy = fiscal year that just closed). When you change a journal voucher, the field displays the date the JV was posted.
Reference: (optional)	Text for your reference. When correcting a JV, it is useful to include the document number of the JV you are correcting. Note: This data is included in the search results when searching for parked journal vouchers and in the first part of the Description field on the Detail Transaction Report (DTR).
Header Text: (optional)	A short description of the transaction for your reference only.
Sending Backup:	Indicates whether documentation for the JV is required. If you have backup documentation, send it to: JV Backup c/o Mary Nicholson NE49-4077 (Be sure to include the SAP document number for the journal voucher. This number is assigned when you park or complete the journal voucher.)
Document Type:	SA - for a current journal voucher created during fiscal periods 1-12. FY - for a closing journal voucher created during fiscal periods 13-16.
Document Number: (displayed after you park/post the JV)	Automatically generated after you park or complete the JV.
Posting Period:	Fiscal period corresponding to the document and posting dates.
Fiscal Year:	Year you want to post the JV to.

2. Enter the Line Item Fields.

Selection box:	(The checkbox to the left of each line item.) Click the selection box next to each line item you want to delete; then click the Delete Selected Items button above the checkboxes. Note: Select only those line items you want to delete; otherwise leave the selection boxes unchecked.
#:	Displays the line item number after you enter the fields and use any of the buttons or list tabs.
G/L account:	G/L account assigned to the line item. To find a G/L account number, click the Search (binoculars) button on the right. See Related Topics below for performing a search.
Cost Object:	Cost center, internal order, or WBS element.
Object type:	Display the cost object type after you enter the fields and use any of the buttons or list tabs.
Line item text:	A brief description of the journal voucher for this line item. This text will appear on the Detail Transaction Report.
Transaction Date:	Date of the original transaction if the cost object has closed since the transaction occurred. Otherwise, leave blank.
Debit Amount:	Amount you want to debit this cost object.
Credit Amount:	Amount you want to credit this cost object.
Subtotal:	Displays total debits and credits for all the line items on the page after you click the Check button, or when you try unsuccessfully to park or complete the journal voucher. Note: Make sure that the debit and credit amounts balance to zero before completing the journal voucher.
Total:	Displays total debits and credits for the entire journal voucher after you click the Check button, or when you try unsuccessfully to park or complete the journal voucher. Note: Make sure that the debit and credit amounts balance to zero before completing the journal voucher.
# of line items:	Displays the total number of line items after you enter the fields and use any of the buttons or the list tabs.

3. Enter Explanatory Text.

Explanation:

An explanation of the entire journal vouchers, up to 20 lines of text.

4. (optional) Verify What You've Entered.

Before you park or complete the journal voucher, click the Check button to verify G/L accounts and cost objects, calculate debits and credits, and total the line items and debits and credits. Correct any errors before parking or posting.

5. (optional) Print the Contents of the Page.

Click the Print button before parking or posting. After parking or posting, the fields are blank.

6. Park or Complete the JV.

Click the Park button to save the JV but not complete it
or
Click the Complete button to send the JV through workflow. It may be posted or sent to CAO for approval.

If no errors are found, the journal voucher is assigned a document number which appears on the top left. Please write this down for future reference. The fields on the page will be blank.

JV Buttons

Check	Verifies the G/L accounts and cost objects, calculates the debit and credit totals, and counts the number of line items in the journal voucher.
Park	Saves the journal voucher, but does not complete it. Later you can open the parked journal voucher and change it before completing it. The journal voucher is assigned an SAP document number, displayed at the top of the screen. Record this number for future reference.
Complete	Sends the journal voucher through workflow. It may be posted or sent to CAO for approval. If additional required information is needed, you will be prompted to supply it. A journal voucher not previously parked is assigned an SAP document number, displayed at the top of the screen. Record this number for future reference.
Print	Prints the "Create Journal Voucher" page. After you park or complete the journal voucher, the fields will be blank. If you want to print the fields you just entered, print the page before parking or completing.
Delete Selected Items	Deletes line items from the journal voucher. Click the selection box for each line item you want to delete, then click the Delete Selected Items button. Note: When creating a journal voucher, the deleted lines are erased. When changing a parked journal voucher, the deleted line items remain, but their amounts are set to zero dollars.

Special Required Information

If you use an equipment G/L account or an underrecovery G/L account, you will be prompted to enter required information on a second screen. See Related Topics for more information.

Note: If you want to be notified by email whenever your journal vouchers are approved or rejected, you can subscribe to Email Notification.