Enter a Journal Voucher

Purpose: Use this document as a reference for entering journal vouchers in ctcLink. Journal Vouchers are used to adjust accounting entries for vouchers that have been posted and paid, and whose payments have been posted.

Audience: Accounts Payable staff/supervisors.

You must have at least one of these local college managed security roles:

  • ZD Accounts Payable Inquiry
  • ZZ Voucher Approval
  • ZZ Voucher Entry
  • ZZ_AP_MANAGER
  • ZZ_AP_SPECIALIST

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitiions, please contact your local college supervisor or IT Admin to request role access.

Journal Vouchers are used to adjust Accounting entries (Voucher Post) and Payments (Payment Post) that have been posted to the General Ledger. You must know beforehand the Voucher ID and Supplier associated with the Journal Voucher. As well as the new Accounting Entries/ChartString prior to running this process.

Journal Vouchers are ZERO amount vouchers but still require Budget Checking and Posting.

Enter a Journal Voucher

Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry

  1. The Voucher search page displays. Select the Add a New Value tab.
  2. Enter or lookup valid field values for:
    1. Business Unit.
    2. Voucher Style = "Journal Voucher".
    3. Supplier ID. Note: the Supplier Name and Short Supplier Name will auto-fill.
    4. Supplier Location and as needed the aligned Address Sequence Number.
    5. Add additional details to populate the Invoice Information page; such as the Invoice Number and Invoice Date.
  3. Select the Add button.
Voucher Add a New Value page with example data entered in each field. The Business Unit, Voucher Style, Supplier ID, and Supplier Location fields are all highlighted. The Add button is also highlighted.

Enter the original Invoice Number and add a "JV" for Journal Voucher.

  1. The Invoice Information tab displays. It enables you to enter or view invoice information, including invoice header information, non-merchandise charges, and voucher line and distribution information. Use journal vouchers to correct accounting entries that have already been posted and paid. You do not change any of the amounts on a journal voucher.
  2. Enter the Invoiced Received Date. Note: the Accounting Date will populate with the current date/open period.
  3. Use the Related Voucher field to enter the number of the voucher against which you need to create the journal voucher. Enter or lookup the Related Voucher.
  4. Select Copy Distribution button to copy all the voucher lines or select the specific line by entering voucher line From Voucher Line and To Voucher Line field.
Regular Entry page on the Invoice Information tab. Example data is entered in all fields. The Invoice No, and Related Voucher fields are highlighted. The Copy Distribution button is also highlighted.
  1. In the Invoice Lines section, Chartfields values are copied from the original Voucher.
  2. To add additional Distribution Lines: select the Copy Down checkbox to copy the distribution line and then select the Add a New Row icon [+] to add a new row.
  3. A message window pops up 'Enter number of rows to add:' and enter the number of lines.
  4. Select OK.
Invoice Lines page with the GL Chartfield values highlighted. The Add a New Row button and Copy Down checkbox are highlighted.

Note: Every Journal Voucher requires 4 Distribution Lines. Journal Vouchers are not "paid" but journal entries attached to a voucher. The Cash Lines need to be added in order to move the cash with the expense. For example:

  1. Expense Line (Reversal of original entry)
  2. Cash Line (Off-set of reversal of original entry line)
  3. Expense Line (New entry)
  4. Cash Line (Off-set of new entry)
  1. Enter valid field values for the off-setting Cash Line, i.e. Account 1000199.
  2. Select the plus icon [+] to add more rows. Use the Copy Down checkbox functionality as needed. Use the minus icon [-] to delete lines.
  3. Enter the correct ChartString Distribution amounts and coding for both of the new entries: Expense Line and Cash Line.
  4. Select the View All / View 1 button to view all Distribution Lines.
  5. Select the Save button.

Remember: Journal Vouchers can be used to correct accounting entries that have already been posted and paid. You do not change any of the amounts on a journal voucher and the Accounting Date defers to the current date within the open period.

  • Account 1000070 = Cash or Actual Cash, is for a withdrawal or deposit.
  • Account 1000199 = Internal Cash, is for Cash Clearing and should always equal zero between the lines.
Distribution Lines section on the GL Chart tab. The Add a new row button is highlighted. The rows with data entered is highlighted.
  1. Upon saving, notice that the Voucher ID field changes from "NEXT" to a number generated by ctcLink Payables. Three other tabs appear: Summary, Related Documents, and the Error Summary. Note the new Voucher ID and the Invoice Total is zero.

Depending upon your business processes, the next steps would be to Submit for Approval, Budget Check, and Post the Journal Voucher.

On the Invoice Information tab, use the Action drop down box to select Budget Checking and then select Run.

Vouchers page on the Invoice Information tab. The Voucher ID and Currency fields are highlighted. The Action menu is expanded and highlighted. Budget Checking is highlighted within the expanded Action menu.

Use the Summary tab to view the various statuses. If Budget Errors exist, select the Exceptions link to view/modify accounting entries.

Summary tab which is highlighted. The Budget Status = Valid field is highlighted.
Line data fields with example data populated. All fields are highlighted.

Remember, Journal Vouchers are zero amount vouchers and used to correct coding, like Fund or Department numbers.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Enter a Journal Voucher. This link will open in a new tab/window.

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