9.2 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.

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

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

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.

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.

Enter a Journal Voucher

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

  1. The Voucher search page displays.
  2. Select the Add a New Value tab.
  3. Enter Business Unit.
  4. Enter Voucher Style = "Journal Voucher".
  5. Enter Supplier ID.
  6. Enter Supplier Location.
  7. Select Add.
  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 Invoice No.
  3. Enter Invoice Date.
  4. Use the Related Voucher field to enter the number of the voucher against which you need to create the journal voucher.  Enter Related Voucher.
  5. Scroll down to view the Invoice Lines section.
  1. In the Invoice Lines section, enter the following field values.
    1. Enter Amount.
    2. Enter Account.
    3. Enter Oper Unit.
    4. Enter Fund.
    5. Enter Dept.
    6. Enter Class.
    7. Enter State Purpose.
  2. To add additional Distribution Lines, select the Add a New Row [+] icon.
  1. A message window pops up 'Enter number of rows to add:' and enter the number of lines.
  2. Select OK.

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.
  2. Select Save.

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.

  1. Upon saving, notice that the Voucher ID field changes from "NEXT" to a number generated by ctcLink Payables.

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.

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

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

  1. Process complete.


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