Date of Record

Default is the date the system accepts the document. Enter the date ( mm dd yy ) you want to associate with this document, usually the current date.

Accounting Period

Default is inferred from Date of Record . Enter the accounting period you want associated with these lines (it must be open). Do not enter a future accounting period .

New/Modification [Action]

Default is New [E] . Use Modification [M] if you want to reuse a journal voucher number in the same accounting period. This groups the documents together on the Trial Balance by Accounting Distribution (A611) report.

Override Budget

Default is cleared [N] . Select [Y] to override the pre-approved budgeted amount. For more information, refer to the User's Guide .

Reversal Date

Optional. Enter only if you want this journal voucher automatically reversed. Enter the date ( mm dd yy ) when you want the reversal to take place. When this date is entered, the last character of the journal voucher document number must be E .

Comments

Optional. Enter a descriptive note about this document.

Debit Total

Required. Enter the total amount of the debit lines on this document. This field must equal Credit Total , or the document is rejected.

Credit Total

Required. Enter the total amount of the credit lines on this document. This field must equal Debit Total , or the document is rejected.

Calculated Debit Total

Display only. The system automatically calculates the total amount of debit lines on this document. This field must equal Calculated Credit Total , or the document is rejected.

Calculated Credit Total

Display only. The system automatically calculates the total amount of credit lines on this document. This field must equal Calculated Debit Total , or the document is rejected.

Cash Debit Total

Display only. The system automatically calculates the total of debits for those lines affecting cash control.

Cash Credit Total

Display only. The system automatically calculates the total of credits for those lines affecting cash control.

Budget FY

Default is inferred from Date of Record . If you want these lines recorded in another fiscal year, enter the desired fiscal year. Enter an open year that is not a future fiscal year.

Memo Ref Doc/ Line

Optional. Enter the transaction code, agency, and number of the document related to this journal voucher.

Account Type

Conditional. Select the account type associated with this journal voucher transaction. The journal voucher document has multiple uses. For more information on entering this field, refer to the User's Guide . Valid values are:

Asset [01]

Liability [02]

Fund Balance [03]

Asset Offset to Expenses [11]

Encumbrance [21]

(only allowed under certain circumstances.)

Expense/Expenditure [22]

Expenditure [23]

Expense [24]

Revenue [31]

Fund

Required. Enter a Fund code valid on FUN2. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. Enter the fund if you want to override the default. See Fund Index (FUND) for valid values. The Fund code cannot be a Capital Project Fund code.

Agency

Required. Enter the agency used on this journal voucher. See Agency Index (AGCY) for valid values.

Organization/Sub

Required. Enter the organization and sub-organization (if desired) used on this journal voucher. See Organization Index (ORGN) and Sub-Organization (SORG).

Appropriation Unit

Required. Enter the Program Budget Unit element for the items listed on this voucher. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.

Activity

Conditional. Enter the activity used on this journal voucher. See Activity Index (ACTV) for valid values.

Function

Conditional. Enter the function used on this journal voucher. See Function (FUNC) for valid values.

Termini

Conditional. Required if Termini Validation Indicator is selected on Agency Project (AGPR) for this project. Enter the mile point, range of mile points, or bridge identifier at which work is performed for a given Highway Route. See Termini Reference Table (TERM) for valid values.

Object/Rev/Sub

Conditional. Enter the object and sub-object associated with this journal voucher OR the revenue source and sub-revenue source associated with the journal voucher. See Object Index (OBJT) and Sub-Object (SOBJ) or Revenue Source Index (RSRC) and Sub-Revenue Source (SREV) for valid values.

BS Account

Conditional. Enter the balance sheet account associated with this journal voucher. See Balance Sheet Account Index (BACC) for valid values.

Job Number

Conditional. Enter the job number associated with this journal voucher. See Job Index (JOBT) for valid values.

Internal Fund

Conditional. If clearing out due to accounts, enter the seller's fund. If clearing out due from accounts, enter the buyer's fund. See Fund Index (FUND) for valid values.

Reference Agency

Conditional. If clearing out due to accounts, enter the reference agency for the seller. If clearing out due from accounts, enter the agency for the buyer. See Agency Index (AGCY) for valid values.

Bank Account Code

Conditional. Enter the bank account associated with this journal voucher. See Bank Account (BANK) for valid values.

The journal voucher document has multiple uses. For more information on entering this field, refer to the User's Guide .

Description

Optional. Enter a description for this journal voucher line.

Debit

Enter amounts on the debit side if you are reclassifying expenditures, revenue or balance sheet accounts.

Rept Cat

Conditional. Enter the reporting category associated with this journal voucher. See Reporting Category (RPTG) for valid values.

Vendor/Prov

Default is None [blank] . Required if Vendor Name is Required [Y] on System Control Options (SOP2). This field indicates if the value entered in Code is valid on Vendor (VEN2) or Provider (PROV). Valid values are:

Vendor [V]

Provider [P]

Quantity [Q]

None [N]

Code

Conditional. Enter the vendor or provider associated with this journal voucher. See Vendor Index (VEND) or Provider (PROV) for valid values.

The journal voucher document has multiple uses. For more information on entering this field, refer to the User's Guide .

Name

Default is inferred from Vendor (VEN2) or Provider (PROV) depending on the value in Code . Enter the name of the vendor or provider for reference purposes.

The journal voucher document has multiple uses. For more information on entering this field, refer to the User's Guide .

Credit

Enter amounts on the credit side if you are reclassifying expenditure, revenue or balance sheet accounts.

Cash Indicator

Conditional. Required if JV Cash Indicator Required is Yes [Y] on System Control Options (SOP2); otherwise, select Default [blank] . Valid values are:

Yes [Y]

This document updates the Collected fields on Agency Project Inquiry (AGPR).

No [N]

This document updates the Accrued fields on Agency Project Inquiry (AGPR).