Creating a Journal Voucher or Budget Change in Self Service (How-to)

The instructions below detail the process for entering a journal voucher or budget change request from Finance Self Service.

The process for submitting these two document request types is similar and differentiated only by the transaction type and debit/credit indicator selected.


1. My Finance Screen

  1. Click My Journals and Budget Changes to begin.

My Finance screen selecting My Journals and Budget Changes

2. My Journals and Budget Changes Screen

  1. Click the blue Create Journal button.

Selecting Create Journal button

3. Create Journal Screen

NOTE: All fields with a red asterisk are required.

  1. Enter the Transaction Date for the journal voucher or budget change. NOTE: This field will default to the current date but can be modified if needed. The transaction date selected must fall within an open accounting period; typically, accounting periods stay open for 15 days past the end of the month.
  2. Distribution Total field should be left blank.
  3. Do not check the Redistribution, NSF Checking, or Deferred Edit boxes.
  4. Enter the default Journal Type. The Journal Type indicates whether the transaction is a Journal Voucher or Budget Change.
  • Journal Voucher: Enter FT01
  • Budget Change: Enter BD02 (permanent change) or BD04 (temporary change)
  1. Enter a brief description of the transaction in the Description field. NOTE: If each line in the transaction has the same description, then enter it here. If each line will have different description, leave blank and you will be prompted to enter the description by line later.
  2. Enter the Budget Period corresponding with the date selected in the Transaction Date field. For example, Period 01 indicates the first period (month) of the fiscal year, that is a transaction date in July. Period 02 indicates the second period (month) of the fiscal year, a transaction date in August, etc.
  3. Enter a detailed description of the transaction in the Journal Comments field. NOTE: These comments will be visible to anyone with access to the affected organization codes. Include information that may be helpful to those reviewing the transaction. For example, if a budget change affects staff/faculty with a position number, include that in the comments.
  4. When completed, click CREATE.

Create Journal screen with elements to fill

4. Add Accounting Screen

NOTE: An Add Accounting screen should be completed for each line in your transaction individually. All fields with a red asterisk are required.

  1. You will now see the Add accounting screen, and a comment stating, “Draft Journal JXXXXXXX created successfully.” The J# will be your journal voucher or budget change number.
  2. Enter the Journal Type for the transaction. The Journal Type indicates whether the transaction is a Journal Voucher or Budget Change.
  • Journal Voucher: Enter FT01
  • Budget Change: Enter BD02 (permanent change) or BD04 (temporary change) NOTE: If you entered the Journal Type on the previous Create Journal screen, this field will auto populate.
  1. Chart will auto-populate to “1 Drake University Chart of Accounts.”
  2. Enter the fund code from the Fund drop down menu options.
  3. Enter the org code from the Organization drop down menu options.
  4. Enter the account code in the Account field.
  5. Enter the program code in the Program field. NOTE: Program field auto-populates with the set default. Change if needed.
  6. Enter Activity code, if applicable.
  7. Leave the Percent field blank.
  8. Enter the Amount for the transaction line.
  9. Choose the applicable value from the Debit/Credit drop down menu. NOTE: Debit/Credit indicators are different for Journal Voucher as opposed to Budget Changes.
  • Journal Voucher: When completing a journal voucher, you must choose Debit or Credit in the Debit/Credit field. Debit will increase an expense account and decrease a revenue account; a Credit will do the opposite.
  • Budget Change: When completing a budget change, you must choose + Plus or - Minus in the Debit/Credit field. A +Plus will increase the budget line and -Minus will decrease it.
  1. NSF Override should remain unchecked.
  2. Leave Document Reference field blank.
  3. Enter a brief description in the Description field. NOTE: If you entered a description on the Create Journal screen, the field will auto-populate. This can be modified if necessary.
  4. Enter the Budget Period that corresponds with the Transaction Date selected. Period 01 indicates the first period (month) of the fiscal year, that is a transaction date in July. Period 02 indicates the second period (month) of the fiscal year, a transaction date in August, etc. NOTE: If you entered a budget period on the Create Journal screen, the Budget Period field will be auto populated.
  5. Select 1 Wells Fargo Bank NA from the Bank drop down menu.
  6. Leave the Accrual Indicator field unchecked.
  7. The Deposit and Currency fields should remain BLANK.
  8. If additional document lines are needed, click ADD ACCOUNTING and repeat steps 1 to 18 above.
  9. Once you have entered all required documents, click SAVE to go to the Accounting Distribution screen.

Draft journal created successfully message

Journal type information gathering

Next steps on Adding Accounting screen

5. Add Attachments

  1. From the Accounting Distribution Screen, click the paperclip icon.
  2. Click Attach File.
  3. Click Choose File to select the file to attach from your computer.
  4. The Document Type defaults as Journal Voucher and should not be changed.
  5. Click Upload. Your document will now appear on the Attachments list. Repeat as needed.
  6. To review an attachment, click on the Document Name in the list.
  7. To delete a document, click the trash can icon.
  8. Once you’ve attached all relevant documents, click on the <JXXXXXX (J number) in the upper left corner. This will return you to the Accounting Distribution Screen.

Paperclip Icon image

Attaching a file icon

Selecting document screen

Last steps of attaching documents

6. Reviewing the Journal Voucher or Budget Change

The Accounting Distribution Screen provides a summary of each line entered within the document.

  1. Review the details outlined on the Accounting Distribution screen thoroughly to ensure all lines are accurate. NOTE: If any edits are needed, click on the applicable document line. This will take you to the Add Accounting Screen described in Section 4 to make and save any edits.
  2. Download the document in either .pdf or Excel format using the down arrow icon.
  3. If the information is correct and the document is ready to submit, click the Submit Journal button.

Reviewing JV

7. Next Steps

  1. The submitted document will now appear under the Pending Journals section on the My Journals and Budget Changes screen.
  2. Your document will be routed for appropriate approvals before processing. View the approval queue information by clicking on the information symbol next to your requisition.
  3. Return to the My Journals and Budget Changes screen at any time to view the status of your request.
    1. Draft (still in progress - not submitted)
    2. Pending (draft completed - waiting for approval)
    3. Completed (Transaction has been completed)
  4. If there is more than one document per category, click View More to see all documents.

Next steps screenshot

Details

Article ID: 141171
Created
Fri 2/4/22 11:17 AM
Modified
Mon 7/25/22 10:16 AM