Recalling, Deleting, Copying, or Reversing Journal Vouchers/Budget Changes in Self Service (How-to)

The instructions below will show you how to recall, delete, copy, or reverse a journal voucher or budget change from Finance Self Service.


For all options, start at the My Finance screen

  1. Click My Journals and Budget Changes to begin.

My Journals and Budget Changes selection from the My Finance screen

1. Recalling a Journal Voucher or Budget Change

  1. From the My Journals and Budget Changes screen, click on the pending document you want to recall. NOTE: Document requests can only be recalled if in Pending Journals status on the My Journals and Budget Changes screen. Documents in Completed Journals status cannot be recalled.
  2. You will then see the Accounting Distribution screen.
  3. Click on the More options icon (three vertical dots).
  4. Click Recall Journal.
  5. When prompted “Do you want to recall this Journal?”, click Yes.
  6. When successfully recalled, you will see a success message in the upper right corner of the screen.
  7. You will then see the journal in Draft Journals status on the My Journal Voucher and Budget Changes screen. Click on the document to modify it before resubmitting or deleting.

NOTE: See Deleting a Journal Voucher or Budget Change below to delete a document. See Creating a Journal Voucher or Budget Change in Self Service (How-to) for instructions on resubmitting.

Step one of recalling a JV or budget change

Next steps in recalling a JV/Budget change

Selecting recall journal         Confirming that you want to recall a journal

Success message

2. Deleting a Journal Voucher or Budget Change

  1. From the My Journal Voucher or Budget Change screen, click on the draft document you want to delete. NOTE: A document can only be deleted from Draft Journal status on the My Journal Vouchers and Budget Changes screen. You must recall a pending journal before you can delete it. See Recalling a Journal Voucher or Budget Change section above.
  2. You will then see the Accounting Distribution screen.
  3. Click on the More options icon (three vertical dots).
  4. Click Delete Journal. Once deleted, the document will no longer appear in the list.

Selecting the JV or budget change to delete

Next steps in deleting a JV/Budget change

Selecting delete journal

3. Copying a Journal Voucher or Budget Change

  1. From the My Journal Vouchers and Budget Changes screen, click on the document you want to copy. NOTE: Use the search to help you find the document you want to copy.
  2. You will then see the Accounting Distribution screen.
  3. Click on the More options icon (three vertical dots).
  4. Click Copy Journal.
  5. When prompted “Copy Journal ‘JXXXXXXX’, check the Copy Comments box and click OK. NOTE: Once the document is copied, you will see a success message in the upper right corner of the screen.
  6. A new document will appear with a new unique J#. Modify new document as needed.
    1. Enter the Transaction Date.
    2. Click UPDATE.
  7. On the Accounting Distribution page, select the transaction line to make modifications.
  8. When you’ve finished reviewing and are ready to submit the document, click Submit Journal.

Searching or selecting a Journal to copy

Next steps in copying a JV/Budget change

Selecting copy journal

Copying comments and okaying the copy process

Entering transaction details screen

Submit Journal screen

4. Reversing a Journal Voucher or Budget Change

  1. From the My Journal Vouchers and Budget Changes screen, click on the document you want to reverse.
  2. You will then see the Accounting Distribution screen.
  3. Click on the More options icon (three vertical dots).
  4. Click Reverse Journal.
  5. When prompted “Reverse Journal ‘JXXXXXXX’, check the Copy Comments box, and click OK. NOTE: Once the document has been reversed, you will see a success message in the upper right screen corner.
  6. A new document will appear with a new unique J#. Modify new document as needed.
    1. Enter the Transaction Date.
    2. Click UPDATE.
  7. From the Accounting Distribution page, select the transaction line to make modifications.
  8. When you’ve reviewed and you are ready to submit, click Submit Journal.

Selecting journal voucher

Selecting and More Options screen

Selecting Reverse Journal

Copy Comments and select OK

Transaction detail screen

Submit Journal screen

Details

Article ID: 141181
Created
Fri 2/4/22 3:34 PM
Modified
Mon 7/25/22 10:19 AM