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Create and process a Journal Voucher

Northeastern uses an electronic journal entry system to track and account for revenues and expenses. Journal Vouchers (JV) are used for adjustments, corrections, and transfers of revenue or expenses.

  • checkSolution 1: Create and process a Journal Voucher
    • Step 1

      Go to the Journal Voucher site.

    • Step 2

      Enter your Northeastern credentials as directed.

    • Step 3

      On the left side of the page, click the link to create a new JV.

    • Step 4

      At the top of the JV page, you’ll see information about who is processing and approving the JV.

      • In orange, see the document number that is automatically assigned by the system.
      • In green, see the transaction value of the JV (debits and credits).
      • In yellow, see a tab to attach supporting documentation.
      • In blue, see the transaction date field. This will be auto-populated with the date that the transaction is approved and is placed in the posting queue. You can manually override this by entering your own date.

      (Note: If the financial period of the override date is open in Banner Finance, it will post to that date. If the financial period of the override date is closed in Banner Finance, the transaction will be processed on the date of the final approval.)

    • Step 5

      Begin your transaction by clicking Add to create a new line.

      (Note: lines can be added or removed to accommodate JV size).

    • Step 6

      Type the index number or the name of the index as it is listed in Banner Finance. This is an auto-populated field that will bring up selections based on the text entered.

      (Note: You can select an index by pressing Enter when the index is highlighted in blue, or by clicking on the index. Clicking on Tab while the desired index is highlighted—and prior to hitting Enter—will exit the cell with no selection.)

    • Step 7

      Type the account number or the name of the account as it is listed in Banner Finance. This is an auto-populated field that will bring up selections based on the text entered.

      (Note: You can select an account by pressing Enter when the account is highlighted in blue, or by clicking on the account. Clicking on Tab while the desired account is highlighted—and prior to hitting Enter—will exit the cell with no selection.)

    • Step 8

      Enter the dollar amount of the transaction.

    • Step 9

      Cancel or Save the transaction at the bottom of the page. Cancelling your transaction will bring you back to the homepage without saving your work. Saved forms will be in your draft dashboard for future submission.

    • Step 10

      Submit the completed JV. Any error notifications will appear below your transactions, in the area marked in red.

      If you need to recall the JV, please do so before it is approved by the Level II approver. Navigate to My Assigned Tasks and use the Recall feature.

FAQ

  • What supporting documentation must I provide with a JV?

    If you are transferring an expense from one budget or expense account to another, please provide a screenshot of an SSB Query or an e-Print report showing where the original charge or expense resides in Banner Finance.

    If you are reimbursing another department for services provided, please provide an invoice from the department stating the amount owed. You can provide an email chain if no invoice was created.

    If you are transferring funds for unidentified expenses, please provide an email chain stating the agreed-upon transfer amount and what the transfer is for.

    If you are transferring awards, please provide a copy of the award letter.

  • When will I see my JV posted to Banner Finance?

    The Accounting Office posts JVs within five business days of receiving a correctly completed JV with the required signatures and approvals.

  • Why was my JV returned?

    JVs are returned for many reasons, including but not limited to insufficient supporting documentation, invalid indexes or account codes, inappropriate accounting, or an insufficient fund balance.

  • Why does Northeastern use transfer codes?

    These codes are used to transfer money within the university. In contrast, we use expense and revenue codes for financial transactions with external parties.

  • When should I use transfer codes?

    To transfer funding when a budget transfer would not be appropriate—for example, when a department cannot identify a specific expense, or when a department is helping another department pay the costs associated with an event.

    For example: The Latinx Student Cultural Center needs funding to pay for a new software package. You help “pay” that expense by using a transfer code. The center uses the money you have transferred to pay for the expense once they receive the bill.

    Another example: You want to help the Department of Biology run a program or event. Because you are not providing money for a specific expense, you use a transfer code.

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