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Creating Manual JEs, Vouchers, or Batches
Creating a manual JE/Voucher/Batch involves 3 main steps:
Note: Because all JEs within a JV must be for the same date and should have a common purpose or description (and because there is only one JV in a manual batch), you will often need to create more than one manual batch in order to accommodate all the JEs you wish to enter.
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From the Main Menu screen, click JEs. The Browse Batches screen appears with all open batches displayed in a table. |
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Click  on the toolbar. The Add Journal Entries Wizard is initiated. |
Enter Journal Voucher Info
These steps enter the batch and voucher information for this set of JEs.
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Specify the effective date of the JEs in this voucher. |
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Select the journal A chronological listing of transactions (debits and credits). Each transaction is first entered in a journal before it posts to the ledger. into which you are adding the JEs (this is often, but not always, your manual journal), enter a reference #, if applicable. |
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Enter a description. Since there is only one voucher in a manual batch, the program will assign this description, as well as the date, to the journal batchA set of journal vouchers (JVs). The JVs within a batch are all for the same journal, but can cover multiple funds and multiple days. Each voucher must be in balance before the batch can be accepted. itself. |
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Select the originating fund, and enter an optional journal voucher note (this is helpful to auditors). |
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Click START to continue. |
Specify Journal Entry Distribution
Enter the JEs for this voucher. Each JE is an individual debit or credit.
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Choose an allocationThe distribution of a journal entry, by pre-defined percentages, across multiple accounts, funds, projects, or cost centers. Your agency can predefine the percentage allocations and then apply them as needed to individual JEs. code if you wish to distribute this JE across multiple accounts, funds, projects, or cost centers. |
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Choose the account for this JE and enter either the debit amount or the credit amount for this entry. |
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Enter the document reference number from any source document for this JE, such as receipts or invoices that provide the original evidence of the transaction. |
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Type in a description of the JE. (An additional description field is available if you need more room for an extended description.) |
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If you have chosen an allocation code (above), you can click  to view how that allocation distributes the JE. Use this to verify that you have chosen the correct allocation code. |
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Click  to view, create, or edit a link between this JE and a grant, grant work item, contract, and/or contract work item. This linkage allows you to track grant expenditures from the Grant Management program. |
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Click  to save your changes. Or, click  to cancel all changes without saving. The journal entry distribution information now displays in the Journal Entry Distribution table. |
- You can sort the table by column headers by clicking on the table header.
- You can search for a specific entry in the table by clicking within a column and typing directly into the field - the first entry to match your criteria will be highlighted. For example, to search for a specific account, click within the Account column and start typing the number of the account you wish to find - as you type, the account you are searching for is automatically highlighted and selected.
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Repeat until all entries have been created and are in balance. |
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Click NEXT. (You can go to Step 3 with or without saving the last JE. The program will save it for you automatically.) |
Note: Check the Total field to see if the JV is in balance. If the debits and credits within the voucher do not balance, you can complete the wizard and save the batch, but you cannot accept the batch.
Review and Confirm
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Review and confirm the information you have set up and click BACK to return to prior steps for needed revisions. |
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Check the accept all journal vouchers in this batch and post to financials checkbox if you wish to accept this batch immediately, instead of accepting it later. (This field is available only if the JEs are in balance.) |
- Click
to view, print, or save the JE Edit Listing Report.
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Click FINISH to create the manual JE/voucher/batch. |
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