Journal Voucher Workshop

Why use a Journal Voucher? To move money between research groups or departments (charge for work, or reimburse) Cover an overrun on an account Move a charge to the proper account or g/l Move charges placed on an account while the proper account was “on hold” Fix swept credit card charges

Creating Journal Vouchers Visit atlas.mit.edu Click on journal voucher tab Click ‘create new’ button Select which of the four types your JV is (swept charges must be done on the General JV) The posting date should always be today’s date and the company code should always be CUR (these are the defaults)

Creating a JV When you credit an account, you’re putting money back in When you debit an account, you take money out For swept charge correction JVs you should include the original transaction document # in the description line along with the vendor name The JV group doesn’t like our use of g/l 420226 You may save drafts and exit if you’re not ready to submit a JV If you change the g/l, they may ask for an additional explanation.

The document # reference The new system likes to look at document #s This can lead to problems A multi-line RFP document # will only allow you to select one line of that RFP and not the entire amount or multiple g/ls So in some cases it’s best to use a general JV rather than the more specific type

Uploads When you must move a LOT of charges use the JV upload function You’ll need to download the list of transactions to be moved from sapgui And then format the charges in Excel to match the upload template The description must include the document number Use the concatenate feature in Excel to merge the doc# column and the description column (this will save you PAIN)

New (good features) It doesn’t time you out quickly You can save drafts for later submission The status icons let you know where the JV is in process You can clone or reverse a JV that you created

Troubles? Email journal-vouchers@mit.edu Or call x3-4035