1. Electronic Journal Voucher Originator Training Please Sign In

2. Housekeeping Restrooms Emergency Exits Cell phones on Silent please 2

3. Today’s Objectives Apply business rules to accurately complete electronic journal vouchers in Banner Review for accuracy and approve electronic journal vouchers as first level (department) approvers

4. Why Use a Journal Voucher? To correct errors To transfer budget amounts To allocate monies assigned to temporary or holding accounts

5. Types of Journal Vouchers JED – formerly JE16 –Move expense or revenue –Correct account code –Initiate a transfer –Correct a miscoding B4D – formerly BD04 –One time adjustments –Unrestricted or plant budgets

7. Business Rules System Access Requirement Use Internet Explorer only Debits = Credits Document Total = aggregate total of all lines Multiple Transactions Reversing Journal Vouchers Approval Routing

8. Routing queues are same for Purchase Requisitions First level approval implicit except when crossing organizations Second level approval –Dean/VP/CC President or designee Third level approval –Fiscal Monitors

9. Unrestricted Restricted >$500 AFR SPA all 3 rd Level Journal Voucher Approvals **This rule will also apply to Purchase Requisitions**

11. Banner Entry Forms FGAJVCD –Horizontal view FGAJVCQ (optional) –Vertical view FGAJVCM –Mass entry

12. Back-Up Documentation Invoices, print screens, emails, etc. Scan and load to BDMS BDMS becomes document of record for record retention purposes –No more paper copies! Approvers should review online documents

13. Spreadsheet Uploads Complete spreadsheet template Send to FIP Receive email from FIP – template loaded Attach backup documentation in FGAJVCD “Complete” the JV – route for approvals

14. Approval Routing Review First level Second level approval Third level approval Use FOAUAPP to approve –Self-service will not allow viewing backup documentation

15. Summary Debits = Credits FGAJVCD – recommended form FGAJVCM – same description Electronic Spreadsheet JV’s – attach documents Approve in Banner FOAUAPP; not Self-Service Only reverse JV’s you originated COMPLETE FSA/RMR TRAINING!

16. Need Help? Banner help –ICT Help: help@nmsu.edu; 646-4357help@nmsu.edu BDMS help –RMR: rmroffice@nmsu.edu; 646-8324rmroffice@nmsu.edu Electronic Spreadsheet help –FIP: fip@nmsu.edu; 646-1514fip@nmsu.edu Journal Voucher help –Fiscal Monitor