Tips and Tricks

When creating Journal Entries, Fund Transfers, Budget Entries, and On Campus Expenditures

_{General Information About All Entry Types}

Please call your college accountant before making any entry if you have any questions.
Include document text on every journal entry type. List your name, phone number, DP code, and reason for doing the entry. Please be very specific. DO NOT use the reason 'the PI told me to' or 'See documentation in Xtender.'
If you forget to add document text before you complete the entry, go to the Banner Screen FOATEXT and enter the document text.
On every description line, please reference the document number of the transaction being moved along with the Banner description of that transaction. For example: FL023434 Gas charges for 123456EX.

JV01-Journal Entry

The ideal situation would be for the original order to be split into multiple indexes on the requisition. P-card transactions and EZ-Buy purchases can be divided before posting, as well as travel expenses on the TA and TR. By splitting a purchase up front, there is no need for a journal entry later.

However, there are times when a journal entry is needed - when an input error occurred on the index, account code, or if the purchase was not split up front.

Use JV01 document type (rule code) if the expense has already posted on an index and it needs to be moved to another index or to another account code in the same index. The debit and credit side will usually be the same account code (7xxxxx). Credit the index and account code where the expense is currently posted and the debit and index and account code where the expense is being moved to.

JV01 is also used when moving revenue from one index to another. For example, a deposit was made to the wrong index. The debit and credit side will usually be the same revenue account code (5xxxx). Debit the index and account code where the revenue is currently posted and credit the index and account code where the revenue is being moved to.
DO NOT move negative amounts. Always use a positive number using appropriate DR and CR.

Fund Transfers

Fund Transfers also use document type (rule code) JV01. A fund transfer is done when moving actual cash from one index to another that have different fund numbers. An example of this is when a match account for a grant needs cash.

Remember a fund transfer is opposite of a normal journal entry. The index giving the money is debited and the index receiving the money is credited. The account code will be 8xxxxx on both the debit and the credit side.

****There are limitations as to what type of funds can be transferred. Here are the most common transfers. Please contact your college accountant if you have any questions.

Transfers from (DR side)		Transfers to (CR side)
Fund type 18	to	Fund type 18
Fund type 18	to	Fund type 27
Fund type 27	to	Fund type 27
Fund type 13	to	Fund type 13

JOCE - On Campus Expenditure

This document type should rarely be used since best practice is to use an OCC credit card.

Use this document type (rule code) if one department (index) is buying something from another department (index) on campus. This entry will give revenue to the selling department and post an expense to the buying department. Examples of a JOCE are when a department purchases copies from the copy center or buys supplies from the bookstore.

The debit side (buyer) should be an expense account code (7xxxxx) and the credit side (seller) should be a revenue account code (5xxxxx). Please remember that E&G funds (fund type 12), Overhead funds (fund type 13), and all State Line Appropriation funds (fund type 21) cannot have revenue. Any revenue from JOCE's on these fund types should be recorded in a FT18 index using a revenue account code (5xxxxx).

When using a JOCE, there must be an invoice attached in Xtender as documentation.

JOCE - On Campus Expenditure

JBUD - Budget Entry

Use this document type (rule code) when moving budget between two indexes that have the same fund number. For example, from one E&G index to another E&G index with the fund number of 101164.

The account code must be a budget account code on both the debit and credit side. the account code used is determined by what type of budget is being moved. Use 615100 for salaries, 625100 for wages, 635100 for benefits, and 710100 for current expense budget.

To increase the budget in an index use the positive (+) sign and to decrease the budget use the negative (-) sign. DO NOT use debits and credits.

The budget period is the fiscal period related to the current calendar month. (July =01, August = 02, September = 03, etc)