Journal Voucher Format In Word Download
Dannette Blockmon
The SAP transaction code ZF104 provides a mechanism to upload data from Excel to SAP. Electronic Journal Voucher Uploads to SAP provides detailed information on how to do this type of upload. This is a useful tool when a complex spreadsheet is used to do calculations. By formatting a spreadsheet to match the requirements, the information can be uploaded rather than having to be re-keyed. Journal vouchers that are entered into the system via the ZF104 will route through JV Workflow.
Entries involving a large volume of Interdepartmental Requisitions (IRs) are considered adequately documented when each line item in the journal voucher includes an IR number, and the extra text field for the journal voucher includes a description of the nature of the charge and the location of the related documentation/support.
Enter an Explanation and justification for the journal voucher. Include detailed information that fully describes the nature of the transaction. For example: To move expenditure(s) from one Purpose to another Purpose. Also include the initial transaction date(s), amount(s), and account(s) related to the amount being moved.
In the Upload JV line items area, you may attach an Excel spreadsheet of your journal entries if your journal is 10 or more lines. You must use the required template provided to correctly format your journal entries. Use the "required template" link to download the template file. Open the template and enter your journal line data on the first tab. Instructions with rules and formatting requirements are provided on 2nd tab. Save your completed spreadsheet, then return to the Journal web form and use the "Browse" or "Choose file" button to upload your spreadsheet and proceed with the web journal.
Enter the Journal date in the format indicated on the form (mm/dd/yyyy). The Journal date entered in this field will determine the period and the fiscal year to which the journal voucher will be posted. For example: If the Journal date entered is 09/15/2013 the journal voucher will be posted in period 3 of fiscal year 2014.
If the journal voucher is to be posted in an Adjustment period, then use the drop down box to select the Adjustment period and do not enter a Journal date. Closing period 991 is the second June close for use by all University departments; Closing period 992 is the third June close and its use is limited to the Associate Treasurer's office and the Budget office.
The Accrual/Deferral functionality will create a WEB journal dated as entered in Journal date. A second journal voucher will automatically be created dated as of the Reversal date, with debits and credits reversed. The WEB journal id will be the same for both journals.
To and From Dates:
The months selected for processing must be sequential and remain in the same fiscal year. All information on the journal will be the same in each monthly journal and they will be dated the same day in each month. The day of the month selected must be the same for both the "from" and "to" options.
The User Field is a chartfield that is user defined. For more information about whether this field will be used by your department and how it will be used, contact your manager. It is not a required field for processing the journal voucher.
You will see your name listed in the first role as the "Originator" of the journal voucher. To add an account administrator as an approver, enter the UDelNet ID of the account administrator as the drop down box defaults to "Approver". To copy an account administrator, open the drop down box and select "Copy".
This article describes how to setup and use a voucher templates in a general ledger journal. In the general journal form, you can create and use voucher template. This functionality is helpful when you have to create several time the same journal lines.
Methods used to generate the proteomics data should be described in detail and we encourage authors to adhere to the "Minimum Information About a Proteomics Experiment". All generated mass spectrometry raw data must be deposited in the appropriate public database such as ProteomeXchange, PRIDE or jPOST. At the time of submission, please include all relevant information in the materials and methods section, such as repository where the data was submitted and link, data set identifier, username and password needed to access the data.
For each submitted manuscript supporting genetic information and origin must be provided. For research manuscripts involving rare and non-model plants (other than, e.g., Arabidopsis thaliana, Nicotiana benthamiana, Oryza sativa, or many other typical model plants), voucher specimens must be deposited in an accessible herbarium or museum. Vouchers may be requested for review by future investigators to verify the identity of the material used in the study (especially if taxonomic rearrangements occur in the future). They should include details of the populations sampled on the site of collection (GPS coordinates), date of collection, and document the part(s) used in the study where appropriate. For rare, threatened or endangered species this can be waived but it is necessary for the author to describe this in the cover letter.
During the submission process, please suggest three potential reviewers with the appropriate expertise to review the manuscript. The editors will not necessarily approach these referees. Please provide detailed contact information (address, homepage, phone, e-mail address). The proposed referees should neither be current collaborators of the co-authors nor have published with any of the co-authors of the manuscript within the last three years. Proposed reviewers should be from different institutions to the authors. You may identify appropriate Editorial Board members of the journal as potential reviewers. You may suggest reviewers from among the authors that you frequently cite in your paper. For detailed information regarding the qualifications and responsibilities of the reviewers, please visit
MDPI operates Preprints, a preprint server to which submitted papers can be uploaded directly after completing journal submission. Note that Preprints operates independently of the journal and posting a preprint does not affect the peer review process. Check the Preprints instructions for authors for further information.
A URL that includes the DOI (Digital Object Identifier) should be incorporated into every reference for which it is available. A DOI is an identifier of intellectual property entities on digital networks. DOIs provide a system for persistent identification and interoperable exchange of managed information, and they are commonly assigned to journal articles, ebooks, research reports, and data sets. A DOI forms a permanent URL that begins and is the preferred link; see examples below for how to include a URL in a reference. For more information on DOIs and their value, visit www.doi.org or www.crossref.org.
For all references: Spell out everything except AIAA, NASA, NACA, AGARD, and NATO; months may be abbreviated.
Banner Messaging/Disapproval Notifications notifies users when their documents (invoices, journal vouchers, purchase orders and change orders) have been disapproved. GUAMESG is intended for Banner users who input documents into Banner that require approval from another Banner user.
You can delete a journal voucher before it is completed by typing [shift F6] Delete Record twice while in the Journal Voucher Document Header Block.
Note: Completed but unapproved journals must be disapproved by an approver before they can be deleted via Delete Record process. See Approving Journal Vouchers for more information.
A completed and approved journal cannot be deleted, and can only be corrected via another journal that reverses the original journal. See Reverse JV (step 5 in Copying section below) for more information.
FIS Banner now allows specific journal voucher to be copied and/or reversed. You can use this feature to reverse incorrect journals or copy frequently-used journal data.
Caution: Your FIS Rule Code (table, above) permissions apply to any copied journal you create. You will not be able to complete a copied journal containing a Rule Code that you have not been granted specific access to in your account set-up. Each copied journal voucher accounting line containing a Rule Code you do not have permission to use will display 'E' status. Do not copy journal vouchers containing rule codes you do not have permission to access.
This section contains information about reports produced by FIS Banner. Please note that you can also access certain financial reports from UCSC's Infoview system. Be aware that Infoview data is refreshed nightly, and will not show real-time changes to FIS. For instance, a journal transaction which posts at 3pm will not appear in Infoview until the following morning, prior to the start of the business day (7:30am). For more information, visit Data Management Services at
Doc. Reference Code: A six character code used on journal vouchers to identify the type of transfer being performed, or to reference a previous document whose postings are being corrected.
Record: A specific subset of information within a form. Each transaction is stored in Banner as a record. Each record contains all the component information for the blocks and/or fields within the respective form. For example, on a journal voucher each sequence is a record.
Table 3: Rule Code for JVs
Listed below are frequently used Banner rule codes for the most common type of documents. Each rule code is described in detail on the following pages. There are some special cases not included. Please contact fis_...@ucsc.edu for special rule codes not listed here.
Important: Only use one rule code per journal voucher.
Note: When journal vouchers are processed by the FAST office, the rule code should begin with a Z instead of an X. For example, an XTOE journal processed by the FAST Office will use the rule code 'ZTOE'.