Journal Voucher (JV) FAQs
We highly recommend Banner users take GL 101: JOURNAL VOUCHER PROCESSING course for
a complete understanding of the Journal Voucher process. Click here for the course material.
Q. I just created a JV. What should I expect after I click the “Complete” button?
A. Your JV might be routed to an approval queue such as Grants & Contracts’ queue if your JV
contains a Grant Fund (Banner Fund code starts with a 4 or a 5). See Approval Process for
Journal Vouchers Involving Grant Funds for details.
If the JV is approved, it will post in Banner. If not, it will roll back as Incomplete status. We
recommend users check on their JVs to make sure they are approved and posted in Banner.
Q. How do I access an Incomplete status JV?
A. You can access the original JV you created, by using one of these three Banner Forms:
FGAJVCD (Journal Voucher Entry Form), FGAJVCQ (Journal Voucher Quick Form) or FGAJVCM
(Journal Voucher Mass Entry Form).
Q. I completed my JV. Why is it now Incomplete?
A. There can be several different reasons why your JV rolled back as Incomplete:
1.) Your JV might be disapproved from an Approval Queue.
a. See the Check Banner Messages link, which is located on the main screen of
Banner on the right hand side under My Links. This will tell you who rejected the
JV, when and why.
b. Access your JV and look at the FOATEXT (Document Text), to see if an officer left
a note stating why your JV was disapproved. A contact name and phone number
are usually provided so you can work with the officer directly.
c. You can see the officer who disapproved a JV by going into Banner Form
FOIAPPH (Document Approval History) or FOIAPHT (Approval History) and enter
the JV# and click Execute Query or F8.
2.) If your JV contains $0.00 sequence(s), the document will automatically roll back as
Incomplete status.
3.) Your JV might fail Cross-FOAPAL edits. UAFR personnel should contact the JV originator
with the JV number and the reason why. See Table 1 and Table 2 at the end of this
document for Allowable Fund Type and Program Code Combinations and
Allowable Fund Type and Account Code Combinations.
4.) Contact University Accounting & Financial Reporting at 217-333-4568 for further assistance.
Q. How do I delete an Incomplete JV?
A. See Deleting a Journal Voucher with Incomplete Status Job Aid.
Q. Can I delete a JV that has already posted in Banner?
A. No. When a JV has posted, nothing can be done to it. If the posted entry was an error, you
will need to create another JV to reverse the erroneous transaction(s).
Q. How do I reverse a posted JV?
A. Before you make the reversal JV, check to make sure the original JV has posted in Banner.
1.) If the original JV didn’t post, a correcting JV is not needed. You just simply need to delete
the unposted/incomplete JV.
2.) If the JV has already posted, a correcting JV is needed. See Copying a Journal Voucher Job
Aid for step-by-step instructions on how to create a reversal JV.
Q. I’m trying to re-complete an Incomplete JV and receive this Banner error message. What
does this mean and what do I need to do?
A. You received the error message because you’re trying to post to a fiscal period that is
closed. Make sure your JV has a Transaction Date within the current month or in an open fiscal
period. Then you can re-Complete the JV.
Q. I’m trying to complete a JV and receive this Banner error message. What does this mean
and what do I need to do?
A. After you close the error message, it takes you back to the record screen. Go to
Options/Access Transactions Summary Info (FGIJSUM). Look for the sequence number(s) that
has an Error status. Those sequences need to be corrected. Close the FGIJSUM Form. Go to
each sequence number with an error status and tab through all the fields in the record. Once all
sequences have a Postable status, the JV can be marked as Complete.
Q. I’ve completed my JV. How can I check its status?
A. There are several ways to check the status of a JV.
1.) Go to Banner Form FGIDOCR (Document Retrieval Inquiry) and type in your JV# and click
Next Block. If it pulls it up, it is posted to Banner. If it doesn’t come up, that means it’s
not posted to Banner and may either be in an approval queue or sitting in Incomplete
status. See QA “How do I access an Incomplete status JV?”
2.) Go to Banner Form FOADOCU (Document by User) to check the status of all JVs you
have created. Your User ID, COA & Fiscal Year are prefilled. Change the COA & Fiscal
Year if they’re not correct. Enter JV in the Document Type field. Select Incomplete in the
Status field. Click Next Block. It will list all your Incomplete JVs. Notes that it could take
several minutes to run a query on this Banner form.
Q. After I clicked Complete, I realized I made a mistake, can I re-call it?
A. It depends. Most JVs go straight to the posting process and should post in Banner. Some JVs
require approvals. Go to FOAAINP (Document Approval) form to see if the JV is in an approval
queue. You can contact that office and request the JV to be rejected. Then the JV will roll back
as incomplete and you can access the JV for editing, correcting and re-completing. Contact
University Accounting and Financial Reporting at 217-333-4568 for further assistance.
Q. What Rule Code should I use?
A. See Rule Codes for Journal Voucher Types job aid.
Q. Can I process a JV that has multiple debits and multiple credits?
A. No. You can only process a JV with 1 debit and multiple credits or 1 credit and multiple
debits.
POSTING JV ENTRIES DURING THE MONTH OF JULY:
The transaction date determines which fiscal year the transaction will post. Banner JV forms
(FGAJVCD, FGAJVCM, and FGAJVCQ) automatically default to the current calendar date as the
transaction date. DURING THE MONTH OF JULY, FOR A TRANSACTION TO POST IN JUNE YOU
MUST MANUALLY CHANGE THE TRANSACTION DATE TO A JUNE DATE. On the other words, a JV
entered in July will have a July transaction date as default and it will post on the July statement
unless the transaction date is manually changed to a June date.
Q. I processed a JV during the month of July and forgot to change the Transaction Date to a
June date. The JV is already posted in Banner. How do I correct the fiscal year?
A. You will need to create two JVs to correct the fiscal year error:
1.) Reverse the original JV with a July date. See Copying a Journal Voucher Job Aid for stepby-step instructions on how to create a reversal JV.
2.) Create a new JV with a June date. See Copying a Journal Voucher Job Aid for how to
copy a JV, then change the Transaction Date to a June date. Review the records and
complete the JV for posting.
Contact University Accounting & Financial Reporting at 217-333-4568 for further assistance.
PAYROLL RELATED JV:
For payroll charges (account code that starts with a 2) you will need to comlete a PZAREDS
(Labor Redistribution Form). This is because a payroll charge can have varying degrees of
benefits charges that need to be transferred along with the salary.
Table 1: Allowable Fund Type and Program Code Combinations
Program Code
Begins with 319XXXX
digit Org
Fund Type
State (1XXXXX)
ICR and Allowance (2XXXXX)
Royalties (2XXXXX)
Self-Supporting (3XXXXX)
Grants (4XXXXX) and (5XXXXX)
Gifts (6XXXXX)
Service Plans (6XXXXX)
Plant (7XXXXX)
Loan (8XXXXX)
Agency (9XXXXX)
X
X
X
X
X
X
X
X
X
X
Table 2: Allowable Fund Type and Account Code Combinations
Account Code
Fund Type
Expenditure
(1XXXXX)
State (1XXXXX)
ICR and Allowance (2XXXXX)
Royalties (2XXXXX)
Self-Supporting (3XXXXX)
Grants (4XXXXX) and (5XXXXX)
Gifts (6XXXXX)
Service Plans (6XXXXX)
Plant (7XXXXX)
Loan (8XXXXX)
Agency (9XXXXX)
X
X
X
X
X
X
X
X
X
X
Revenue
(3XXXXX)
X
X
X
X
Intra-fund
Transfer
(4XXXXX)
X
X
X
X
X
X
X
X
X