Procedures for Processing Procurement Card Transaction Journal Vouchers Graphical User Interface (GUI) Mode
The monthly billing of procurement card transactions will be loaded into Banner journal voucher forms with a journal voucher for each organization code. The journal vouchers must be completed and approved upon receipt. These vouchers can be keyed during the last few working days of the month. It is very important that these vouchers take precedence for transactions to post in the proper accounting period. The journal vouchers will be loaded in Banner by the time you receive your monthly cardholder memo statements. The following steps should be taken to verify, complete, and process these journal vouchers.
1)The department will use Banner form FZIPCDT to determine the document numbers of the journal vouchers containing transactions that will be posted against their organization codes.
A) From the main menu in Banner type FZIPCDT and hit return.
This will take you to the Procurement Card JV Document Inquiry Form.
B) Then type the user ID of anyone that has level one approval authority for your organization code, hit return, and Ctrl+Page Down. The procurement
card approval structure will be the same as the approval structure for direct pay vouchers and purchase order invoices.
C) You now have a list of the journal vouchers you will need to process. Write down the journal voucher number(s)
D) Exit this Banner form.
2) To process your procurement card transactions use Banner form FWAJVPC. From this form you will need to verify all transactions charged against the organization code.
A) From the main menu in Banner type FWAJVPC and hit return.
This will take you to the Procurement Card Journal Voucher Entry Form.
B) Type the journal voucher number from your JV Document Inquiry Form list generated in Step 1 above, hit return
and Ctrl+Page Down twice. This will take you to the transaction detail page of the journal voucher.
C) Verify all transactions listed in the journal voucher by arrowing down from one record to the next. Any
changes that need to be made to the fund, organization, program or activity codes should be made at this point.
D) If a transaction needs to be split between more than one accounting distribution or if an item needs to be
deleted from the journal voucher, follow the instructions for Editing a Journal Voucher in step 6.
E) The last record is a zero record and will have to be keyed before completing the voucher. It will contain
the sequence number, journal type (FTSO), and description (PROCARD). You will need to type the following information:
accounting distribution, amount, and credit indicator.
1) The following accounting distribution must be entered for the last record:
FUND ORGN ACCT PROG
100000 999999 212002 999999
NOTE: If you type PC in the index field and enter, the above accounting distribution will automatically
populate in these fields.
2) To calculate the amount for the last record, add all debit charges and subtract all credit charges.
The debits minus the credits will give you the net amount to be charged to the contra account and paid to Visa.
3) Type C in the debit/credit indicator field. This is the field labeled DC next to the amount field.
4) Click on "Save" to commit these changes and Ctrl+Page Up.
F) This will bring you back to the Journal Voucher Document Header information. At this point you will need to change the document total to include the amount that was entered on the last sequence of the journal voucher. This document total is a "hash" total in Banner. The amount that appears in this field when you open the journal voucher is a total of all the amounts in the journal voucher. This total does not recognize the difference between debits and credits, it simply sums the amounts shown in the amount fields.
1) Add the amount that you entered in the last record to the original document total. The sum of these two amounts
should be entered as the new document total.
2) Ctrl+Page Down twice
3) Click on "Complete" and it should give you a message that says "Document Completed and Forwarded to the Approval
Process". Once the document is complete, it will bring you back to the document number on the Journal Voucher Entry Form.
If you would like to double check to make sure the document is complete, Ctrl+Page Down and it will show a "C" in document
status and will give you a message at the bottom of the screen stating "Document Has Been Completed, No Changes Allowed" .
4) Exit from the Journal Voucher Entry Form
3) Approval of the journal voucher - It is the departmental administrator's responsibility to make sure
that the journal voucher is approved through all departmental levels. Banner form FOAAINP can be used to
determine which queues the completed journal voucher is in. In this form, enter the journal voucher document
number and Ctrl+Page Down. The left side of this form will tell you what queues the document must be approved
in and by clicking on a specific queue, the right side of the form will tell you who has approval authority
for that queue. The final approval queue will always be the "Invoice Final Queue".
If the document is only showing in this queue, then no other action needs to be taken by the department.
4) Viewing a Journal Voucher
Banner form FGIJSUM can be used to view a journal voucher that has not posted.
Banner form FGIDOCR can be used to view a journal voucher that has posted.
5)Printing a Journal Voucher - The following print jobs must be submitted through Banner form GJAPCTL (job submission).
A) Process FGRJVLR (Journal Voucher Listing) can be used to print a journal voucher that has not posted. Enter the process name, Ctrl+Page Down
Enter the printer name, Ctrl+Page Down
Enter the "From Document Number", arrow down
Enter the "To Document Number", Ctrl+Page Down
Click Submit and Save
B) Process FWGDTOT (Document Total Report) can be used to print a journal voucher that has posted Enter the process name,
Ctrl+Page Down
Enter the printer name, Ctrl+Page Down
Enter the ABeginning Document Number@, arrow down
Enter the AEnding Document Number @, Ctrl+Page Down
Click Submit and Save
6) Editing a journal voucher - A journal voucher can be edited by deleting or inserting records.
A) Deleting Records: To delete a record, place your cursor on the record you wish to delete, click on A
Record @ and then click on "Remove". Remember, if you delete an item from the journal voucher you must
submit a Disputed Item Report.
B) Inserting Records: To insert a record place your cursor on the record above where you wish to insert
a new record. Click on ARecord@ and then click on "Insert". F4 will copy the original record over to the
new record. Press enter and Banner will automatically assign an unused sequence number to the new record.
You can also insert a record by adding a new record at the end of the journal voucher. If you add the records
at the end of the journal voucher, please remember to use the same account code and description as the original
record. You should not need to insert a record unless you are splitting a transaction between more than one
accounting distribution or if you are adding back a disputed item that was deleted from a previous journal voucher.
C) Please call before editing if you are unsure. The only way to restore a journal voucher to its original state is to
manually re-key the document.