Date of Record

Default is the date the system accepts the document. Enter the date ( mm dd yy ) you want to associate with this document, usually the current date.

Accounting Period

Default is inferred from Date of Record . Enter the accounting period you want associated with these lines (it must be open). Do not enter a future accounting period .

Budget FY

Default is inferred from Date of Record . If you want these lines recorded in another fiscal year, enter the desired fiscal year. Enter an open year that is not a future fiscal year.

New/Modification [Action]

Default is New [E] . Use Modification [M] if you want to reuse a journal voucher number in the same accounting period. This groups the documents together on the Trial Balance by Accounting Distribution (A611) report.

Comments

Optional. Enter a descriptive note about this document.

Reversal Date

Optional. Enter only if you want this journal voucher automatically reversed. Enter the date ( mm dd yy ) when you want the reversal to take place. When this date is entered, the last character of the journal voucher document number must be E .

Debit Total

Required. Enter the total amount of the debit lines on this document. This field must equal Credit Total , or the document is rejected.

Credit Total

Required. Enter the total amount of the credit lines on this document. This field must equal Debit Total , or the document is rejected.

Calculated Debit Total

Display only. The system automatically calculates the total amount of debit lines on this document. This field must equal Calculated Credit Total , or the document is rejected.

Calculated Credit Total

Display only. The system automatically calculates the total amount of credit lines on this document. This field must equal Calculated Debit Total , or the document is rejected.

Account Type

Conditional. Select the account type associated with this journal voucher transaction. The journal voucher document has multiple uses. For more information on entering this field, refer to the User's Guide . Valid values are:

Expense/Expenditure [22]

Revenue [31]

Memo Ref Doc/ Line

Required. Enter the transaction code, agency, and number of the document related to this journal voucher.

Fund

Required. Enter a Fund code valid on FUN2. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. Enter the fund if you want to override the default. See Fund Index (FUND) for valid values. The Fund code cannot be a Capital Project Fund code.

Agency

Required. Enter the agency used on this journal voucher. See Agency Index (AGCY) for valid values.

Organization/Sub

Required. Enter the organization and sub-organization (if desired) used on this journal voucher. See Organization Index (ORGN) and Sub-Organization (SORG).

Appropriation Unit

Required. Enter the Program Budget Unit element for the items listed on this voucher. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.

Object/Rev/Sub

Conditional. Enter the object and sub-object associated with this journal voucher OR the revenue source and sub-revenue source associated with the journal voucher. See Object Index (OBJT) and Sub-Object (SOBJ) or Revenue Source Index (RSRC) and Sub-Revenue Source (SREV) for valid values.

Activity

Conditional. Enter the activity used on this journal voucher. See Activity Index (ACTV) for valid values.

Function

Conditional. Enter the function used on this journal voucher. See Function (FUNC) for valid values.

Debit

Enter amounts on the debit side if you are reclassifying expenditures, or revenues.

Job Number

Conditional. Enter the job number associated with this journal voucher. See Job Index (JOBT) for valid values.

Rept Cat

Conditional. Enter the reporting category associated with this journal voucher. See Reporting Category (RPTG) for valid values.

Termini

Conditional. Required if Termini Validation Indicator is selected on Agency Project (AGPR) for this project. Enter the mile point, range of mile points, or bridge identifier at which work is performed for a given Highway Route. See Termini Reference Table (TERM) for valid values.

Vendor/Cust

Default is None [blank] . Required if Vendor Name is Required [Y] on System Control Options (SOP2). This field indicates if the value entered in Code is valid on Vendor (VEN2) or Provider (PROV). Valid values are:

Vendor [V]

Provider [P]

None [N]

Code

Conditional. Enter the vendor or provider associated with this journal voucher. See Vendor Index (VEND) or Provider (PROV) for valid values.

Name

Default is inferred from Vendor (VEN2) or Provider (PROV) depending on the value in Code . Enter the name of the vendor or provider for reference purposes.

Description

Optional. Enter a description for this journal voucher line.

Credit

Enter amounts on the credit side if you are reclassifying expenditures, or revenues.