JV Number

Key field. Enter a unique alphanumeric identifier for this journal voucher document. This identifier becomes the first nine digits of the document number on the generated documents. The last two digits are added when the journal voucher is generated. They are the month from the To Date field on Application Dates (LDAT).

Submitting Agency

Enter a valid value during the entry start date's year that you want to have as the agency in the document ID of the generated document.

Frequency

Default is One-Time Future [no default] . This field describes how often to generate the document and add it to the Document Listing. Valid selections are:

One-Time Future [F]

A one-time only document is generated, on or after the entry start date.

Monthly [M]

The document is generated once a month, starting on or after the entry start date, and ending on the entry end date.

Bimonthly [B]

The document is generated once every two months, between the starting and ending dates.

Quarterly [Q]

The document is generated once a quarter, between the starting and ending dates.

End of Quarter [E]

The document is generated in the third month of the quarter only, between the starting and ending dates.

Start Date

Required. Enter the calendar date ( mm dd yy ) when you want to start generating the documents.

End Date

Conditional. Required when the Frequency field is Monthly [M], Bimonthly [B], Quarterly [Q], or End of Quarter [E]. Leave blank when the Frequency field is One-Time Future [F]. Enter the calendar date ( mm dd yy ) when you want to stop generating the documents.

Last Date

The system updates this field with the last date it generated a document. It must be blank when creating new record.

Line Number

Key field. Enter a unique, two-digit number to identify each line in the document. For example, enter 01, not 1.

Budget FY

Required. Enter the budget fiscal year for this journal voucher line.

Memo Ref Doc / Line

Optional. Enter the memo reference document ID and line number.

Account Type

Required. Enter the account type for this journal voucher line.Valid values are:

Asset [01]

Liability [02]

Fund Balance [03]

Asset Offset to Expenses [11]

Encumbrance [21]

(only allowed under certain circumstances.)

Expense/Expenditure [22]

Expenditure [23]

Expense [24]

Revenue [31]

Desc

Optional. Enter a brief description.

Fund

Default is inferred from Organization (ORG2) based on the agency and organization entered on this document.

Agency

Optional. Refer to Fund Agency Index (FAGY) for valid fund/agency combinations.

Organization / Sub

Optional. Refer to Organization Index (ORGN) and Sub-Organization (SORG) for valid values.

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. A valid object is required if account type is 21, 22, 23, or 24. A valid revenue source value is required if account type is 31. Otherwise leave blank. Refer to Sub-Object (SOBJ), Sub-Revenue (SREV), Object Index (OBJT) and Revenue Source Index (RSRC) for valid values.

Activity

Optional. Refer to Activity Index (ACTV) for valid values.

Function

Optional. Required only if Expense Budget Function Option on Fund Agency (FGY2) is Required on Accounting [Y] or Required on Budget and Accounting [A] . Refer to Function (FUNC) for valid values.

If left blank, it is inferred from Organization Index (ORGN); or from Activity Index (ACTV), if function is not entered on Organization Index.

BS Account

Optional. Refer to Balance Sheet Account (BAC2) for valid values.

Job Number

Conditional. Enter the job number or project number associated with this journal voucher.

Rept Cat

Optional. Refer to 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.

Bank Code

Optional. Enter a bank code if desired (cash entries only).

Cash Indicator

Conditional. Required if JV Cash Indicator Required is Yes [Y] on System Control Options (SOP2); otherwise, select Default [blank] . Valid values are:

Yes [Y]

This document updates the Collected fields on Agency Project Inquiry (AGPR).

No [N]

This document updates the Accrued fields on Agency Project Inquiry (AGPR).

Debit

Optional. Enter a dollar amount if a credit amount is not used. If entered, it is numeric with an optional decimal point and two digits entered for cents. For example, enter $25.00 as 25.00 or 2500.

Vend / 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]

Quantity [Q]

None [N]

Code

Optional. Enter a vendor/provider value.

Name

Conditional. Default is inferred, based on the Vendor/Provider field. Required if a miscellaneous vendor or provider code is entered in the Vendor/Provider field; otherwise, this field is optional. Enter the name of the vendor or provider.

Ref Fund, Ref Agency

Optional. If you enter one, you must enter both. Refer to Fund Agency Index (FAGY) for valid fund/agency combination.

Credit

Optional. Enter a numeric dollar amount if debit amount is not used. This field has an optional decimal point, enter two digits for cents. For example, enter $25.00 as 25.00 or 2500 .

If both credit amount and debit amount fields are blank, the system supplies the words fill-in for both fields. However, documents created without amounts must be modified manually before they will be able to process.