lesson 1 gl new staff member - oracle general...

Financial Processing – General Ledger (GL)

Journal Voucher (RJV)

Document Summary

Product Owner / Author Antonet Müller

Editor Name Chimoné Barends

Date 2014/12/08

Time 08:00 AM

Template Verbose

Lesson Objectives

On completion of this lesson you should be able to:

Understand the definition and purpose of a Journal Voucher (RJV) E-doc

Understand and apply the business rules of a RJV E-doc in your transaction

Initiate and complete a RJV E-doc

Approve a RJV E-doc

Search for your RJV E-doc in order to follow the workflow progress

Understand the posting process to General Ledger (GL)

Import Accounting Lines from Excel to the RJV E-doc

Lesson Scenario

As an existing staff member of the NWU you are required to work through this lesson, make some

notes if necessary and print out the documentation as a guideline.

This lesson will show you how to initiate and complete a RJV E-doc in order to perform accounting

tasks that cannot be done by any of the other financial transaction documents.

In the example in this lesson an Institutional Office Account I.1G00001.3551 pays internal interest of

R330 to a Potchefstroom Campus Account P.3X00003.5905.

Lesson Prerequisites

You need to be a NWU staff member that is registered on KFS as a user.

You need to understand the purpose of doing a transaction of this kind and that you have a

responsibility towards the financial reporting of your department and the university to ensure that all

transactions comply with the rules and regulations.

A requested transaction to be posted to GL, other than a correction, a distribution, setting aside

funds or a transfer of funds.

Journal Voucher (RJV) Page: 2 of 27

Table of Contents

1. Definition and purpose of a RJV

2. Document Layout

3. Process Overview

3.1. Process Flow

3.2. Business Rules

3.3. Initiating a RJV Document

3.3.1. Document Overview Tab

3.3.2. Journal Voucher Details Tab

3.3.3. Accounting Lines Tab

3.3.4. General Ledger Pending Entries Tab

3.3.5. Notes and Attachments Tab

3.3.6. Ad Hoc Recipient Tab

3.3.7. Route Log Tab

3.4. Approval of the document

3.5. Document search

3.6. Posting to General Ledger (GL)

4. Import Accounting Lines from Excel

5. Guidelines to complete a RJV document


1. Definition and purpose of a RJV (Restricted Journal Voucher)

The Journal Voucher E-doc is used to perform accounting tasks that cannot be done by any of the other

financial transaction documents.

The Journal Voucher E-doc can be used to backdate transactions to the last open period. Although the

RJV is the only E-doc that can backdate transactions, you are not allowed to backdate other E-doc’s

transactions with the RJV.

Fiscal officers and support staff, department, responsibility center, and campus administration staff are

typical users of the RJV documents.

Should not be confused with the other GL E-docs. The DI document is used to distribute amounts, the

GEC is used to fix errors, the PE to set aside funds and the TF is used to transfer funds.

2. Document Layout

KFS navigation: Main Menu > Administrative Transactions > Financial Processing > Journal Voucher

Figure 1

A RJV document has its own unique tab called Journal Voucher Details in addition to the standard financial

transaction tabs.

The RJV also doesn’t have a From and To section but a Debit and Credit section to enter the amounts.


Figure 2

3. Process Overview

3.1 Process Flow

Figure 3

3.2 Business Rules


A transaction, that does

not involves correction, distribution, transferring or setting

aside funds, needs to be posted

to GL.

Journal Voucher

Pending Entries Posted

NightlyScrubber

Poster

GL Balances Updated

Transaction posted

Debits must equal credits. The RJV must balance.

At least one debit and one credit line should be entered. An accounting line may contain only a debit or a

credit, not both.

Different object types can be used in the Debit and Credit lines. For example: from an expense (EX), to

an Income (IN).

Only active/open Accounting Periods can be used.

You can only post Actual Balance Type transactions.

KFS automatically generates Cash Available object code (7991) offset entries as defined by the

information entered into the document.

The following object sub-types are prohibited in the RJV document:

Restricted object sub types in the RJV document:

Sub-Type Description Restricted Sub Types Handling

SA Salaries Contact IO Human Resources Operations

AY Cash Contact IO Financial Reporting and System Management

AR Accounts Receivable Control Cannot distribute until finalized.

MT Internal Transfers Use Transfer of Funds (TF) document.

FB Funds Contact IO Financial Reporting and System Management

A1, A2, A3,

A4, A5, A6,

A7, A8, A9,

A0

Fixed Assets (Balance Sheet) and

Capital Expense (Income

Statement) For example: Computer

expense or Lab equipment.

Contact IO Asset Manager (Helein Cato)

DP Depreciation Contact IO Asset Manager (Helein Cato)

IP Internal Interest - Paid Contact IO Financial Reporting and System Management

IR Internal Interest - Received Contact IO Financial Reporting and System Management

3.3 Initiating a RJV Document


http://testdrive.kfs.kuali.org/kfs-ptd/static/help/WordDocuments/gloss_fund.htm

Figure 4

1.Select Journal Voucher from the Financial Processing submenu group in the

Administrative Transactions submenu on the Main Menu tab.


Figure 5

1. Log into KFS as necessary. A blank RJV document with a new document ID appears.

2.Write down the Doc Nbr on your original documentation so you can easily pull up the RJV

when you are performing a search.


3.3.1 Document Overview Tab

Figure 6 Complete the Document Overview tab.

Complete the Description field with RJV-your Staff number-Date-1 (Date = DD/MM/YYYY)

Add after the date “-1” or “-2” etc. to number the same document types on the same day.

You may enter a brief Explanation (optional)

1. Enter RJV-12345678-30/11/2013-1 in the Description f ield.

3.3.2 Journal Voucher Details Tab

Figure 7 Complete the Journal Voucher Details Tab.

Select an Accounting Period from the Accounting Period list. The Accounting Period list contains open

Accounting Periods only.

The Balance Type Code will always be AC – Actuals (Balance Sheet)

The Reversal Date is optional – but not recommended. Enter the date when the automated reversal process

should post reversing entries to the GL for this transaction, or select it from the calendar.

1. Click on in the Accounting Period f ield. Choose either the current period or the

previous period if you want to backdate and it is sti l l active. For this example: Nov. 2013

3.3.3 Accounting Lines Tab


Figure 8

Complete the Accounting Lines tab.

The Accounting Lines tab of the RJV document varies slightly from other types of financial transaction

documents. The From and To sections are replaced with Debit and Credit. KFS automatically use the Object Type Debit Credit Code in From and To to determine if the combination

used in From, for example, should be a debit or a credit. When using E-docs with From and To sections, the

user do not have to think in terms of debits and credits, but in the RJV the user need to understand debits and

credits and how to use it.

From is not necessarily the same as Debit and To is not the same as Credit. For example:

Expense = Debit Object TypeFrom – if you take away from an expense, you make it less, therefor it will be credited.

To – if you give to an expense, you make it more, therefor it will be debited.

Debit – if you debit an expense in the RJV, the expense becomes more because the object type is a debit.Credit – if you credit an expense in the RJV, the expense becomes less because the object type is a debit.

If any errors occur while adding the lines they will be marked with a red minus sign and an explanation. Refer

to the Error table in the General Manual.

It is also possible to import the Accounting Lines from Excel by using the template for the RJV E-doc. This

process will be explained later in this manual.

In the first Accounting Line:

1. Chart: Click on and select I or type I.

2. Tab to or click in the next field.

3. Account: Type 1G00001 or click on to search for 1G00001 and return the value.4. Object: Type 3551 or cl ick on to search for 3551 and return the value.

5. Debit Amount: Tab to the Debit Amount f ield and enter 330.00

6.Line Description: Tab to the Line Description field and enter Internal Interest paid to 3X00003 – Nov 2013 .

7. Click when you are satisfied that you’ve completed all the necessary information

correctly.


Figure 9

1. Repeat the steps in the first Accounting Line for all the l ines necessary.

2. The second Accounting line for this example: P.3X00003.5905

3. Credit Amount: 330.00

4. Complete the Line description : Internal Interest paid to 3X00003 – Nov 2013 .

5. Click when you are satisfied that you’ve completed all the necessary information

correctly.

6. Click on at the bottom of the E-doc.

3.3.4 General Ledger Pending Entries Tab


Figure 10

The Accounting Lines that will be posted to the General Ledger can be reviewed in the General Ledger Pending

Entries. (No action is required.)

The pending entries include the offset generated lines to the Cash Available object code (7991).

1. Click on in the General Ledger Pending Entries tab to open the tab.

3.3.5 Notes and Attachments Tab

Figure 11

In this tab you are required to add notes and attachments as supporting documents to the transaction.

1. Type your note in the Note Text f ield.

2. Click on and browse on your computer for the fi le that you want to attach .

3. Click on when you are satisfied.

3.3.6 Ad Hoc Recipient Tab


Figure 12

You can use this tab to add extra persons / groups that needs to be notified about this transaction additionally

to the normal routing.

1. Click on to choose from the available Actions .

2.Choose the action you want the person to take, for example

3. Tab to the next f ield: Person .

4. Complete the person’s staff number/username or click on , search in the next screen for

the person and return the value.

5. Click when you are satisfied .


3.3.7 Route Log Tab

Figure 13

The user needs to submit the document, in order for it to Route for Approval.


1.

Click on at the bottom of the E-doc.

2.

The Route Status currently shows ENROUTE .

3. Click on in the Route Log tab to follow the workflow of the document .

Future Action Requests shows where the document will route after the Pending Action Requests are fulfilled.

Appropriate fiscal officers, account supervisors and campus reviewers approve the document.

Routing for the RJV for NWU:

◦ Initiator - Initiate

◦ Fiscal Officer - Approve

◦ Account Supervisor - Approve

◦ Campus Reviewer - Approve

◦ Final

4. Click on in the Future Action Requests tab.

Important: Take note of your Document Number in the top right corner before you close the document.

5. Click on to close the document.

3.4 Approval of the document

Figure 14

The next person in the Route Log (the action is requested of) needs to go to their Action list.

1. This person must now log into KFS.

2. Click on


Figure 15

The documents that need his/her attention will be displayed in this Action list, indicating the Action Requested

1. Click on the document ID (4041 in this example) to open the document.

Figure 16

Take the action required from you at the bottom of the E-doc after reviewing the contents.

If you do not agree, you may disapprove the document.

1. Review the document and make adjustments i f necessary – if you are al lowed to .


3.5 Document search


Figure 17

The initiator or any other person involved in the transaction can look at the document at any stage by going to

the Doc Search button.

1. Click on

2. Complete the Document ID (Doc Nbr) (4041 in this example) or search for the document.

3. Click on

4. Click on the underlined Document ID in the search results to open the E-doc.

5.Click on the Route Log tab to look at the progress of the document and who is next in l ine to

take action.

Figure 18


In the Pending Action Requests tab and Future Action Requests tab, the persons that must still take action

are displayed.

Figure 19

The document proceeds through the workflow until the last required approval was obtained (no more Pending

or Future Action Requests). The routing is complete and the document status becomes FINAL

Figure 20

3.6 Posting to General Ledger (GL)


Figure 21

When the status is FINAL – the transactions are still only pending transactions in the General Ledger. At this

stage you will find this transaction in the General Ledger Balance Inquiries (discussed in a separate manual)

under the General Ledger Pending Entry Inquiry or also in some of the other inquiries where you have the

option to include the pending entries.

This transaction will become an Actual transaction (posted to GL) during the next GL batch process. It is a

central process happening during the night and includes the Nightly, Scrubber and Poster batch jobs. Therefor

your transaction will only be an Actual transaction the next day.

At this stage it is not pending entries anymore and you will now find this transaction in the General Ledger

Balance Inquiries (discussed in a separate manual) under the General Ledger Entry Inquiry.


4. Import Accounting Lines from Excel

KFS line import templates allow you to import any number of accounting lines from a comma-delimited (.csv)

file.

1.Double cl ick the Excel icon to open the RJV-template. Each document type has its own

template.

The instructions for using templates to import multiple lines of data are described in the next few pages.


Figure 22

1.The first step is to open the template and save it on your computer, where you can easily

f ind it again.


Figure 23

1.The next step is to complete your Accounting Lines in the columns as indicated

(Red = Required).

2. You can enter as many l ines as preferred/needed.

3.Please note : You only need to complete one template for the RJV. Debit and Credit

amounts are indicated separately in different columns per accounting line.


Figure 24

1.Then select the first 3 rows by cl icking in the grey column where the rows are numbered.

Click on row 1 and drag down to row 3 to select the entire 3 rows.

2. Right click on them and click delete so that only the Accounting Lines are left.

Figure 25


Figure 26

1. Click on File , Save as.

2.Choose where on your computer you want to save this document where you can easily f ind it

again.

3. Change the Save as type : to CSV (Comma delimited) and cl ick on Save and then on Yes.

Figure 27

1. Proceed to KFS

2.KFS navigation: Main Menu > Administrative Transactions > Financial Processing >

Journal Voucher

3.

Take the same steps as described at the beginning of the manual unti l you get to the point

where you would manually complete the accounting lines. Instead of manually completing the

lines, click on

4.Click on Choose File


Figure 28

1.Select the fi le from the folder where you saved it and click Open . Make sure you change the

fi le types to All Files to include the .csv files.

2.The fi le name is now displayed next to Choose File

3. Click on


Figure 29

All the accounting lines are now imported from the .CSV file

1.After the accounting lines were imported, proceed with the normal steps for completing and

finalizing the RJV document.

5. Guidelines to complete a RJV document


Open a new RJV document and write down the Doc Nbr in the document header on your original

documentation.

Use the Tab key on your keyboard between fields.

Tab / Action Fields to be completed1 Document Overview Description (RJV-Staff number-DD/MM/YYYY-1)

Explanation (optional)

Click 2 Journal Voucher Details Tab Choose the Accounting Period

The Balance Type Code will always be AC (Actuals).3 Accounting Lines – Debit and

Credit (NOT From & To)

Debit Object type:Debit – makes it moreCredit – makes it lessCredit Object type:Debit – makes it lessCredit – makes it more

Complete or Chart Code

Complete or Account Number

Complete or Object Complete Debit / Credit Amount Complete the Line Description

Click and ensure the line is numbered Enter the next Accounting Line (repeat steps above)

Click after all the lines were completed

4 General Ledger Pending Entries

Click Review Pending Entries that will post to GL

5 Notes and Attachments Type your notes in the Note field

Click on to browse on your computer for the supporting documents (contracts etc.) you want to attach.

Click

Click 6 Ad Hoc Recipients (Optional) Click to choose from available actions the recipient must take

Complete or the person to add to the routing

Click

Click 7 Route for approval Click at the bottom of the E-doc8 Route Log To follow the progress and find out who is next in line to approve

Click in the Pending and Future Action Requests9 Close the document Click to close the document.

Lesson Summary


Having completed this lesson you should be able to:

Understand the definition and purpose of a Journal Voucher (RJV) E-doc

Understand and apply the business rules of a RJV E-doc in your transaction

Initiate and complete a RJV E-doc

Approve a RJV E-doc

Search for your RJV E-doc in order to follow the workflow progress

Understand the posting process to General Ledger (GL)

Import Accounting Lines from Excel to the RJV E-doc
