Advanced Journal Voucher (GA200-1)

Process Group/Policy Details

• Subject: Advanced Journal Voucher

• Process Group: General Accounting

• Title of Policy: GA_Advanced Journal Voucher Processing (JV1ADVN)

• Effective Date: 07/01/2014

• Approved/Revision Date: 07/01/2014

• Approved by: State Controller

Process Group Description

• Advanced Journal Voucher Processing

• This process group includes Advanced Journal Voucher Processing, which provides the ability to record manual journal entries for accounting events that originate from standard business practices covered in other functional areas where there is not another method available to process the transaction.

Rationale or background to policy:

• CORE provides flexibility for utilizing an Advanced Journal Voucher to record activities not accomplished with other CORE transactions and transactions that do not fit the business function of other transactions. In order to provide consistency across departments in the acceptable uses of the Advanced Journal Voucher transaction, a common policy is required.

Policy Statement:

GA.PO.03 GA_Advanced Journal Voucher Processing (JV1ADVN)

• Departments shall enter the accounting information into the Advanced Journal Voucher including the posting code, date, and description. Departments shall use the Advanced Journal Voucher form (JV1ADVN) only where there is no option to correct or post the accounting entry using the originating transaction or another more compatible transaction. Due to the technical and complex nature of the JV1ADVN, this transaction is to be limited to controllers and senior accountant functions as identified by each department. If the transaction impacts fund balance account 3xxx the transaction shall be approved by the Office of the State Controller. If the there is a nonzero impact to cash, the transaction shall be approved by the Office of State Controller.

• The Office of the State Controller will work with Treasury to verify the cash.  Departments shall use ACC, ACCA, and ACL transactions for recording or clearing accruals.

Procedure(s):

GA PR.03.1 – Advanced Journal Voucher Processing (JV1ADVN)

• The Advanced Journal Voucher (JV1ADVN) Transaction Code is one of the Transaction Codes of the JV transaction type that can be created manually by a user. Unlike other JV transactions or other transactions in general, the JV1ADVN transaction does not require an Event Type to be entered either at the Line Group or the Accounting Line level. Instead, a JV1ADVN transaction allows the user to enter Posting Codes directly in the transaction without validation as to their compatibility with the matching posting code or any event type. This feature makes the JV1ADVN the most powerful of transactions and the most risky to allow for general use. As a result, it is expected to be used only when no posting pair in an existing event type exists to make the needed journal adjustment. Not all posting codes update the accounting journal.  When a transaction is processed using a combination of posting codes -- some that update the accounting journal and some that do not -- a system out-of-balance condition occurs. As a general rule, posting codes that start with “B” (used with budget transactions) or “C” (used with cost allocation transactions) should be avoided as they do not update the accounting journal, as well as a few others.

• The JV1ADVN Transaction Code contains all of the same fields and sections as the JV1STND Transaction. Once the need for an entry using the Advanced Journal Voucher has been identified the JV1ADVN is prepared as follows:

  • Transaction Header: The transaction header is to be populated for the required fields including:

    • Transaction name (60 characters), transaction description (60 characters), and the record date.

  • Extended Description: An extended description field with 1,500 characters is available to record a longer description.

  • Accounting Tab: Enter all applicable COA (Chart of Accounts) posting elements as well as the debit and credit dollar amounts. You can enter up to 400 accounting lines per JV1ADVN.