Financial Reporting, Training, and Systems Management

Approvers and auditors need to understand the purpose of your JV.  Why are you completing it, and what are you trying to accomplish?

There is a training document on BSU’s website under Banner Training Materials in the Finance section.  See Attaching Documentation to a JV.

Banner Training Document

If you are transferring expense from one foap (fund-organization-account-program) to another, please add documentation from Banner Finance showing the original debit to expense you are transferring. 

If you are recording revenue earned from another department, please attach your invoice that shows the foap you are charging and the sale details.

If you are recording a credit card receivable, please attach the summary sheet from your credit card machine showing total sales processed.

On Banner FGAJVCM click on Related, Document Text.  Enter additional text to add additional explanation for your JV.  If you run out of room on a line, use your arrow down button to move to the next line where you can continue typing text.  Click the Save icon or hit F10 to save your text.

You should use the intra university revenue account if your department makes sales to other university departments.  The intra-university revenue accounts are 591110 – IntraUniversity Sales Non Taxable, and 591120 – IntraUniversity Sales Taxable.  There are some additional accounts in the 5911xx range but those are used by specific areas.     

An exception to the use of intra university revenue accounts occurs when you sell to the following university funds:

115xxx, 145Xxx, 146Xxx, or 8xxxxx. 

When processing a JV for sales to these funds, please record your revenue as external in the 57xxxx, 58xxxx, 590xxx, or 591xxx ranges.  Your external revenue account range depends upon your fund-org.  If you are not sure what revenue accounts you should use please contact view email for guidance. 

• You can use the transfer in/out codes to move funds from one fund to another in order to provide support or fund a deficit. The transfer codes must be used together, and the total transferred in (810010) must equal the total transferred out (810020) in the journal voucher. The transfer in (810010) transactions should be a credit and the transfer out (810020) transactions should be a debit.
• An exception to the use of the transfer in/out account codes occurs when the transaction includes the following university funds:
  115xxx, 145Xxx, 146Xxx, or 8xxxxx.

Program code 1014 should only be used in conjunction with a revenue account.  Revenue accounts always start with a 5.  If you are not posting to a revenue account please use the Banner default program code.

A unique key violation indicates you have already attached documentation to your JV in BDM. If you have already attached documentation and you need to add pages, click on “Retrieve” in upper right corner to open your attachment(s) in BDM. Click on “Page,” “New Page,” and then either “Import File” to add a pdf or “Scan” to add a scanned page. Click on Choose File next to File Path, select the document you would like to add, and hit Open.  Then select Insert Before or Insert After and hit Upload. There is nothing more to click after you have added your additional pages. You can exit out of BDM. You can hit Retrieve again to check that your documentation has been properly added. Please note- end users do not have access to delete pages in BDM.  If you need to have a page deleted, please email view email with the JV# and page # to be deleted.

Go to Banner form FOADOCU.  Enter Document Type: JV and Activity dates to limit your search.  Select Next Section.  If your journal voucher has not posted yet (Status=C-complete), you can click on the Deny Document button.  That will cause your JV to be incomplete.  Go to Banner form FGAJVCM, enter the JV number you just denied, and Next Section.  You can modify your journal voucher and ‘Complete’ it, or you can delete your journal voucher by selecting Delete twice in the Journal Voucher Document Header section. (Please note – if you delete your journal voucher, it cannot be retrieved)  

Go to Banner form FOADOCU.  Choose Document Type: JV and Status: Incomplete.  Next Section.  Any incomplete documents you created will be listed.  Complete or delete your incomplete JVs on Banner form FGAJVCM.

Go to Banner form FOADOCU.  Choose Document Type: JV and Status: Complete.  Next Section.  Any JVs you have completed that are not fully approved and posted will be listed.  (Status=P means the JV has posted)

Go to Banner form FOAAINP.  Enter the JV # in the Document: field.  Next Section.  Users to approve will be listed per queue.  This can also be reviewed in Self Service Banner.  See the Banner Training Materials “SSB-Approvals Required and Approval History” under Finance Self-Service. 

Go to Banner form FOIAPPH.  Enter the JV # in the Document Code field and Execute Query (F8).  Originating User and Approvers will display. This can also be reviewed in Self Service Banner.  See the Banner Training Materials “SSB-Approvals Required and Approval History” under Finance Self-Service.

• If your JV was disapproved, you will receive an email from erpfinance.
• You will also have a new message through Banner. A notification will appear on your main page indicating you have a new message.
• Click on the notification and then select “Check Banner Messages.”
• The message should explain why the JV was disapproved. If you would like to review the entire message, click on the pencil icon.
• A pop-up box will show you the entire message.
• Once you have reviewed the message, you can change the status from “Pending” to “Complete” and click the save button. This will remove the notification on the main page.