The Journal Voucher form is a new form to correct existing Accounts Payable and Travel Vouchers. This form is ONLY to correct existing vouchers, all other correcting entries will still need to be submitted on a Correcting Entry Request form. Any corrections for existing vouchers submitted on a Correcting Entry Request form or a Spreadsheet Import Journal, will be returned. As with any other accounting form or voucher that has Grant or Ag funding, this form will need to be submitted to Grant and Contract Accounting and/or Ag Budget prior to sending it to accounting for processing.
What are Journal Vouchers?
Journal vouchers are used to adjust accounting entries for vouchers that have been posted and paid.
This is a process within Finance that we are utilizing to correct existing vouchers.
It avoids making a manual general ledger entry, like we do currently, which would cause PeopleSoft General Ledger and Payables to get out of sync.
For example, let's say a voucher has been entered using expense account 611020. The voucher has been posted and paid when you discover that the expense should have been account 521005. The journal voucher will reverse the amount on account 611020 and add the amount to account 521005, keeping PeopleSoft General Ledger and Payables in sync. The journal voucher posts without having to post a payment.
As with regular Accounts Payable and Travel Vouchers, Journal Vouchers can be looked up through the Find an Existing Value tab of the Regular Entry screen within PeopleSoft Finance.
Main Menu > Accounts Payable > Voucher > Add/Update > Regular Entry.
The use of this new Journal Voucher form is effective immediately.