The Electronic Journal Voucher (e-JV) creates revenue and/or expenditure transfers, corrections, or adjusting entries. It allows journal vouchers and supporting documents to be prepared, submitted and approved electronically quickly and securely.
Select the Journal Voucher Form option from the left-column menu.
Select the 'Start a New Form' button.
Complete the required information on the Form page.
Chart to be charged
(W) William & Mary
(V) Virginia Institute of Marine Science
Journal Type
Journal Voucher
Cash Receipt and Disbursement
Journal Type/Rule Class
Explanation – Provide the reason for the transaction. Examples of an explanation:
To correct the index code charged.
To correct the account code charged.
To correct the amount charged.
To correct the description.
To transfer shared expenses.
Once you have completed the form information, click Begin Entry; however, if you are not ready to move forward or want to re-enter the form information, select Cancel and Return to Beginning.
Complete the required information on the Entry page.
The following is a two-column table detailing the required entry information for each type of e-JV.
Journal Type
Required Information
All Journals
Banner Index – Enter the Banner Index code for the departmental budget that will be debited and/or credited for the transaction in the index column. If there is no Index for the budget, enter the N/A in the index field and enter the Banner Fund code in the Fund column.
Banner Account – Enter the Banner Account Code that will be debited for the transaction.
Amount – Enter the amount for the transfer, correction, or adjusting entry. Verify that the amounts are the same as the documentation. If not, please indicate that only a partial amount is being transferred.
Description – Provide the description for the transfer. Include the Banner document number, if applicable. Examples: a) IT1811111 John Doe hotel correction b) IT 1811111 Doe Plumeri partial reimb c) XF0000000 Doe guest spkr reimb d) J0000000 TSRC supplies correction
Account Code – Enter the Banner Account Code to be debited and/or credited for the transaction.
Journal Voucher
Activity Code – Most departments do not use activity codes. Enter the Banner Activity code ONLY if your transaction requires an Activity Code.
Cash Receipt & Reimbursement
Select: (+) to increase cash (-) to decrease cash
Deposit Certificate No. - the deposit certificate number is required for MWI.
Once you have completed the form information, select Save Entry. If you are not ready to move forward or want to re-enter the form information, select Remove Current Session and Start Over.
If you have additional journal entries with the same explanation, repeat steps 6 and 7 to enter them. If you do not have any additional journal entries, scroll to the bottom of the screen.
Review your entry — You can review it by selecting Preview Form or reviewing the information at the bottom of the screen.
Correct your entry — If you observe that a correction needs to be made, go to the Action column and select the pencil icon to correct your entry or the x icon to delete it. You can also delete your entry by selecting Remove Entire Form.
Save your entry— Select Download PDF of Form to save a copy of the entry for your records. (Please note that you will receive a PDF of the completed Form via email once all approvers have electronically signed it.)
Save your entry as a template — You can save your entry as a template if this is an entry that you will create repeatedly.
Once you have confirmed your entry is correct, select Attach Supporting Documentation and Route for Approval.
Select an approver from the drop-down list of approvers.
If an index was entered, the list of available approvers comes from the Financial Operations index approver list.
If a fund without an index was entered, select the appropriate person to approve the transaction.
The approver and preparer cannot be the same person.
Select Submit These Approvers to forward the entry for approval. Select Return to Current Session if you want to make any entry changes.
You will receive an email from DocuSign notifying you to review and act on your entry. Your entry will not be forwarded to the index approver until this step is completed.
Select Review Document to begin.
Continue to begin.
Select Start.
Follow the prompts to sign and attach the required backup.
Once you have attached the required backup, scroll down to preview the attachment.
Select Finish to send the entry and attached documents to the index approver.
After the index approver has approved your entry, your entry will be routed to Financial Reporting and/or Office of Sponsored Programs for approval if applicable. Once all approvals have been made, you will receive an email from DocuSign saying your document has been completed.
Select View Completed Documents.
Select to download or print the documents for backup.
After the transaction has been posted to Banner, you will receive a second email from noreply@wm.edu indicating the document number. This email will arrive an hour after the email mentioned in step 23.
Approving an e-JV
An email alert will arrive from JV DocuSign Integra when an e-JV is ready for you to sign. You have 48 hours after you open the link to take action.
Select Review Documents.
Select the box to agree to use electronic records and signatures.
Select Continue.
Scroll down to review the backup documentation.
If you want to Approve the e-JV, select Start and follow the prompts.
If you would like to Decline the e-JV, go to the Other Actions drop-down menu and select Decline to Sign.
Once all parties approve the document, you will receive an email fromdse_na2@docusign.net.
Select View Completed Documents to review the approved documents.
You can view a list of all the documents that have been approved and declined by going to https://app.docusign.com/authentication.
Character Rules
To prevent e-JV uploading errors, using standardized characters to create document descriptions, explanations, and attachment file names is essential. Please review the following table for guidelines to follow:
A two-column, six-row table provides guidelines and rules around character usage.
Use
Do Not Use
Letters
International Characters
Numbers
Em Dashes
Spaces
En Dashes
Underscore
Punctuation
Regular Dashes
Quotes
By adhering to these guidelines, you are helping to ensure e-JV's are uploaded accurately and promptly. If you have any questions or require further clarification on these guidelines, please contact Financial Systems.
Additional Review & Approval
Does your journal voucher require additional review and approval by Financial Reporting before Financial Systems processing? Review the following table:
A three-column, seven-row table contains information regarding how to process additional review and approval for a journal voucher
If the JV has
Examples
Send the JV FIRST to
Account starts with
5xxxxx (revenue)
- 550210 Other Revenue - 580420 Local Other Revenue - 560325 State Auxiliary Services
Financial Reporting
(Mount Vernon)
Account starts with
6xx990 (personnel expense intra-recovery)
- 611990 Intra Recovery Personal Services
Account starts with
7xx990 (expense intra-recovery)
- 712990 Intra Recovery Services - 713990 Intra Recovery Supplies
Account starts with
9xxxxx (gifts and transfers accounts)
- 910000 Private Gifts
Index starts with 7xxxxx (grants)
- 714251 Cognitive Radio Networks - 741811 Neurophysiology of Breathing
