FAQ

FAQ

Users may enter online journal vouchers once the appropriate document prefix, approval queue, and Banner access have been established. The steps depend on whether your department already has an online journal voucher process in place.

If your department does not currently have an online journal voucher process, a new document prefix and approval queue must first be established. Follow the instructions and complete the required forms outlined here. 
Once completed, the forms should be routed to Reporting, Planning, and Analysis (RPA) for review. If approved, RPA will process your request.

If your department already has a document prefix and established approval queue and you are new to your role or requesting access for the first time, complete the Banner Access Request eForm. 

Within the eForm, request access to Class: BAN_OLJV_C. The eForm will need to be routed to your supervisor for approval and then to the ITS Banner Access Group for processing.

For detailed instructions on entering journal vouchers in Banner, see the Online Journal Voucher Entry Tutorial located in our Training Resources .

You can view or print ledger and budget reports in Banner using the following forms:

  • FWGDEXP – Ledger report without transaction detail
  • FWREXEG – Ledger report with detail for funds beginning with “1” or “9”
  • FWREXDP – Ledger report with detail for funds beginning with digits other than “1” or “9”

A ledger will not print if there was no activity during the selected posting period.

Use the following Banner forms based on fund type:

  • FGIBAVL – Total available balance for E&G funds
  • FGIBSUM - Available balance for E&G funds for labor and other expense categories
  • FGITBAL or FGITBSR – Cash and fund balance for non‑E&G funds

A journal voucher will not complete if any of the following conditions exist:

  • Debits and credits are not equal.
    The total debit amount must equal the total credit amount for the document.
  • One or more records contain an error in the status indicator.
    Each line must have a valid status indicator in the top‑left corner of the record:
    • “P” indicates the line is valid.
    • “N” indicates the Fund‑Org is NSF (insufficient funds) and must be corrected before completion.
    • “E” indicates there is an error on that sequence record.
  • A status indicator is missing.
    All records must have a populated status indicator before the document can be completed.

Once these issues are resolved, the journal voucher should complete and route to the appropriate approval queue.

Navigate to the record with the missing status indicator and temporarily over‑type a field (for example, the Chart of Accounts code “1”). Then arrow down to the next line. This prompts Banner to recalculate the transaction and populate the status indicator.

Where to look first:
Use FGIJVCD. This form is the primary place that lists journal vouchers that are incomplete or complete but pending approval.
Begin by verifying that the journal voucher document number was entered correctly.

  1. In Banner, enter FGIJVCD
  2. Scroll through the list under your assigned document prefix to locate the journal voucher. Alternatively, you can strike F7 and filter by your document number. 

    Common issues to check:

  • The letter “O” was entered instead of the number “0”.
  • Ensure your document number has eight digits.

Month‑End Timing Consideration:

If a journal voucher was not completed and approved prior to the month‑end deadline, it remains tied to the original transaction date. For example, if a journal voucher is dated January and you are currently working in March, it will not post to the current open period.

In this situation:

  1. The journal voucher must be disapproved.
  2. The transaction date must be updated to the current open period.
  3. The document must then be completed again and routed through Banner for approvals.

➡️ See also: “When is the deadline to enter journal vouchers for the previous month?”

If your journal voucher has been approved but you do not see it posted, the document may still be undergoing additional processing or approvals.

Common reasons include:

  • The dollar amount requires additional approval levels.
  • There is a restricted fund that requires SPA approval.
  • The document is affected by availability of funds (NSF) and is awaiting resolution.

To check the document status:

  1. First, search for the document using Document Retrieval Inquiry (FGIDOCR).
  2. If the document cannot be found in FGIDOCR, it may still be sitting in an approval queue.
  3. To determine whose queue the document is in, use Document Approval (FOAAINP) and search by the journal voucher document number.

FOAAINP will display the current approval queue where the document is pending action.

Journal vouchers must be entered by noon on the third working day of the following month to be posted to the prior month.

Exception:
The month of June has an extended deadline due to year‑end fiscal closing.

A current list of active account codes can be found under training resources. 

For budgeting and financial reporting purposes, please minimize the use of accounts labeled “other.” If the service or item being purchased aligns with a defined account code, it should be recorded accordingly to ensure accuracy and proper classification. Accounts designated as “other” should be used only in rare or exceptional circumstances.