JV NUMBER

The University of British Columbia

JOURNAL VOUCHER

(can be obtained on http://www.finance.ubc.ca/ap/jreqnumber.cfm)

FINANCIAL SERVICES DEPARTMENT

JOURNAL ENTRY HEADER
Ledger Group

ACTUALS

Source

JV

Transaction Type

check if goods / services are being purchased from or sold

to another UBC department

(I)

DESCRIPTION OF TRANSACTION ( Attach Supporting Documentation)

JOURNAL ENTRY LINES

* Speed Chart

Account

Fund

Dept ID (Org)

* Program

* Project / Grant
(PG)

Charge (Dr.)

Credit (Cr)

Total Charges

* Reference

Total Credits

*Total charges must agree with

total credits

OTHER INFORMATION
Direct Queries To

Phone

Department

Print Name

Date (mm/dd/yyyy)

Deliver to ( for goods ordered)

Room No.

Building

AUTHORIZATION
Authorization Signature

DATA ENTRY
USE ONLY

Journal ID #
Entered By

Journal date (mm/dd/yyyy)

DEPARTMENTAL USE ONLY FOR GOODS ORDERED

Quantity

Description

Unit Price

Total

Purchased From
Book Store
I.T. Services
Food Services
Media Services
Other

Journal Voucher Checklist

1 All information is printed and legible

Check when
complete

Description explains the entry. For salary transfers include: faculty/staff members name; their employee ID #;
2 period being transferred; why transfer is required
3 Attach backup to support the entry. Examples include invoice copies, FMS transaction details, agreements
4
5
6
7

Complete chartfield coding including speedchart, account number, project/grant (PG), ensure total Debits equal
total Credits
Source of JV is provided (see below for more information)
Contact information is complete: contact name, telephone number and full department name
JV is authorized by a signing authority of the PG being charged (debited)

FORM INFORMATION

Purpose

The Journal Voucher form is used to:

record the purchase or sale of goods or services from one department to another department

transfer revenues or charges to another department

adjust balances or correct posted errors

Continuation sheets available from Bookstore (hardcopy) or Financial Services (electronic)

Field Name

Field definition and description

Source

Identifies who deposits cash and fills in form, where form is filed, and who enters data into FMS. The three codes are:
M - User department originates form. Form is sent to Financial Services for data entry and filing.
D - User department originates form, enters data and files form.
F - Financial Services originates form, enters data, and files form.

SpeedChart

A unique code which defines a Fund/DeptID/PG combination specific to this transaction. For speedchart listings, within FMS nQuery go to Chartfields/SpeedChart.

Account

Describes the type of asset, liability, revenue or expense to be charged or credited. (eg. Accounts Receivable, Taxes Payable, Food Sales, Salary Expense etc.)

ID/
Project/Gran
t
Required fields which specify the cost centre being charged or credited
Program
Optional field used by some departments
Reference
Optional user-identified description to assist user department in tracking this transaction (to a maximum of 8 characters).
AuthorizationSignature of the individual who has signing authority for the PG being charged (debited).
Additional information can be found on the Finance website: http://www.finance.ubc.ca/fmisw.cfm