General
Fiscal Year End (June 30th): View the current Fiscal Year end calendar for critical deadlines that must be met during June & July. Start planning for any large dollar purchase before March of each year.
See chart for specific contact names and numbers.
Journal Vouchers
To check the approval status of a JV, follow these steps:
- Go to Web4U and click the finance tab
- Click View Document
- In the Choose type field, from the drop-down menu, select Journal Voucher
- In the Document Number field, type your JV #, including the J (ex: J0001111)
- Click Approval History
If there are approvals required, they will be listed just under the heading “approvals required.”
Under “Approval recorded,” you can view the people who have already approved the JV.
If there is a green check mark that says, “There are no approvals required at this time,” your JV is either fully approved or has been denied. Look at the Approvals recorded and at the Queue column. If the most current entry is “DENY,” your JV has been disapproved.
An approver does not have to receive the email to approve a JV. You can see all JVs that are available for your approval by taking the following steps:
- Go to Web4U and click the Finance tab
- Click Approve Document
- Make sure your User ID defaulted into that field
- Click the dot next to “All documents which you may approve”
- Click Submit Query
- To view any of the resulting documents, click on the document number
- To view the approval history, click “History”
- To approve, click “Approve”, then click “Approve Document”
To see why your JV was denied, follow these steps:
- Log in to a Banner session
- On the right hand side of the window, click the link “Check Banner Messages”
- Press F7 to clear the screen
- In the Item field, type your JV # (include the J; ex: J0001111)
- Press F8 to search
- This will pull up every message sent for that one document. Look through the messages to see one that says the document is disapproved
- Click the Recipient field for the entry with the disapproval message
- Click the pencil, to read the full message.
Start by opening a Banner session. Go to the JV entry screen you prefer (FGAJVCD or FGAJVCM). Type in the document number for the disapproved JV and . You can now edit/add as if you were just now creating the document. Once your corrections are made, until you get the Complete/In Process options and click Complete. This will resubmit the JV into the approval process.
After you’ve read your JV messages, you can mark them as read by selecting the “Complete” radio button. Mark them all as complete then save. The green check mark will be gone from the Banner home screen and the form will be empty until you get a new message.
You can copy an existing JV into a new JV form by following these steps:
- Go to the JV entry screen, FGAJVCM or FGAJVCD
- Leave the document number blank as usual but instead of control-page down, click on the small icon to the right of the document number field.
- A Copy popup window will appear
- Enter the previous JV number into the Copy From Document Number field
- Leave the Copy To Document Number field blank
- Check the Copy Text box if you want the same text to carry over, and click OK
- Modify any fields that need updating, including the control total, and complete as usual.
You can create and save a .pdf version of a JV anytime between the creation of the JV and the final posting of that JV.
- Log in to a Banner session
- Go to FWRJVCH – Journal Voucher Report and to the parameters
- Enter your JV number and whether or not you’d like a download file in addition to the pdf.
- After running the job, go to Options > Job Submission Report Output and click on the View button next to the output file. Your JV will open as a .pdf and can be saved to your computer.
OnBase
The folders in OnBase are protected against document deletions to prevent accidental loss of backup data. If you need to delete something from OnBase, contact Toni Payne or Diane Fuller and ask us to delete it for you.