Steps to Enter a Journal Voucher
Correction of a Processed Document or to Enter a Transfer
This process deals with a transaction that was previously entered and fully processed. Such errors are discovered through reconciliation or other manual means. Since the original transaction is no longer accessible, additional entries must be made to negate and correct the effects of the error. Journal Vouchers are used to correct previous transactions or to enter a transfer.
Note: A Journal Voucher does not increase or decrease cash. There are always two transactions. For a correction, the first transaction reverses the incorrect entry and the second transaction is the correct entry. For transfers, one transaction is a transfer out and one is a transfer in.
Following are the steps for a journal entry:
| Step | Action |
|---|---|
1. |
Identify the transaction you need to correct or a transfer that needs to be entered. |
2. |
Note correction requirements (e.g., Comp Object, PCA, T-code, etc.). |
3. |
If the erroneous transaction involved a payment:Using an Expenditure Transfer document type K, enter the same erroneous coding information, but use T-code 407 to reverse the effect of the erroneous transaction. Enter a second transaction under the same correcting document with the correct coding information, and use T-code 408 to post the information correctly. Backdate the transaction if necessary. If the erroneous transaction did NOT involve a payment:Using a Journal Voucher document type J, enter the same erroneous coding information, but enter an R in the REVERSE or RVS field. Use the same T-code as the erroneous transaction. Enter a second transaction under the same document with the correct coding information and correct T-code. Backdate the transaction if necessary. |
4. |
After entering the batch, it must be balanced by pressing F9 and then released. |
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