Creating and Using J1s Job Aid / July 6, 2016

Purpose

Create J1s from Scratch

Create J1 Using Template

List of Templates

Common J1 Commands in Advantage

Templates

Saving

Purpose

A Journal Voucher or J1 is a versatile document that can be used to adjust revenue and expenses. New J1s can either be created from scratch or by copying one of the templates set up & saved in the Advantage Suspense File.

Create J1s from Scratch

For the steps to create a new J1 from scratch, please reference the J1 section of the Advantage Transfer Documents Character Based Instructional Booklet found at http://cfo.asu.edu/fs-advhelp-training.

Create J1 Using Template

To create a new J1 in Advantage using an existing template, follow the steps below.

1. Leaf (L) to the Suspense File (SUSF) and search for Document type of J1 with an AGCY of DUM. Scan the table (hit enter to go to next page) until you find the document template you want to copy.

2. Type “S” in the ACTION field

3. Type “COPY” in the FUNCTION field

4. Type in “J1” in the TYPE field on the first line of the Suspense File

5. Type in your agency code in the AGCY field on the first line of the Suspense File, in this example 170 was used.

6. Type in “SPN9#” in the NUMBER field. Advantage will replace the # with the next number in the sequence.

7. Type in “X” in the SEL field on the line that contains the document you want to copy.

8. Hit “ENTER”. A new document has now been created with a document number that you assigned.

9. Enter in the variable fields and process as normal. Click the appropriate Document Name below to view the templates with the variable fields circled.

List of Templates

Document Name / Purpose
ASUF IDC DC / Decrease ASUF Unrestricted Gift Portion of Indirect Costs
ASUF IDC IN / Increase ASUF Unrestricted Gift Portion of Indirect Costs (Use this template during award setup)
COST TRANSF / Line Item NonPayroll Expense Transfer
DEFICIT LOC / Deficit Transfer to Local Account
DEFICIT TNS / Deficit Transfer to TNS account (Requires AD approval)
DEFICIT TNW / Deficit Transfer to TNW account (<=$300 Direct Costs)
IDC DECREAS / IDC Adjustment - Decrease
IDC ENCUMBR / Clear Positive IDC Encumbrance
IDC INCREAS / IDC Adjustment - Increase
IDC NEG ENC / Clear Negative IDC Encumbrance
RESIDUAL / Fixed Price Residual Transfer to Sponsored Residual Account
EAENC / Encumber Expense Advance (Student Use ONLY!!)
EAUNENC / Unencumber Expense Advance (Student Use ONLY!!)

Common J1 Commands in Advantage

Can use Key when in J1 or Code (in Function of J1 or Function on SUSF with X on Document in SEL column)

Command / Code / Key
Save Edits to Document / N/A / F7
Approve Document / A+ / F12 (J1 will run as part of nightly run)
Run Document / R / F8 (J1 posts to Advantage immediately)
Exit Document / E / F3
Remove Level 1 Approval / A- / N/A
Command / Code / Key
Delete Document / D / F9
Undelete Document / UD (from SUSF only) / N/A
Insert Line / I or NL / N/A
Delete Line / DL (Can be used on CTR J1 to delete fund balance when it isn’t required) / N/A
Free Document / Free (from SUSF only) / N/A
Override / OV / N/A
Get to Top of Document / T / N/A

Templates

See below for each of the templates with the variable fields circled.




Deficit Transfer to TNS account


Saving

Advantage documents are saved in their respective folders in the ACCTG folder under “Advantage Documents”. Reference “Processing Documents in AMT GCO Outboxes Job Aid” for student instructions and Job Aid Award Folder Structure and Naming Conventions.

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