Finance &gt; General Ledger &gt; Journal Vouchers &gt; FAST JV

**Creating & Approving JVs in FAST**

As stated previously, to keep ISU functioning optimally, University leadership needs accurate financial data, which results from maintaining a high standard of quality in our financial systems and processes. Quality systems mean better data. Better data drives better decision-making and more effective use of vital resources.

Consistently following the steps as outlined in the document below ensures that our financial records are as accurate as possible, enabling ISU to operate as smoothly as possible.

Quick Summary:

- A Journal Voucher (JV) is created by an 'Originator'
- The JV is routed through an 'Approval Queue' based on the Transaction Type:
  - Adjusting Journal Entries (JE16) require **one** approval
  - Interdepartmental Sales (IDS) require **two** approvals
- The JV is reviewed, approved, and sent to the Controller's Office ('Central') for final processing
- FAST JV automatically checks the JV against specific criteria to determine if further approval is required. The JV is then either:
  - auto-approved and posted to Banner **OR**
  - auto-routed to a Central Reviewer for further approval
- The 'Central Reviewer' either approves and posts the JV to Banner or routes it back to the Originator for revision

(See the diagram in the 'Routing JVs' section for more detail)

Prerequisites/ You'll need:

- access to the FAST JV Module
- an explanation of why the JV is needed
- supporting documentation to attach to the JV
- the Index & Account Codes to route From **AND** To
- to know the correct person to route the JV to
  - FAST Finance access if you need to look this up

Contact [Financial Reporting](https://www.isu.edu/financeadmin/departments/financial-reporting/our-team/) team with any questions

Log in to FAST and select the Journal Vouchers module from the navigation menu on the left.

(see the instructions for [accessing FAST modules](https://scribehow.com/shared/Access_the_FAST_AR_Module__lQKGXORkTBeSv-ZkBrGiwQ?referrer=workspace) if necessary)

Click the **Documents** tab and select ‘New’ from the dropdown menu

The 'Document (optional)' and 'Effective Date' are auto-populated by default. Leave them as is.

Select the type of JV to create from the Trans Type dropdown menu (either 'JE16' or 'IDS')

**Required:** Enter an explanation in the 'Document Text' box detailing why this JV is being created.

Optional: Enter a short description. This will auto-fill the description for each line item in the section below. If this JV relates to a documented transaction, it is **highly recommended** to include the Reference ID of that document (Invoice #, Receipt #, Journal Entry #, etc) in this field.

Click 'Save Document Header' to proceed to the Line Item Entry section

**Optional Bulk Import**

If you’re only making one adjustment, it’s usually quickest to enter the line items manually. However, if you have **many** transactions to enter into a single JV, FAST allows you to upload an Excel spreadsheet of up to 9,999 rows. Instructions for this option are included after the steps for the manual entry process.

Fill in the 'Description field' (or edit the auto-filled value) to clearly explain what each line item is for.

Add the 'FOAPAL' details for each line. Type the codes in or use the magnifying glass icons to search for and select them from a dropdown list.

When you enter an Index Code, the system will automatically fill in the Fund, Org, and Program fields for you.

\*\*Be aware that the Index field is case-sensitive and that Index Codes need to be **Upper Case** when typed in or your input will be rejected.

**IDS JVs**

When creating a JV for an Inter-Departmental Sale (IDS), at least one line will need to have a Credit to Acct Code 8991 for the Index receiving the Revenue. This was pre-populated when using DocuSign (process now retired), but in FAST JV you will need to input that yourself.

You will need to manually enter in or select the correct Account Code.

Enter in Activity & Location codes if applicable.

Enter in a Debit or Credit amount (an error will show if you try to save a line with both values showing '0.00') 

Click the 'Save & Plus' icon to save the current line and create the 2nd corresponding line.

**Best Practice**

- The first line should be the 'Source' or 'From' account. Use a debit to decrease the account balance or a credit to increase it. 
- The second line should be the 'Destination' or 'To' account. Use a debit to increase the account balance or a credit to decrease it.

The column headers include helpful reminders if needed.

**Bulk Upload Process** (skip to step 14 if all line items are entered and you're ready to continue)

To upload an Excel file containing multiple rows of line items, click "Excel Import"

The Excel file MUST be formatted in a VERY specific way for the system to be able to 'read' the line items and upload them.

If you're following this process for the first time, click 'Download Template' to get a correctly formatted file to fill out. This can then be saved and used again later.

Click "JV- Excel Import Template.xlsx" to download the needed template. Other files are included here for reference. Click the 'X' to close the window

Fill out the Excel sheet and respective columns.

Once the Excel file is ready for upload, click the 'Choose File' button to select it from your file explorer, or simply drag and drop the file onto the button.

Click "Next Import Step"

A progress bar will show the file's upload status. If successful, you'll see the newly added lines and a confirmation will pop up. Click 'Ok'

See the Troubleshooting section below if you encounter any errors.

When all line items have been entered, double check that the JV is in balance.

Click 'Attach Addition Information' 

**You will be prevented from submitting the JV without attaching documentation.**

Creating and Approving Journal Vouchers (JVs) in FAST JV

Create a JV