Journal Voucher Workflow Information
In 2004, Duke launched the Journal Voucher Workflow ("JV Workflow") Initiative in response to concerns raised by KPMG and the Audit Committee of the University's Board of Trustees.
In Fall 2005, nine (9) of the University's academic and administrative units and the entire Duke University Health System began using JV Workflow to review accounting transactions prior to posting to the SAP General Ledger.
University-wide implementation, which is ongoing, is scheduled for completion by April 10, 2006.
This section supplements existing guidance within Duke’s General Accounting Procedures with respect to Journal Vouchers. It has been created to support the implementation of journal voucher workflow across the University and Health System, although this guidance applies to all Journal Vouchers regardless of dollar amount, general ledger account, or originating management center.
Step-by-step training materials outlining the changes to the Journal Entry process as a result of the workflow implementation are also available.
Approval Parameters
As part of the JV Workflow initiative, certain journal entries (JVs) will require varying levels of approval based on parameters that were developed by the Management Centers across Duke.
Select the appropriate management center to view current Journal Entry (JV) approval parameters:
Accrual/Reversal Process for Journal Vouchers (JVs)
The implementation of JV workflow required a process change for all users of R/3 who post journal vouchers requiring reversal in a subsequent period (accruals). All users of R/3 who generate a journal voucher requiring subsequent period reversal should:
- Use transaction 'F-65' (parked document path) to complete any journal voucher that will require subsequent reversal.
- Use 'ZB' in the document type on the document header screen. This will flag the journal voucher for reversal in the subsequent period.
All reversals will be executed centrally by Accounting Services. Documents entered as 'ZB' will have a document type of 'ZB' on the reversal documents. Note individual users no longer reverse their own accruals, nor will they have access to the accrual path in R/3 (F.81).
Accounting Services will reverse all such journal vouchers on the Monday following final general ledger close out week.
The new process was effective on March 13, 2006 for all management centers.
If you have questions regarding, please contact Accounting Services at 684-3123 or Accounting Systems & Procedures at 684-2752.
Deletion of Parked and Not-Yet-Posted JVWF Documents
Effective January 17, 2007, Accounting Services will delete all documents on the parked document list or in JV workflow that have not posted within 60 days of the date the document was initiated (defined as the "entered on date"). On a daily basis, Accounting Services monitors both the parked document list as well as the JV workflow list of documents in process. On a weekly basis, Accounting Services notifies the responsible person of documents that are parked or pending approvals in JVWF (as defined below). A user or users will have received at least 8 such notices by the time Accounting Services deletes the document.
Deletion of Parked and Not-Yet-Posted JVWF Documents Policy
For questions regarding the new Journal Entry (JV) Workflow process or approval parameters, contact Accounting Systems and Procedures at 684-2752.
