Revenue Journal Vouchers (RT) Training

The Revenue Journal Voucher module of the Financial Transaction System (FiTS) allows departments to move current fiscal year revenues between departmental FOAPs (Fund-Organization-Account-Program), where the Fund, Organization, and Account fields are 6-digit required codes,the Program field is a 2-digit required code. The Activity field is not a required field and should not be populated.

The FiTS Revenue JV module cannot be used to move prior fiscal year revenues, transactions that originally reduced revenue, or correct account codes. Requests of this nature must be emailed to Accounting Services at hscacc@ttuhsc.edu.

After review and approval, the system will post the Revenue JV to Banner. Functional review and final approvals are managed through FiTS. Transaction tracking, archiving, and retrieving of information related to the Revenue JV is managed within the system as well.

FiTS allows a departmental user to do the following:

• Start a Revenue JV request
• Resume completion of a Revenue JV request
• Submit a Revenue JV request to approvals
• Delete a Revenue JV request
• Review the Status of a Revenue JV request
• Review the History of a Revenue JV request

The system can be accessed from:

• FiTS
• WebRaider portal > Business Affairs tab > Links to Financial Systems > Financial Transaction System (FiTS)

Creating a Revenue Journal Voucher

To begin a Revenue JV, click the Create Revenue JV tab at the top of the webpage.

Revenues can be searched for in the following ways:

• FOAP - Search by Fund and/or Orgn, or by the entire FOAP
• Document ID - Search by a complete Document ID or a portion of a Document ID
• Transaction Amount Range - Search by an amount using only the Transaction Amount From field or a range of amounts using the Transaction Amount From and the Transaction Amount To fields
• Date Range - Search by a date using only the Date From field or a range of dates using the Date from and the Date to fields

Begin each search by selecting H from the Chart drop-down box. Enter the desired search parameters and click Search.

When the system has finished searching, any revenue transactions that match the search criteria will populate in the section directly below the search function.

The search may return multiple pages of results. If you do not see the specific revenue you are looking for, use the arrows at the bottom of the Search Transaction History section to move to the next page(s).

The search results will also reflect the amount of revenue that has already been transferred and/or has pending transfer requests waiting for approvals. The Select button will be unavailable if the revenue has been fully transferred to another FOP or if the transaction is a reduction in revenue.

When you locate the specific revenue to be transferred, click Select for the desired revenue line. This transaction will populate in the Revenue JV section below.

Once this has been completed, a Revenue JV Request ID (FiTS ID) is assigned. The FiTS ID can be used to track your Revenue JV throughout the approval process.

In the Revenue JV section, click Edit to enter the FOP you would like the revenue transferred to. The Activity field should be left blank.

Enter the amount to be transferred in the Amount field. You can enter the entire amount or an amount less than the original revenue. After all required boxes have been completed, click Save to save your progress.

You can select additional revenues from the original search, or begin a new search by clicking Clear Search. After all required fields have been completed on the Step 1 - Revenue JV tab, select the Step 2 - Questions Attachments Comments tab.

There is one standard question that must be answered with clear and adequate information:

• Why is the revenue being reclassed?

To add an answer to the required question, click Edit Answers. An answer must be provided otherwise the Revenue JV cannot be submitted.

After completing the required question, click Save Answers. If you do not click Save Answers before navigating to another tab, the system will not save your answers and you will lose all the information you entered.

In the Attachments section, you can upload attachment(s) (in one of the allowed file types) to provide additional information regarding the Revenue JV. Attachments can be deleted after they have been added.

In the Comments section, you can add a comment by typing text into the box, then click Add to save the comment. Comments cannot be deleted after they have been added.

After all of the required questions have been answered, attachments are added, and any additional comments are provided, move to the final tab, Step 3 - Finish. This tab allows you to perform a variety of different tasks. They are:

• Started (Started and will mark Complete later)
• Saves your progress but will not mark the Revenue JV as complete.
• Once clicked, it will take you back to a blank Step 1 - Revenue JV tab to begin a new Revenue JV if desired.
• To mark the Revenue JV as Complete after clicking this option, search for the Revenue JV in the Status tab (instructions located below).
• Complete (Mark as Complete)
• Marks the Revenue JV as complete in the system, but will not route through approvals.
• To send the Revenue JV to approvals after clicking this option, search for the Revenue JV in the Status tab (instructions located below).
• Approvals (Submit to Approvals)
• Sends the Revenue JV to the Accounting Services Approval queues for review, approval, or rejection.

Selecting Complete (Mark as Complete) does not send the Revenue JV to approvals. To send the Revenue JV to approvals, navigate to the Status tab, locate the Revenue JV by the FiTS ID, click Approvals.

After the Revenue JV is submitted to approvals, Accounting Services will have the option to either Approve or Reject the Revenue JV. If errors or lack of justification are found, the Revenue JV can be rejected.

In the case of rejection, the Revenue JV Originator will receive a rejection email notification from the ITIS Financial Transaction Entry System. The email will reference the specific FiTS ID that has been rejected with a link to the Step 2 - Questions Attachments Comments tab of the Revenue JV.

Scroll down to the Comments section to review the rejection reason and comments pertaining to the rejection. To expand the comments, click the desired comment in the Comment box to review the rejection reason or comments added by the reviewer.

The rejection reason and any comments pertaining to the rejection will be shown in the form of a pop-up message.

After reviewing the rejection reason and/or comments, modify the Revenue JV accordingly. After providing the requested information or making the requested changes, click the Step 3 - Finish tab and select Approvals to send the Revenue JV through the approval process again.

Deleting a Revenue Journal Voucher

Only the Originator of a Revenue JV has the ability to delete a Revenue JV from FiTS.

To delete a Revenue JV in FiTS, select the Status tab. The screen populates with all the FiTS documents you originated and have not been submitted or completely approved and processed. Select the RT radio button to limit the search to Revenue JVs.

Search for the Revenue JV(s) you wish to delete by Fund, Orgn, Date Range that the Revenue JV was last modified, and/or FiTS ID or by using the forward and back buttons at the bottom of the page.

*For more detailed instructions on how to use the search capabilities, review the Status section of this training material.

Once the Revenue JV to be deleted is located, click Delete on the line of the Revenue JV.

After clicking the Delete button, a pop-up message will appear to confirm the selected Revenue JV should be deleted. If this selection is correct, click OK. If not, click Cancel.

If the Revenue JV that was searched for does not have the Delete button populated to the right of the transaction, you are not able to delete the request. In order to delete the Revenue JV, contact the Accounting Services Approver to have it rejected in the system so you can then delete the request.

The approval status can be determined by click the Review button next to the Revenue JV to be deleted. This list will indicate who has the option of rejecting the Revenue JV.

• The FROM and TO Accountant are in the only approval group. If any one of these persons have not approved or rejected the request they will be able to reject the request (when a request is approved or rejected the Approve/Reject, Approved By, and Approval Date fields are populated with the noted information).

After the Revenue JV has been rejected, you will need to search within the Status tab for the FiTS ID to be deleted. You should now have the option to delete the Revenue JV.

Originators will receive an email from the ITIS Transaction Entry System for any Revenue JVs that remain in the Status tab and have not been modified for 7 days informing them that the Revenue JV will be deleted the following Monday. To prevent the Revenue JV from being deleted, the Originator will need to make the necessary corrections before the following Monday.

Searching the Status Tab

The Status tab can be used to search for Revenue JV(s) that have not been completely processed and are pending Completion or Approvals. To begin, click the Status tab from the home page.

The Status tab automatically populates all FiTS transactions for which you are the Originator or TEAM App Financial Manager or Approver.

Users can search in the following ways:

• Chart: Select “H” for Health Sciences Center.
• Fund & Orgn: Search by either Fund or Orgn, or both.
• User: Search for all FiTS transactions a user is involved in, use the magnifying glass to select the correct name.
• Date Range: Search by the last date a transaction was modified using the Date from field or by a date range
• FiTS ID: Search by all or a portion of the ID.

Users can search using multiple parameters from the list above. Depending on how many parameters are used, the search may have to be refined or expanded.

After entering the desired search parameters, click Search to perform the search. If you would like to perform a different search, click Clear Search to clear the search fields.

Depending on how many results are returned, move between the pages of results using the arrow buttons near the bottom of the page. You may select the number of rows displayed per page by using the radio buttons.

In addition to Revenue Journal Vouchers, FiTS is used for Cost Transfers (CT), Interdepartmental Billings (IV), and Internal Purchase Funding Transfers (PT). Search results can be limited to only Revenue JVs (RT) by selecting the RT radio button.

The results will be sorted numerically by the FiTS ID. To sort the results by any of the other columnar fields, click on the column heading to sort by that field.

The search results will also show the following information:

• Status: Stage of the FiTS process for the Revenue JV
• Originator: Person who submitted the Revenue JV
• Last Mod Date: Date of the last modification to the Revenue JV
• Last Modified By: User who last modified the Revenue JV

The Status column of the search results will reflect the current stage in the FiTS process for a specific Revenue JV. These stages include:

• Started: Revenue JV has been started by the Originator but not marked complete. An Originator of a Revenue JV will have the option to click Edit or Delete the Revenue JV from FiTS.
• Completed: Revenue JV has been marked complete, but not submitted to Approvals. An Originator for a Revenue JV will have the option to Edit, Delete, or Approvals. Selecting Approvals will send the Revenue JV into the approval process.
• Submitted: Revenue JV has been submitted for approval. An Originator for the Revenue JV will be able to check the progress of the approvals.
• Rejected: Revenue JV has been rejected in FiTS by Accounting Services. An Originator will have the option to Edit or Delete the Revenue JV.
• Errors: Revenue JV has incurred an error while trying to post. Please contact Financial Systems Management at fsm@ttuhsc.edu for assistance.

Searching the History Tab

The History tab can be used to search for any Revenue JV(s) that have been processed and posted. To begin, click the History tab from the home page of FiTS.

The History tab does not automatically populate with any documents. Users can search for a specific Revenue JV using the following ways:

• Chart: Select “H” for Health Sciences Center
• Fund & Orgn: Search by either Fund or Orgn, or both
• User: Search for all FiTS transactions a user is involved in and use the magnifying glass to select the correct name
• Date Range: Search by the last date a transaction was modified using the Date from field or by a date range
• Transaction Date: Search by the documents Banner transaction date
• Doc ID: Search by all or a portion of the Banner Document ID that the Revenue JV was assigned when it was fully processed and posted.
• FiTS ID: Search by all or a portion of the ID.

Users can search using multiple parameters from the list above. Depending on how many parameters are used, the search may have to be refined or expanded.

After entering the desired search parameters, click Search to perform the search. To perform a different search, select Clear Search to clear the search fields.

Depending on how many results are returned, use the arrow buttons near the bottom of the page to move between the pages. Select the number of rows displayed per page by using the radio buttons.

In addition to Revenue Journal Vouchers, FiTS is used for Cost Transfers (CT), Interdepartmental Billings (IV), and Internal Purchase Funding Transfers (PT). Use the radio button to limit search results to only Revenue JVs (RT).

The results will be sorted numerically by the FiTS ID. To sort by any of the other columnar fields, click the column heading to sort by that field.

The search results will also display the following information:

• Doc ID: Banner document number assigned when processed
• Originator: Person who submitted the Revenue JV
• Last Modified By: User who last modified the Revenue JV
• Last Modified Time: Date of the last modification to the Revenue JV
• Transaction Date: Transaction date the Revenue JV was posted to Banner with

To view the details of the processed Revenue JV, click View.

If you have a policy question regarding the Revenue Journal Voucher process, please contact Accounting Services at hscacc@ttuhsc.edu.

If you have a training question about FiTS, please contact Finance Systems Management at fsm@ttuhsc.edu.