Denying an AP Journal Voucher

   Overview   

Spend Approvers can deny AP Journal Vouchers.

When an AP JV is denied, it is sent back to the initiator to correct and resubmit. Because the change(s) may affect the funds differently, the AP JV will be sent back through the approval path when resubmitted.

This means that the initiator needs to correct the JV and run all of the processing steps to finalize and submit it so that it is introduced back into the approval path.

An email will be sent to the initiator when a JV is denied. The message contains the Journal ID and Journal Date. Having this information will make the search for the JV much easier.

For further questions or more general best practices consult pages 2-3 of the Financial Review and Analysis Guide.

In this article, you will learn the steps to deny an AP Journal Voucher (JV) in the UGA Financial Management System.

JVs are posted against payment requests and charges coming from UGAmart.

1. Step 1

One USG Connect Employee Self Service page displayed with the Approvals tile highlighted

On the UGA Financial Management System Employee Self Service page, click the Approvals tile.

2. Step 2

Pending Approvals page displayed with the Vouchers link highlighted

The Pending Approvals page is displayed.

Select Voucher from the list of pending approvals in the left menu to view only AP JV requests.

3. Step 3

Pending Approvals page is displayed with Voucher 10007206 highlighted

A list of JVs awaiting your approval is displayed on the right side of the screen.

Click to select the Voucher (JV) that you want to approve.

Example shown here: Select Voucher 10007206.

4. Step 4

Pending Approvals page is displayed with Voucher Line highlighted

In the Line Details section, click to select the Voucher Line that you want view.

Example shown here: The description for Voucher Line 1 is that it is meant to change the Account Code for the original transaction.

Click the line to view it.

5. Step 5

Distributions page displayed and highlighted

The Distributions page is displayed.

The Line Details should balance to zero.

If necessary, scroll to the right to view the entirety of the chartstring(s).

6. Step 6

Distributions page displayed with the Close [X] button highlighted

When you are done reviewing the information for the line, click the Close [x] button in the top right corner of the window.

7. Step 7

Distributions page displayed with the Approver Comments field highlighted

In the Approver Comments field, you can see comments from other approvers associated with the JV.

8. Step 8

Distributions page displayed with the Approal Chain button highlighted

You can view the approval path for the JV.

Click the Approval Chain button.

9. Step 9

Approval Chain window displayed with the Multiple Approvers link highlighted

The Approval Chain window is displayed. You can view the Spend Approvers in the Approval Pools, along with comments from previous approvers.

In the Spend Approval - Pool I section, click on the Multiple Approvers link.

10. Step 10

Approver Information window displayed with the Back [<] arrow highlighted

The  Approver Information window is displayed, showing a list of names of approvers in the selected pool.

Click the Back [<] arrow in the top left of the window to return to the previous window.

11. Step 11

Approval Chain window displayed with the Close [X] button highlighted

Click the Close [X] button to return to the JV.

12. Step 12

Approval Chain window displayed with the More button highlighted

When you are ready to make a decision on the JV, you have the option to Approve, Deny, or put a Hold on the request.

Click the More button.

13. Step 13

Approval Chain window displayed with the Hold button highlighted

You can choose to put the Voucher on Hold so no one can approve or deny.

You might use this option if you need additional information before making an approval decision.

Note: Pushback is greyed out because it is not an option for JVs.

14. Step 14

Approval Chain window displayed with the Deny button highlighted

Example shown here: Deny the request because it is missing appropriate documentation. A denial of a JV returns it to the initiator.

Click the Deny button.

15. Step 15

Deny pop-up window displayed with the Approver Comments field highlighted

The Deny pop-up window is displayed.

Enter the reasons for denying the JV into the Approver Comments field.  

Example shown here: No supporting attachments were included, so enter "Needs a new attachment".

16. Step 16

Deny pop-up window displayed with the Submit button highlighted

Click the Submit button.
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