Getting Started with JVs

Before completing an AP Journal Voucher in the UGA Financial Management System, you need to know what type of doucment you are adjusting and how to go about getting the data necessary for the adjustment.

What type of transaction are you attempting to adjust?

A) Purchase Orders (Originating from UGAMART):

• In the UGA Financial Management System, run the UGA_AP_UGAMART_VOUCHER query to locate the information for the appropriate Purchase Order.

B) AP Payment Requests:

• Run the UGA_AP_PR_DETAIL_LOOKUP query to locate the information for the appropriate Payment Request.

C) Direct Billed Expenses (Originating from Travel Authorizations):

• Run the UGA_AP_TA_VCHR query. In the Description search field, enter the TA number. The AP Office always attempts to put the TA number as the request when processing direct billed expenses.

D) Previously Posted AP Journal Voucher:

• Essentially requesting an adjustment to a prior adjustment.
• The invoice number must be unique, but it is recommended that the new invoice number include the original number in some variety. Attempt saving the invoice number as "

For additional guidance on how to make changes based on journal source, see the Journal Correction Method by Source Reference Guide or the Correcting Charges Quick Reference.