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Result or Product of this Process

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This process is used to request a Journal Voucher.

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idCardsJV
Card
labelSummary

Project Managers should use this process to:

  • Move costs from one GL to another within a project
  • Move costs from one project to another project

DoF Accounting will use this process to:

  • Convert the project from a Capital to an Expense project
  • Move asbestos/moving to a separate cost object
  • Convert non-billable time to billable
  • Split the project into multiple projects after project completion
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labelProcess Map

Card
labelStep Descriptions

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Initiation

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  • Started by the Accounting Manager or the Project Manager who fills out the required fields and attaches the associated documents before using the Submit option
  • The next step is Capital Expense

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Final Invoice?

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  • Multiple fields are evaluated to determine the reason for the Journal Voucher
  • If True the next step is Acct Change eB Info and Create JV
  • If False the next step is Correct Project GL?

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Acct Change eB Info and Create JV

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  • The Accounting Manager reads the comments and reviews the process fields and executes the Complete option
  • The next step is Finish

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Correct Project GL?

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  • The Reason for JV Request field is evaluated to determine if this JV request is "To correct the cost element to which a cost was changed within a project"
  • If True (Yes) the next step is PC Creates Budget Change Process
  • If False (No) the next step is Asbestos Move?

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PM Creates Budget Change Process

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  • The project manager reads the comments and reviews the process fields and takes the Complete action
  • The next step is POs on Project?

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POs on Project?

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  • The data field "Are there any purchase orders on the project" is evalulated
  • If True (Yes) the next step is PM Creates Commitment Change Process
  • If False (No) the next step is Account Creates GL Change JV

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PM Creates Commitment Change Process

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  • The project manager  reads the comments and reviews the process fields and takes the Complete action
  • The next step is POs on Project?

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Account Creates GL Change JV

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  • The accounting manager reads the comments, reviews the process and takes the Complete action
  • The next step is Finish

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Asbestos Move?

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  • The data field "Asbestos moving to separate cost object?" is evaluated
  • If True (Yes) the next step is Acct Updates eB & Creates Asbestos JV
  • If False (No) the next step is Nonbillable/Billable.

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Acct Updates eB & Creates Asbestos JV

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  • The accounting manager reads the comments, reviews the process fields and takes the Complete action.
    The next step is Finish.

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Billable/Non-Billable

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  • The data field Reason for JV Request is evaluated to determine if it is equal to "Previously non-billable time is being determined as billable".
  • If True the next step is eB Admin Changes Project Number.
  • If False the next step is Wrong Project Cost?

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eB Admin Changes Project Number

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  • The eB admin reads the comments and reviews the process fields and takes the Complete action
  • The next step is Previous Time Bill?

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Previous Time Bill?

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  • The data field Reason for JV Request is evaluated to determine if it is equal to Previously non-billable time is being determined as billable
  • If True the next step is Accounting Creates Billable Time JV
  • If False the next step is Finish

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Accounting Creates Billable Time JV

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  • The accounting manager reads the comments, reviews the process fields and takes the Complete action
  • The next step is Finish

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Wrong Project Cost?

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  • The data field Reason for JV Request is evaluated to determine if it is equal to Costs were charged to the wrong project
  • If True the next step is Acct Creates Transfer JV
  • If False the next step is eB Admin Creates/Joins Projects

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Acct Creates Transfer JV

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  • The accounting manager reads the comments, reviews the process fields and takes the Complete action
  • The next step is Finish

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eB Admin Creates/Joins Projects

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  • The eB admin reads the comments and reviews the process fields and takes the Complete action
  • The next step is Acct Creates Cost Object IO

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Acct Creates Cost Object IO

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  • The accounting manager reads the comments, reviews the process fields and takes the Complete action
  • The next step is PM Determines/Triggers Reallocation

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PM Determines/Triggers Reallocation

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  • The project manager reads the comments and reviews the process fields and takes the Complete action
  • The next step is Finance Reallocates Cost

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Finance Reallocates Cost

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  • The financial analyst reads the comments and reviews the process fields and takes the Complete action
  • The next step is Accounting Creates Reallocation JV

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Accounting Creates Reallocation JV

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  • The accounting manager read the comments, reviews the process fields and takes the Complete action
  • The next step is Finish

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Finish

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Card
idPFIJV
labelProcess Form Instructions

Instructions for Project Managers

  1. Complete Section A

  2. To move costs from one GL to another on this project complete Sections B and C

  3. To move costs from this project to another project (or vice versa) complete Sections B and C.
    If you are not the PM on the other project you should attach documentation (email) indicating that the PM of the other project accepts the charges.
  4. If "other" provide as much information as possible.

Note: By using this process you are requesting a JV. The request is reviewed by accounting resources prior to any processing. If you do not have complete information fill in only the required fields and the information you have and accounting will guide you on any other information that is needed.

DoF Accounting Instructions

  1. Complete Section A
  2. To convert this project from a Capital to Expense project (or vice versa) complete Section E.
  3. To move Asbestos/Moving to a separate cost object , complete Section E.
  4. To convert non-billable time to billable, complete Section F.
  5. To split this project into multiple projects after completion, complete Sections D and E.