Journal Vouchers:

To Cancel Staledated Check

Example: you cut check number 1234 to a vendor for $25 on 12/28/97. This was charged
against the Student Council (account 410). It is now six months later and you find out that
this check has not cleared the bank and is still outstanding. Since you know that you must
cancel all staledated checks, you will input the following journal voucher (JV):

Acc.No. Debit Credit

Student Council 410 - 25.00
Cash 010 - 25.00

Workspace to input your own Journal Voucher:

Is this check over 6 months old? If no, then stop and wait until the check is at least 6
months old. If yes, then continue.
Which account was this check charged against? _________
What is their account number? __ __ __
What is the amount of the check? _________

ANSWER
Is this check over 6 months old? If no, then stop and wait until the check is at least 6
months old. If yes, then continue.
Which account was this check charged against? Student Council
What is their account number? 410
What is the amount of the check? $25.00

CORRECT Journal Voucher:

Acc.No. Debit Credit
Student Council 410 - 25.00
Cash 010 - 25.00
Journal Voucher
To Correct Erroneous Cash Disbursement Amount
Example: you cut check number 2345 to a vendor for $25. This is to be charged against
the Student Council (account 410). Unfortunately, you later find out that you had input $52
into the LSA computer (an overstatement of $25 - $52 = -$27). The correct journal voucher
will be to:

Acc.No. Debit Credit

Student Council 410 - 27.00
Cash 010 - 27.00

Workspace to input your own Journal Voucher:

Which account should this check be charged to? ________

What is their account number? __ __ __
What amount did you erroneously type into the LSA computer? _________
What amount should you have inputted (the correct amt)? _________

ANSWER
Which account should this check be charged to? Student Council
What is their account number? 410
What amount did you erroneously type into the LSA computer? $52.00
What amount should you have inputted (the correct amt)? $25.00

CORRECT JV:

Acc.No. Debit Credit

Student Council 410 - 27.00
Cash 010 - 27.00
Journal Voucher
To Correct Erroneous Cash Deposit Amount
Example: you input $25 as deposit number 9x-123 into the LSA computer. This is to be
deposited into the Student Council (account 410). Later when doing the monthly bank
reconciliation, you discover that you had actually deposited only $20 into the bank account
(an overstatement of $20 - $25 = -$5). The correct journal voucher (JV) will be to:

Acc.No. Debit Credit

Student Council 410 - 5.00
Cash 010 - 5.00

Workspace to input your own Journal Voucher:

Which account should this deposit be credited to? _________

What is their account number? __ __ __
What amount did you erroneously type into the LSA computer? _________
What amount should you have inputted (the correct amt)? _________

ANSWER
Which account should this deposit be credited to? Student Council
What is their account number? 410
What amount did you erroneously type into the LSA computer? $20.00
What amount should you have inputted (the correct amt)? $25.00

CORRECT JV:
Acc.No. Debit Credit
Student Council 410 - 5.00
Cash 010 - 5.00
Journal Voucher
To Correct Omitted Cash Disbursement Entry
Example: During the month of May, you typed and mailed out check number 2399 to the
vendor. This is to be charged to the Student Council (account 410). During June (after
closing the month of May) you discover that you forgot to input this $100 entry into the LSA
computer. The correct journal voucher (JV) will be to:

Acc.No. Debit Credit

Student Council 410 - 100.00
Cash 010 - 100.00

Workspace to input your own Journal Voucher:

Which account should this check be charged to? ________

What is their account number? __ __ __
What amount should you have inputted (the correct amt)? _________

ANSWER
Which account should this check be charged to? Student Council
What is their account number? 410
What amount should you have inputted (the correct amt)? $100.00

CORRECT JV:
Acc.No. Debit Credit
Student Council 410 - 100.00
Cash 010 - 100.00
Journal Voucher
To Correct Omitted Cash Deposit Entry
Example: In the month of March, you deposited $200 (deposit number 9x-200) for the
Student Council Carwash (account 310). In April, you discover that you did not input $200
into the LSA computer and realize that the LSA computer won’t allow you to input a March
entry . Therefore the correct journal voucher (JV) will be to:

Acc.No. Debit Credit

Student Council Carwash 310 - 200.00
Cash 010 - 200.00

Workspace to input your own Journal Voucher:

Which account should this deposit be credited to? ________

What is their account number? __ __ __
What amount should you have inputted (the correct amt)? _________

ANSWER
Which account should this deposit be credited to? Student Council Carwash
What is their account number? 310
What amount should you have inputted (the correct amt)? $200.00

CORRECT JV:
Acc.No. Debit Credit
Student Council Carwash 310 - 200.00
Cash 010 - 200.00
Journal Voucher
To Enter Debit Memo
Example: you received the May bank statement that shows a $5 debit memo. You deter-
mine that this $5 must be charged against the Student Council (account 410) because one
of their deposited checks had insufficient funds. The correct journal voucher (JV) will be to:

Acc.No. Debit Credit

Student Council 410 - 5.00
Cash 010 - 5.00

Workspace to input your own Journal Voucher:

Which account should this debit memo be charged to? ________

What is the account number? __ __ __
What is the amount of the debit memo? _________

ANSWER
Which account should this debit memo be charged to? Student Council
What is the account number? 410
What is the amount of the debit memo? $5.00

CORRECT JV:
Acc.No. Debit Credit
Student Council 410 - 5.00
Cash 010 - 5.00
Journal Voucher
To Enter Credit Memo
Example: you received the May bank statement that shows a $2 credit memo. You deter-
mine that this $2 should be credited to the Library Trust account (account 510) due to a
posting error with one of their deposited checks. Therefore the correct journal voucher (JV)
will be to:

Acc.No. Debit Credit

Library Trust 510 - 2.00
Cash 010 - 2.00

Workspace to input your own Journal Voucher:

Which account should this credit memo be credited to? ________

What is the account number? __ __ __
What is the amount of the credit memo? _________

ANSWER
Which account should this credit memo be credited to? Library Trust
What is the account number? 510
What is the amount of the credit memo? $2.00

CORRECT JV:
Acc.No. Debit Credit
Library Trust 510 - 2.00
Cash 010 - 2.00
Journal Voucher
Interest Income
There are three different JVs for (1) opening the investment account, (2) recognizing and
posting interest income, and (3) closing the investment account. For information on how to
make JVs recognizing Interest Income, please refer to the Interest Income segment.
I. Other

It is very possible that a school could face many different situations, each of which would
require a specific journal voucher entry to correct the school’s accounting records. Unfortu-
nately, it is not feasible to discuss each and every potential scenario and its correlating
journal voucher solution here in this webpage. Therefore this website chose to discuss the
eight most common scenarios that seem to recur and cause problems for the majority of
our school’s administrative staff.

If your school is facing a problematic scenario (requiring a journal voucher) that is not
discussed in this website, you may refer to Chapter 9 of DOE’s User Policy & Process Flow
Guide or you may call OBS: School Support Section for assistance.