Creating journal vouchers

This page allows you to create a journal voucher. Tell me more.

Select the “Create Journal Voucher” link under the “Journal Voucher” business component.

The “Create Journal Voucher” page appears.

The system displays the following:

Workflow Status

The status of the document as per workflow applicability.

Enter the following fields:

Voucher No.	A unique number identifying the journal voucher (Alphanumeric, 18). Mandatory. This number will be automatically generated if the “Numbering Type” in the “Numbering Class” business component for Journal Voucher type is not set to “Manual”. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Numbering Class” business component. This is generated on Creation of Journal Voucher.
Voucher Type	Use the drop-down list box to select the type of voucher from “Regular”, “Reversal”, “Memorandum”,"Tax" or "InterFB"
	Regular – indicates that the voucher is used for recording non-bank / cash transaction like transfers, rectifications, provisions or adjustments.
	Memorandum – indicates that the voucher has been created to simulate and view its impact in the books of accounts.
	Reversal – indicates that the voucher needs to be automatically reversed in the specified open financial period.
	Tax – indicates that the voucher is used for recording tax transaction.
	InterFB - Indicates that the voucher is used to create automatic journal voucher in the destination finance book.
	The system displays “Regular” by default at the launch of the page.

Note : Multiline Columns 'Destination OU, Destination Finance Book, Destination Account Code, Destination Cost Center, Destination Analysis Code, Destination Sub Analysis Code, Inter Finance Book JV, Destination Account Description Columns will be enabled if the voucher type is selected as InterFB

Voucher Sub Type

Use the drop down list box to select voucher sub type. The combo would be loaded with "IFRS Adjustments" and "Blank"

Note : This control will be visible for Voucher Type "Memorandum"

The system displays the following:

Status	The status of the voucher. A voucher can be accorded any of the following statuses:
	Fresh – indicates that the voucher has been created and is yet to be authorized.
	Authorized – indicates that the voucher has been authorized immediately after creation in this activity or in the “Authorize Journal Voucher” activity. Financial posting are made after a voucher is authorized.

Enter the following fields:

Transaction Date

The date on which the voucher is recorded in the books of accounts (Date Format). Mandatory. This date can also be before the system date in any open financial period. The system date is displayed by default. This date can also be later than the system date.

Note: This date can be prior to the system date if the vouchers have already been raised but not yet been entered in the system. The date can be later than the system date if “Allow Future dated transactions” is set to ‘Yes’ in the Company level Process Parameter business component. However the date cannot be greater than the system date for voucher type "InterFB" and "Tax".

Finance Book

Use the drop-down list box to select the code identifying the finance book in which the invoice posting is to be made. All the finance books that have been mapped to the login organization unit - login user will be available for selection in the ascending order if postings can be made in multiple finance books other wise the finance book set as default will be loaded. If postings must be made in a single finance book, the book that has been set as default will be displayed.

Note: The default finance book selected in the “Set Function Defaults” page will be displayed if the “Allow Multiple Finance Book Postings” field is set to “ Yes”.

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Regular” transaction voucher type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status as on the Transaction date. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.

You can also select “Manual” if you want to enter a unique voucher number of your own.

Enter the following fields in the “Reversal Voucher Details” group box. Data-entry in this group box is mandatory if “Voucher Type” selected is “Reversal”.

Reversal Voucher No.	A unique number identifying the reversal voucher (Alphanumeric, 18). This number will be automatically generated if the “Numbering Type” in the “Numbering Class” business component is not set to “Manual”. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component.
	The reversal voucher number is generated on creating the voucher.
Reversal Period	Use the drop-down list box to select an “Open” financial period. The financial periods must have been defined in the “Create Calendar” activity of the “Accounting Setup” business component.
Reversal Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Reversal” transaction voucher type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Numbering Class” business component and must be in “Active” status as on the Reversal date. The system displays the numbering type set as default for the transaction in the “Numbering Class” business component.
	You can also select “Manual” if you want to enter a unique reversal voucher number of your own.
	The system displays the following in the “Reversal Voucher Details” group box:
Reversal Date	The date on which the voucher is to be reversed. The first date of the financial period selected as the “Reversal Period” will be defaulted on launch of the page.

Enter the following fields:

Control Total

The control amount that keeps track of the total debit amounts entered in the multiline (Decimal). The value entered in this field must be greater than zero.

Note: This field must not be left blank if the “Input Control Total” parameter has been set as “Yes” in the “Set Function Defaults” activity.

Remarks	Any comments regarding the voucher (Alphanumeric, 255).
	Zoom facility available.

Click the icon provided alongside to enter the remarks.

Enter the following in "Project Information" group box:

Project OU	Use the drop-down list box to select the organization unit in which the project code has been created. The combo would be loaded with the OUs to which "Project Definition" business component mapping exists. The system displays blank by default on launch of the page.
Project /Sub-Project Code	The project /sub project code to which transactions are to be attached. This code should have been defined in the "Project Definition" business component and the status of the code should be either "Approved" or "Revised”.
	Help facility available.

The system displays the following in the "Project Information” group box:

Project /Sub-Project Description

The description of the project / sub-project.

If you want to retrieve the account codes in the “Accounting Information” multiline, use the distribution number. The system retrieves all the account codes assigned to the distribution number.
Enter the following fields in the “Accounting Information” group box. Data-entry in this group box is mandatory if you want to default account codes in the multiline.

Distribution No.	A unique number identifying the distribution setup (Alphanumeric, 18). This number must have been defined in the “Create Distribution Setup” activity and must be in “Fresh” status. Based on the number entered the system will retrieve the account codes, transaction currency and the debit / credit identifiers in the multiline.
	Press <Enter> key.
	Help facility available.

Note: If the distribution number is selected for the second time, then their corresponding details will be appended in the multiline with the already available details.

Transaction Amount	The voucher amount (Decimal). This amount must be greater than zero.
	The transaction amount entered will be distributed among the account codes of the distribution number. The transaction amount will be distributed in the percentage (if) specified for the Distribution number and will be displayed in the multline. If no percentage is specified for the distribution number, no transaction amount is displayed in the multiline.

Click the “Get” pushbutton to retrieve the account codes for the distribution number entered.
Enter the following fields in the “Accounting Information” multiline:

Account Code	The code identifying the account to which the accounting entries will be posted (Alphanumeric, 32). Mandatory. The account codes must have been created in the “Create Operative Chart of Accounts” activity of the “Accounting Setup” business component.
	Help facility available.

Note: The Account code should be mapped to the Finance book selected as on the transaction date. Account properties (that is Account Group, Account Classification, Auto Posting Account type and Control Account type) of the selected Account code should not be excluded for Journal Voucher type in “Maintain Posting Rule” activity in “Accounting Setup” business component.

Note: You can either enter the account code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar account codes and account names from which you can select the required account code.

Dr. / Cr.	Use the drop-down list box to select whether you want to “Debit” or “Credit” the voucher entry that is being created in the corresponding account code. The system displays “Debit” by default at the launch of the page.
Transaction Currency	Use the drop-down list box to select the code identifying the currency in which the transaction has taken place. The system displays the base currency of the login organization unit by default at the launch of the page.
	The transaction currency listed will be Base currency and all the currencies in which transaction can take place, when currency of the account code entered is Base currency of the company. The transaction currency listed will be only the Account currency, when currency of the account code entered is not Base currency of the company.
Transaction Amount	The amount to be debited or credited in the account (Decimal). Mandatory. This amount is a percentage of the “Transaction Amount” if entered in the “Accounting Information” group box, based on the distribution number selected.
Exchange Rate	The exchange rate of the transaction currency in case it is different from the base currency of the login organization unit (Decimal). Mandatory. “1” is displayed if the transaction currency is the same as the base currency of the login organization unit.

The system displays the following in the “Accounting Information” multiline:

Base Amount

The transaction amount in the base currency of the login organization unit . This base amount is the product of the “Transaction Amount” and the “Exchange Rate”.

Enter the following fields in the “Accounting Information” multiline:

Remarks	Any observations pertaining to the account (Alphanumeric, 255).
Cost Center	The cost center to which the amount must be posted (Alphanumeric, 10). Data-entry in this field is mandatory if the account code has been mapped to a cost center in the “Cost Setup” business component.
	Help facility available
Analysis Code	The analysis code to which the selected account is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5).
	Help facility available.
Sub Analysis Code	The sub analysis code, which is mapped to the analysis code in the "Assign Sub Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5).

Note: In the columns – Cost Center, Analysis Code and Sub Analysis Code, you can either enter the code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar codes and descriptions from which you can select the required code.

Destination Company

Use the drop down list box to select the destination company for the INTERCOMP usage transactions. This combo would be loaded with all the companies in the installation other than Login OUs Company.

Note: The combo would be loaded based on the parameter value "Auto Generation of InterFB Journal Vouchers across companies"

Destination OU

Use the drop-down list box to select the OU in which the auto InterFB journal voucher will get generated.

Note: The values should be loaded based on the value selected in the CPS parameter "Destination Finance Books for InterFB JV"

Destination Finance Book

Use the drop down list box to select the finance book in which the auto InterFB journal voucher will get generated.

Note: The values should be loaded based on the value selected in the CPS parameter "Destination Finance Books for InterFB JV"

Destination Account Code	The account code to be used in the destination journal voucher for contra leg can be specified here.
	Help facility available.
Destination Cost Center	The cost center to which the amount must be posted (Alphanumeric, 10). Data-entry in this field is mandatory if the Destination account code has been mapped to a cost center in the “Cost Setup” business component.
	Help facility available.
Destination Analysis Code	The analysis code to which the given Destination account is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5).
	Help facility available.
Destination Sub Analysis Code	The sub analysis code, which is mapped to the Destination analysis code in the "Assign Sub Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5).

To retrieve the Transaction and Base Amount Totals use the “Compute Totals” pushbutton.

The system displays the following:

Inter Finance Book JV

The auto generated journal voucher.

Enter the following field in the “Accounting Information” multiline:

CFS Ref. Doc. OU	Use the drop down list box to select the OU in which the CFS reference document has been created. The combo will be loaded with the OUs where the interaction between the components Journal Voucher and Documentation exists.
CFS Ref. Doc. Type	Use the drop down list box to select the CFS reference document type. The combo will be loaded with "Application", "Auction" and "ESC".
CFS Ref. Doc. No.	The unique transaction number to which all Container Freight Station transactions are linked.
	Help facility available.

Note: CFS Ref. Doc. OU., CFS Ref. Doc. Type and CFS Ref. Doc. No. columns will be enabled only when the IPS parameter "Container Freight Station Applicability" is set as "Yes".

The system displays the following.

Account Description	The textual description of the account code.
Destination Account Description	The textual description of the Destination account code.

Note: The controls Dest Comp, Destination OU, Destination Finance Book, Destination Account Code, Destination Cost Center, Destination Analysis Code, Destination Sub Analysis Code, Inter Finance Book JV and Destination Account Description are visible when the Voucher Type option is selected as “InterFB”.

Click the “Compute Totals” pushbutton to calculate the transaction and base amount totals.

The system displays the following:

Note: The debit total or the credit total of the voucher must be equal to the value entered in the “Control Total” field.

Transaction Amount
Debit Total	The sum of the transaction amounts of all the debit accounts if the transaction currency of all the accounts is the same.
Credit Total	The sum of the transaction amount of all the credit accounts if the transaction currency of all the accounts is the same.

Note: The transaction amount total is not displayed if the transaction currency of all the account codes in the multiline is the same.

Base Amount
Debit Total	The sum of the base amount for all the debit accounts.
Credit Total	The sum of the base amount for all the credit accounts.

Check the box in the “Select” column of the multiline to mark the account codes for deletion.
Click the “Create Voucher” pushbutton to create a new journal voucher.

The system generates the voucher number based on the numbering type selected. The system generates the reversal voucher number if the “Voucher Type” selected is “Reversal”. The status of the voucher is updated to “Fresh”.

Click the “Create and Authorize Voucher” pushbutton to create and authorize a journal voucher.

Note: The amount entered must not exceed the budget amount as set for the Financial year / period for the account code in the business component “Account Based Budget”

The system checks for authorization capacity of the user along with authorization limit if set for the journal voucher transaction.

The system generates the voucher number based on the numbering type selected. The status of the voucher is updated to “Authorized”.

Click the “Print Journal Voucher" pushbutton to print the voucher.

The system displays the following:

Created By	The login user ID of the person who has created a journal voucher.
Created Date	The date on which the journal voucher was created.

To proceed, carry out the following

Select the “Edit Journal Voucher” link at the bottom of the page to modify the details of the journal voucher.
Select the “Attach Notes” link at the bottom of the page to append any observation regarding the document.
Select the "Tax Calculation - Summary" link at the bottom of the page to compute a tax calculation.
Select the “Collaborate” link at the bottom of the page to record or to view the observations or comments or discussions regarding the document.

Creating journal vouchers – An overview

You can select the type of voucher to be created. You can enter a unique voucher number for the journal voucher in case you have opted for the manual numbering type. Otherwise, the system generates the unique voucher number for the journal voucher. You can also select the finance book in which the voucher is to be posted.

In case you want to reverse the voucher created, automatically on a future date, you can enter the reversal details. In case you want to reverse a voucher you can enter the reversal details. You can enter a unique voucher number for identifying the reversal voucher in case you have opted for the manual numbering type. Otherwise, the system generates the unique voucher number for the reversal voucher.

You can enter the control total to keep a check on the debit total of the voucher. You can enter the account codes or default the same using the distribution number. Exchange rates can be modified within the tolerance limit specified. You can also capture details like cost center, analysis and sub-analysis codes, which are used for management accounting purposes.

This page also allows you to authorize the journal voucher. The system updates the status of the journal voucher as “Authorized”. The system also stores the login ID of the user and the system date along with the journal voucher. You cannot modify the details of an authorized journal voucher. This page also allows you to print a journal voucher that is in the “Authorized” status.

Help facility is available in this page to retrieve the distribution number, the account code, the cost center and the analysis code.

Prerequisites

Mandatory

“Finance Book” must be defined in the “Organization Setup” business component.
“Numbering Type” must be defined in the “Document Numbering Class” business component.
“Currency” must be defined in the “Organization Setup” business component.
“Exchange Rate” must be defined in the “Exchange Rate” business component.
“Account Codes” must be defined in the “Accounting Setup” business component.
“Account Codes” must be mapped to the Finance book in the “Accounting Setup” business component.
“Financial Year” and “Financial Period” must be defined in the “Accounting Setup” business component.
“Set Function Defaults” activity must be completed in this business component.

Optional

“Cost Center” must be defined in “Cost Element” activity of the “Cost Setup” business component.
“Analysis and Sub-analysis Code” must be defined in the “Create Analysis Code” activity of the “Account Based Budget” business component.
“Distribution Number” must be defined in the “Create Distribution Setup” activity of this business component.

What you can do in this page

Create journal vouchers of different types

Create and Authorize journal vouchers

Create and authorize post-dated journal vouchers

Create journal vouchers of different types

Journal vouchers can be categorized as “Regular”, “Reversal” and “Memorandum”.

Set the “Voucher Type” field to “Regular” to create a “Regular” journal voucher.
Set the “Voucher Type” field to “Reversal” to create a “Reversal” journal voucher.
Set the “Voucher Type” field to “Memorandum” to create a “Memorandum” journal voucher.

Create and Authorize journal vouchers

The “Regular” and “Reversal” journal vouchers can be authorized.

Set the “Voucher Type” to “Regular” or “Reversal”.
Enter the necessary information.
Click the “Create and Authorize Voucher” pushbutton to create and authorize a journal voucher.

The status of the journal voucher is updated to “Authorized” and it can be posted in the books of accounts.

Create and authorize post-dated journal vouchers

You can create and authorize journal vouchers to be posted at a date later than the current date. The voucher will be posted in the books of account on the transaction date.

Set the “Voucher Type” to “Regular” or “Reversal”.
Enter the “Transaction Date” later than the system date.
Click the “Create and Authorize Voucher” pushbutton to create and authorize the journal voucher.

The status of the journal voucher is updated to “Authorized”. The voucher is posted in the books of accounts on the transaction date.