Authorizing journal voucher

This page allows you to authorize or reject the selected voucher. Tell me more.

Select the “Journal Voucher” link available in the “Select Journal Voucher” page.

The “Authorize Journal Voucher” page appears.

The system displays the following:

Workflow Status

The status of the document as per workflow applicability.

Note: The vouchers can also be modified before authorization.

The system displays the following:

Voucher No.	A number identifying the voucher number.
Voucher Type	The voucher type, which could be “Memorandum”, “Recurring”, “Regular”, "Tax", “Reversal" and "InterFB"
Status	The status of the journal vouchers.

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 defaulted as InterFB

Note: Only the vouchers, which are in “Fresh” status, can be authorized.

Modify the following field if required:

Transaction Date

The date on which the voucher is recorded in the books of accounts (Date Format). Mandatory. The transaction date must be prior to the reversal date. This date can also be before the system date in any open financial period.The date can also be greater than the system date in any of the open financial period.

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. This date can be later than the system date, if “Allow Future dated transactions” in Company level parameter business component is set to “Yes”.However the Date cannot be greater than the system date for voucher type "InterFB" and "Tax".

The system displays the following:

Finance Book

The code identifying the finance book to which the voucher entries are to be posted.

The system displays the following in the “Reversal Voucher Details” group box:

Reversal Voucher No.	A number identifying the reversal voucher.
Reversal Period	Use the drop-down list box to select an “Open” financial periods. The financial periods must have been defined in the “Create Calendar” activity of the “Accounting Setup” business component.

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 date saved during creation/modification will be defaulted.

Modify the following fields if required:

Control Total

The control amount that keeps track of the total debit amounts entered in the multiline (Decimal).

Note: You can enter the control total only if the “Input Control Total” field is set to “Yes” in the “Set Function Defaults” activity.

It the control total is specified and the transaction currency for all the account number is same, then the sum of transaction amount of all the debit accounts must match with the control total.

If “ Input control Total” field is set to “No” in the “Set Function Defaults” activity, then control total check is not performed.

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

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.

The system displays the following in the “Source Document Information” group box:

Transaction Number	The number identifying the InterFB transaction for which the JV is auto generated.
Transaction Type	The transaction type of the source document.
Transaction OU	The transaction OU of the source transaction.
Transaction Date	The date of creation of source transaction.
Finance Book	The finance book of the source transaction.

Note: The Source Document Information group box will be displayed only if the Journal Voucher is auto generated from the Supplier Direct Expense Invoice.

Modify the following fields in the “Accounting Information” group box:

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 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.

Click the “Get” pushbutton to retrieve the accounting information.

Note: If the “Transaction Amount” is entered, then the percentages must have been defined for the distribution number.

If the transaction currency is the same for all the account code for the distribution number and if the percentage is specified, then the system distributes the transaction amount for the debit and the credit account.

Modify the following fields in the multiline if required:

Account Code	The code identifying the account (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: 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 that is being created in the corresponding account code.

Note: Atleast one account must be debited and one must be credited.

Transaction Currency

Use the drop-down list box to select the currency in which the transaction has taken place. The system displays the base currency of the login organization unit by default.

Note: If Account currency is Base currency of the company, then Transaction currency can be the base currency or foreign currency. If Account currency is foreign currency, then transaction currency can be only the Account currency.

Transaction Amount	The amount to be debited or credited in the corresponding account (Decimal). Mandatory. This amount can also be percentage of the “Transaction Amount” 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.

Note: Exchange rate if modified, must be within the tolerance limit set in the “Exchange Rate” business component.

The system displays the following in the multiline:

Base Amount

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

Modify the following fields in the multiline if required:

Remarks	Remarks Any remarks 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: The account code, cost center, analysis and sub analysis code must be unique. The account code must be mapped to the cost center.

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.

Modify the following fields in the multiline if required:

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

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:

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

Note: If the transaction currencies for all the accounts are same, then the debit total must be equal to the credit total.

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.

Note: The system overwrites the debit and credit transaction and base totals if the new value is computed.

Check the box in the “Select” column of the multiline to mark the vouchers.
Click the “Authorize Voucher” pushbutton to authorize the vouchers

The system updates the status of the voucher to “Authorize”.

Click the “Return Voucher” pushbutton to reject the voucher

The system updates the status of the vouchers to “Returned”.

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

The system displays the following:

Created By	The login ID of the user who created the journal voucher.
Created Date	The date on which the vouchers are created.
Last Modified By	The login ID of the user who last modified the voucher.
Last Modified Date	The date on which the vouchers were modified last.

To proceed, carry out the following

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.

Authorizing journal voucher – An overview

Only the vouchers in “Fresh” status can be authorized or returned. You can also modify the voucher details before authorization. On authorization the vouchers details will be posted in the selected finance book.

You can modify the date on which the vouchers were raised. The reversal period for the “Reversal” voucher type can also be modified. You can modify the code identifying the account, its identifier, the transaction currency of the voucher, the amount of the transaction, exchange rate can be modified within the tolerance limit, the code identifying the cost center, its analysis and the sub-analysis code. The debit and the credit total for the transaction and the base amount can be recomputed.

The system updates the status of the voucher to “Authorized” after authorization. The system updates the status of the voucher to “Returned” after rejection of the voucher. The vouchers, which are in “Returned” status, attain the “Fresh” status after modifying. The system updates the login ID of the user to the last modified by and the system date to the last modified date. The system also displays the creation details of the voucher.

What you can do in this page

Selecting vouchers based on the voucher type

Set “Voucher Type” to “Regular” to retrieve the regular vouchers for authorizing or rejecting.
Set “Voucher Type” to “Recurring” to retrieve the recurring vouchers for authorizing or rejecting.
Set “Voucher Type” to “Reversal” to retrieve the reversal vouchers for authorizing or rejecting.