Modifying journal voucher

This page allows you to modify the voucher selected. Tell me more.

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

The “Edit Journal Voucher” page appears.

The system displays the following:

Workflow Status

The status of the document as per workflow applicability.

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 voucher which could be “Fresh” or “Returned”.
Voucher Sub Type	It will be displayed with value saved during creation.

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

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. 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".

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 fields in the “Reversal Voucher Details” group box:

Reversal Voucher No.

The number identifying the reversal voucher.

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

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 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.

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 if required:

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.
	Help facility available.
	Press <Enter> key

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.

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.
Transaction Amount	The amount to be debited or credited in the corresponding account (Decimal). Mandatory. This amount is a 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	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 “Management Accounting” BPC.
	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

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).

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: When 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 for modifying, authorizing and deleting the journal vouchers.
Click the “Edit Voucher” pushbutton to save the modifications made.

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

Click the “Edit and Authorize Voucher” pushbutton to modify and authorize a journal voucher.

The status of the voucher is updated to “Authorized”.

Click the “Delete Voucher” pushbutton to delete the vouchers, which are in “Fresh”/ “Returned” status.

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

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

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.

Modifying journal voucher – An overview

You can also authorize the voucher while modifying. Only the vouchers, which are in “Fresh”/ “Returned” status, can be authorized. This page also allows you to delete the voucher. You can modify the transaction date of the voucher. 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 vouchers, which are “Returned” status, attain the “Fresh” status after modifying. The system updates the status of the voucher to “Authorized” after authorization. The system updates the status of the voucher to “Deleted” after deletion of the voucher. The system updates the login ID of the user and the system date along with the modification details. The system also displays the creation details of the voucher.

What you can do in this page

Bulk deletion of vouchers in “Fresh” status

Modify and authorize the voucher

Delete vouchers before authorization

Bulk deletion of vouchers in “Fresh” status

You can delete the vouchers, which are in “Fresh”/ “Returned” status in bulk. The system updates the status of the voucher to “Deleted” after deletion. The deleted vouchers cannot be used in any transaction.

Enter the fields in the “Search Criteria” group box to search for the vouchers.
Select the voucher in the multiline and click the “Delete Voucher” pushbutton to delete the vouchers.

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

Modify and authorize the voucher

The “Regular”, “Reversal”, “Recurring” and “Memorandum” journal vouchers, which are in “Fresh” or “Returned” status, can be modified and authorized.

Select the “Voucher Type” in the “Select Journal Voucher” page.
Modify the reversal details if required if it the voucher is of type “Reversal”.
Modify the fields if required.
Click the “Edit and Authorize Voucher” pushbutton to modify and authorize the vouchers.

The system updates the status of the journal voucher to “Authorized” and is available to be posted in the books of accounts.

Delete vouchers before authorization

You can delete vouchers, which are in “Fresh” and “Returned” status.

Select the vouchers, which are in “Fresh” or “Returned” status from the “Select Journal Voucher” page.
Click the “Delete Voucher” pushbutton to delete the voucher.

The system updates the status to “Deleted”. The deleted vouchers are not available for any transactions. These vouchers can be viewed in “View Journal Voucher” activity.