Creating recurring voucher template

This page allows you to create templates, which are of recurring nature for a recurring amount and predetermined accounting entries. Tell me more.

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

The “Create Recurring Voucher Template” page appears.

Enter the following fields:

Template No.	A unique number identifying the template number (Alphanumeric, 18). Mandatory. This number will be automatically generated if the “Numbering Type” in the “Document 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.
Numbering Type	Use the drop-down list box to select the numbering type for the recurring voucher template. 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 voucher number of your own.
Status	The status of the template. The statuses could be
	Active – The templates at the time of creation is in “Active” status.
	Closed – When all the vouchers in the template are authorized, then the template is in “Closed” status.
	Terminated – The templates after deletion attains the “Terminated” status. The templates can be deleted in the “Edit Recurring Voucher Template” activity.

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”. The default finance book selected in the “Set Function Defaults” page will be the only finance book available for selection if the “Allow Multiple Finance Book Postings” field is set to “No”.

Effective Date From	The date from which the recurring voucher template is effective (Date Format).
Effective Date To	The date till which the recurring voucher template is valid (Date Format).
	The start date and the end date should fall within the open financial year.
Posting Frequency	The frequency in which the vouchers are to be generated. The options available are
	Daily – The entries are posted in the books of accounts on a daily basis.
	Financial Period – The entries are posted on the beginning of each financial period – Financial period start date.
	Fortnightly – The voucher entries are posted on 1^st and 16^th of every month till the effective to date.
	Monthly – The entries are posted on every 30^th day starting from the “Effective Date From” date.
	Weekly – The entries are posted in the books of accounts on a weekly basis. The system generates the journal vouchers starting with the “Effective From Date” on each 8^th day till the date specified in the “Effective To Date” field.

Note: If the “Posting Frequency” selected is “Weekly”, then the difference between the effective dates must be greater than 7. The entries will be passed only with respect to completed week only.

If the “Posting Frequency” selected is “Monthly”, then the difference between the effective dates must be greater than or equal to 31. The entries will be passed with respect to completed month only.

If the “Posting Frequency” selected is “Fortnightly”, then the difference between the effective dates must be greater than or equal to 16. The entries will be passed with respect to completed fortnights only.

If the “Posting Frequency” selected is “Financial Period”, then the “Effective From Date” must coincide with the start date of any open financial periods. The entries will be passed with respect to completed financial period only.

Numbering Type For Recurring Vouchers	Use the drop-down list box to select the numbering type for the login organization unit and the “Recurring” 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. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component. If the numbering type has not been set, then the system displays the first value in the drop-down list box by default.
Recurring Voucher Status	Use the drop-down list box to specify whether the recurring voucher created is to be in fresh or authorized status.
	Fresh – Indicates that all the vouchers included in the templates are of “Fresh” status. The vouchers have to be authorized for the postings to happen in the books of accounts.
	Authorized – Indicates that the vouchers included in the template are of “Authorized” status. The entries will be automatically posted in the books of accounts on the respective dates.

Recurring voucher status enables you to create the recurring vouchers in “Fresh” or in “Authorized” status.

Example

It has been set that the user A is entitled to authorize voucher upto Rs 50,000.

The user A cannot create the recurring voucher template for travels for Rs 60,000, in the “Authorized” status. The recurring voucher should only be in the “Fresh” status. The user can create the recurring voucher less than Rs 50,000

Control Total

The control amount that keeps track of the total debit amounts entered in the multiline (Decimal). This field must be entered if the “Input Control Total” is set to “Yes” in the “Function Defaults” business component.

Note: The system displays the sum of transaction amount for all debit accounts, if the “Input Control Total” is not set to “Yes” and Transaction currency selected for all the account codes is the same.

Remarks

Any comments pertaining to the recurring voucher template (Alphanumeric, 255).

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.

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

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. The system displays “Debit” by default.

Note: Atleast one account must be credited or debited.

Transaction Currency

Use the drop-down list box to select the code identifying the currency in which the transaction has taken place. The currency must have been defined in the “Create Currency and Country” activity of the “Organization Set Up” business component. The system displays the base currency of the login organization unit by default.

Note: If the account currency is the base currency of the company, then the transaction currencies can either be any foreign currency or the base currency. If the account currency is non-base currency of the company, then the transaction currency can only be the account currency of the company.

Transaction Amount	The amount to be debited or credited in the corresponding account (Decimal). Mandatory.
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 (Decimal). Base amount is the product of the “Transaction Amount” and the “Exchange Rate”.

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

Remarks	Any comments 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).
Account Description	The textual description of the account code

Note: The account number, cost center, analysis and sub analysis code combination must be unique.

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.

To retrieve the Transaction and Base Amount Totals use the “Compute Totals” pushbutton.
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 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: The debit total must be equal to the credit total if the transaction currency is the same.

The transaction amount is not displayed if the transaction currency is not the base currency.

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: Debit base total and the credit base total must be equal.

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

The system generates the template number based on the numbering type selected. The system generates the number for the recurring vouchers based on the numbering type selected. The status of the template is updated to “Active”. The system creates the recurring voucher in “Fresh” or “Authorized” status based on the selection in the “Recurring Voucher Status” field.

The system displays the following:

Created By	The login ID of the user who created the recurring voucher template.
Created Date	The date on which the recurring voucher template is created.

To proceed, carry out the following

Select the “Edit Recurring Voucher Template” link at the bottom of the page to modify the recurring voucher template.
Select the "Attach Notes" link at the bottom of the page to record your observations.
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 recurring voucher template – An overview

You can enter a unique template number if you have opted for the manual numbering type. Otherwise, the system generates the unique number for the template. You can specify the finance book in which the voucher details are to be posted. The effective period within which the template is effective can be specified in this page. The frequency in which the vouchers are to be posted in the books of accounts can also be captured through this page. You can also select the numbering pattern for the recurring vouchers to be included in a template. You can create recurring vouchers either in “Fresh” or in “Authorized” status. You can specify the control total to keep a check on the debit total.

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.

Help facility is available in this page to retrieve the distribution number, the account code and the analysis code. The system updates the status of the template to “Active”. The system updates the login ID of the user to the created by and the system date to the created date.

What you can do in this page

Posting frequency of the voucher

Recurring voucher status

Posting frequency of the voucher

You can specify the frequency in which the vouchers are to be generated.

Set the “Posting Frequency” to “Daily” to generate the vouchers on a daily basis.
Set the “Posting Frequency” to “Weekly” to generate the vouchers every week.
Set the “Posting Frequency” to “Fortnightly” to generate the vouchers on every 15 days.
Set the “Posting Frequency” to “Monthly” to generate the vouchers on a monthly basis.
Set the “Posting Frequency” to “Financial Period” to generate the vouchers on the first day of the financial period.

Recurring voucher status

You can specify whether the recurring voucher created to be in “Fresh” or in “Authorized” status.

Set the “Recurring Voucher Status” to “Fresh” to create the template with the vouchers in fresh status.
Set the “Recurring Voucher Status” to “Authorized” to create the template with authorized vouchers