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.

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”, “Inter FB”, “Tax Adj. Journal”, "Reg.-Direct Exec. Cost"or “Inter-Company".
	Regular – indicates that the voucher is used for recording non-bank / cash transaction like transfers, rectifications, provisions or adjustments. Memorandum - Indicates that the voucher is used 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.
	InterFB – Indicates that the voucher is used to create transactions taking place in between multiple finance books.
	Tax Adj. Journal – Select this option to create tax adjustment journal voucher manually, for managing supplier / customer invoices.
	Inter-Company – Select this option to create journal vouchers for inter-company transactions. Note: The Inter-Company option is available only if the parameter “Allow Inter Company transactions in Journal Voucher” under the category Book Keeping in the Set Finance Process Parameters activity of the business OU Parameter component is set as '1' (Yes).
	Reg.-Direct Exec. Cost - Indicates that the voucher is used for recording Work Order Cost booking. The system displays “Regular” by default at the launch of the page.

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 postings are made after a voucher is authorized.
	Returned – indicates that the voucher has been returned. You can reject a voucher in the “Authorize Journal Voucher” activity. A returned voucher attains the “Fresh” status after modification.
	Deleted – indicates that the voucher has been deleted. You can delete a voucher in the “Fresh” status. A deleted voucher cannot be used again.
	Posted – indicates that the voucher has been posted in the books of accounts. You can post a voucher in the “Authorized” status.
	Reversed – indicates that the voucher has been reversed in the books of accounts. You can reverse a voucher in the “ Authorized” / “Posted” status in the “Reverse Journal Voucher” activity”.
	Converted – indicates that the memorandum voucher is converted to a “Regular” voucher.

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.

Finance Book

Use the drop-down list box to select the code identifying the finance book in which the voucher entries are to be posted. All the finance books mapped to the login organization unit will be available for selection in the ascending order if “Allow Multiple Finance book postings” field is set to ‘Yes’ and if the parameter “Allow Inter Company transactions in Journal Voucher” under the category Book Keeping in the Set Finance Process Parameters activity of the business OU Parameter component is set as '0' (No).

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.

Voucher Category

Use the drop-down list box to specify the voucher category for which the journal voucher is raised. The system lists all the ‘Active’ quick codes created for the entity “Voucher Category” as defined in the “Create Quick Code” activity of the “Quick Code” business component.

Ensure that the value specified here is a quick code in “Active” status.

The system leaves the field blank by default.

Enter the following fields in the “Copy Details” group box.

Copy JV #

A unique number identifying the journal voucher whose details you wish to copy to generate a new document (Alphanumeric, 18).

The system displays blank by default.

Help facility available

Reverse Dr/Cr Flag

Check this box to update the debit credit flag of the journal voucher by reversing debit / credit in the multiline.

Click the "Copy JV" pushbutton to copy details of the specified journal voucher in the multiline.

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 system lists all the open financial periods from the system date until the next financial period in ascending order, if the value selected in the ‘Voucher Type’ combo is “Reversal”. 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 displayed by default 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).

Click the icon provided alongside to enter the remarks.

Note: 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 field 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.

Ensure that a value is specified in this field if the “Destination Finance Book” is left blank.

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.

The system displays the following field:

Account Description

The description provided for the account code in the “Create Operative Chart of Accounts” activity of the “Accounting Setup” business component.

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

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 (Decimal). 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).
Expense Classification	The classification of the expense/income incurred by the journal voucher. The value specified here is an Active quick code as defined in the “Quick Code” business component. The expense classification is mandatory, if “Exp. Classification required for Income and Expense Accounts” in Set Function Defaults is set as 'Yes' and, if the destination account code is an Expense or a Revenue account.
Reference info.	The reference number generated in the Concur/Certify application.
Destination Finance Book	The finance book to which the transactions of type “Inter Finance Books” are to be posted. The drop-down list box displays: All Active posting finance books of other related companies in the group, if Voucher Type is ‘Inter-Company’. All Active posting finance books of the login OU, if Voucher Type is other than ‘Inter-Company’ and, if “Allow multiple Finance Book Postings” is set as Yes in the “Set Function Defaults” activity. Note: 1) The destination finance book is mandatory, if Voucher Type is ‘Inter-Company’ and ‘InterFB’. 2) Ensure that the value selected in this field is not the same as the value entered in “Finance Book” for the invoice. What is a Related/Group company? All companies within a group of companies that derive eventually from the same holding company are related to each other. For example, A is a parent company with B & C as child companies. In turn B has a child company X and C has a child company Y. In this setup, all the companies are related through hierarchy. In this case, we could say that related companies of X are A, B, C & Y.
Destination Account Code	The account code to which the amounts in the transactions of type "InterFB" are to be posted. The destination account code Is mandatory, if destination finance book has been specified Is mandatory for “InterFB” and Inter-Company type of vouchers. Must be valid for the selected destination finance book. Must be defined in the destination company's Chart of Accounts. Further, Usage “InterFB” must be defined in “Additional Rule Definition” of the current business component if account code is not provided and “Destination FB” is available.

Note: Usage “InterFB” must be defined in “Additional Rule Definition” of the current business component if account code is not provided and “Destination FB” is available.

The system displays the following:

Destination Account Description	The description provided for the account code, which will have the amounts in the transactions of type INTERFB posted.
Inter Finance Book JV No.	The code identifying the finance book JV to which values defined in multiple finance books will be posted.

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

Note: Destination FB must be selected for at least one row in the multiline if “InterFB” is specified as the “Voucher Type.”

Customer Order #	The identification number of the customer order for the voucher (Alphanumeric, 18). Help facility available
SWO #	The shop work order number for the voucher (Alphanumeric, 18). Help facility available
AME #	The identification number of Aircraft Maintenance Execution for the voucher (Alphanumeric, 18). Help facility available
Task #	The number identifying the task against which the expenses associated with the AME # / SWO # is recorded.
Task Seq #	The sequence number of the task against which the expenses associated with the AME # / SWO # is recorded.
Entity	Use the drop-down list box to specify the type of costs incurred as part of maintenance of Aircraft / Component. The system lists the following values: Ext. Repair-Repair Cost – Third party repair costs Ext. Repair-Exchange Cost – Expert Consultancy services Material – Parts usage Others – Employee travel costs, Per diem, Accommodation etc. Resources – Facilities, Tools The system leaves the field blank, by default.
Expense Type	Use the drop-down list box to specify if capitalization of expense is required. The system lists the following values: Capital – Select this option if expense is to be capitalized. Revenue – Select this option if expense is to be considered as revenue. The system leaves the field blank, by default.
Note: The above fields “Task #”, “Task Seq #”, “Entity” and “Expense Type” appears only if the “Voucher Type” in the header section is selected as “Reg.-Direct Exe. Cost”.
Ref Doc Type	Use the drop-down list box to select the type of reference document of the voucher. You must select ‘Ref. Doc. Type’ if ‘T/C/D #’ and ‘Variant #’ are entered. The system lists the following values if the ‘Voucher Type’ is selected as value other than “Tax Adj. Journal”: Purchase Order – Select this option if the voucher is created for a purchase. Repair Order – Select this option if the voucher is created for a repair. If the ‘Voucher Type’ is selected as “Tax Adj. Journal”, the system lists the values “Customer Packslip Invoice”, “Customer Service Invoice”, “Customer Miscellaneous Invoice”, “Customer Direct Invoice”, “Supplier Expense Invoice”, “Supplier Item Invoice”, “Supplier Order Based Invoice”, “Supplier Item Based Note”, “Customer Item Based Note” and “Others”.
Ref Doc #	The identification number of the reference document (Alphanumeric, 18). You must enter ‘Ref. Doc. #’, if ‘T/C/D #’ and ‘Variant #’ are entered.
Note: If ‘Ref. Doc. Type’ is selected, ‘Ref. Doc #’ must be entered and vice-versa.
Customer Name	The name of the customer associated with the customer order.
Customer #	The identification number of the customer associated with the customer order (Alphanumeric, 18). Help facility available.
Supplier Name	The name of the supplier
Supplier #	A unique code identifying the supplier (Alphanumeric, 45). This code is unique across the organizational units. Help facility available.
T/C/D #	The code identifying the TCD. You must specify ‘T/C/D #’ if the ‘Voucher Type’ is selected as “Tax Adj. Journal” and if the Account Code specified is T/C/D Account Code (Purchase/Sale ARD). The T/C/D # entered must be: Defined in “Tax Charges & Discounts” business component with T/C/D Type as “Tax”. In ‘Active’ status on the JV Date. Effective on the JV Date. Help facility available.
Variant #	The variant of the TCD. The Variant # must be entered if T/C/D # is entered and must be active / effective on the JV Date. Help facility available.
Taxable Amount	The taxable amount of the TCD. The taxable amount entered must be greater than zero.

Note: The system displays the ‘T/C/D #’, ‘Variant #’ and ‘Taxable Amount’ fields if the ‘Voucher Type’ is selected as “Tax Adj. Journal” in the header.

The T/C/D # - Variant # combination must be valid.

The Account Code for the T/C/D #-Variant # must be defined in Payable T/C/D definition or Receivable T/C/D definition.

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

The system performs the following:

Considers “Cost Center”, “Analysis Code”, “Subanalysis Code” as blank if values for “Destination Finance Book “or “Destination Account Code” are provided in the multiline:
Allows authorization only for “Regular”, “InterFB” and “Reversal” type of vouchers.

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.

Workflow Path for 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”.

Note: To facilitate creation of voucher of type “Inter-Company”, an Inter-Company account must be defined for the source and destination companies in the “Create Additional Account Definition” activity of Account Rule Definition.

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

Workflow Path for Journal Voucher

Note: 1) 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”. 2) To facilitate creation/authorization of voucher of type “Inter-Company”, an Inter-Company account must be defined for the source and destination companies in the “Create Additional Account Definition” activity of Account Rule Definition.

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”.

Note: If the process parameter “Enable restriction for authorization of Journal Voucher by the creator” is set as “1” in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component, the system validates if the creator and the final authorizer of the voucher are the same.

Click the “Print Journal Voucher” pushbutton to print the journal voucher.

The system prints the authorized journal 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.

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.

You can make multiple copies of a given journal voucher, thus avoiding repetitive manual entries. Also while copying you have the option to copy the reverse of the debit credit flag.

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

Prerequisites

Mandatory

“Finance Book” must be defined in the “Create Finance Book” activity of the “Organization Setup” business component.
“Numbering Type” must be defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component.
“Currency” must be defined in the “Create Currency and Country” activity of the “Organization Setup” business component.
“Exchange Rate” must be defined in the “Create Exchange Rate” activity of the “Exchange Rate” business component.
“Account Codes” must be defined in the “Create Operative Chart of Account” activity of “Accounting Setup” business component.
“Account Codes” must be mapped to the Finance book in the “Attach/Detach Operative Chart of Accounts – Finance Book” in “Accounting Setup” business component.
“Financial Year” and “Financial Period” must be defined in the “Create Calendar” activity of 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”, "Reg. - Direct Exec. Cost " 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.
Set the “Voucher Type” field to “Reg. - Direct Exec. Cost” to create a “Reg. - Direct Exec. Cost” 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.

Workflow Path for Journal Vouchers

To enable the straight through processing of journal vouchers, you must set the process parameter “Allow document modification & forward status movement of the document by the Authorizer” under the category “JV Workflow” in the “Set Finance Process Parameters' activity under OU Parameter Setup as 1 for Yes. If “Allow document modification & forward status movement of the document by the Authorizer” is set as 1 for Yes, the journal voucher is routed to the next level of approval based on the predefined workflow path upon entry / update of values in any /all of the following fields:

4 Amount (Transaction amount - Cr. Total/Dr.Total)

4 Voucher Category

4 Voucher Type

4 Date (If Tran. Created in Close period)

4 Numbering Type

4 Finance Book

4 Reversal Numbering Type

4 Created by

4 Account Code

4 Transaction Currency

4 Cost Center

4 Analysis Code

4 Destination Finance Book

4 Ref. Doc. Type

4 Destination Account Code

However, if “Allow document modification & forward status movement of the document by the Authorizer” is set as 0 for No, the status of the journal voucher becomes ‘Fresh’ on change of the values in the above fields.