Selecting journal vouchers for authorizing

This page allows you to select the journal vouchers for authorization and return. Tell me more.

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

The “Select Journal Voucher” page appears.

Enter the following fields if you are aware of the voucher number.

Voucher No.

A number identifying the voucher to be authorized. (Alphanumeric, 18).

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

Finance Book

Use the drop-down list box to select the code identifying the finance book to which the vouchers are to be posted.

Select the “Journal Voucher” link provided alongside, to authorize the journal voucher entered.
Enter the following fields in the “Search Criteria” group box to search for the journal voucher. Data entries in following fields are optional.

Voucher Type	Use the drop down list box to select the voucher type. The various voucher types available are “Regular”, “Reversal”, “Memorandum”, “Recurring”, "Reg. – Direct Exec. Cost", “Inter FB”, “Tax Adj. Journal” and “Inter-Company”. The system retrieves the voucher based on the selection here. If “All” is selected, then the system retrieves all the vouchers, which are in the “Fresh” status in the multiline. The system displays “All” by default at the launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book to which the voucher details must be posted. All the finance books belonging to the login organization unit of the company are displayed in the drop-down list box for selection.
	The system displays the default finance book if specified in the “Set Function Defaults” activity. If the default finance book is not specified, then the system displays the first finance book loaded in the drop-down list box by default.

Note: If “ Allow Postings to Multiple finance book” in the “Set Function defaults” activity is set to “No”, then default finance book specified in the “Set Function Defaults” activity will be the only value loaded in the Finance book combo.

Voucher No. From	The starting number in the range of voucher numbers for which the details are to be retrieved (Alphanumeric, 18). The system lists all the voucher numbers that are greater than or similar to the value entered here.
	If this field is left blank and the “To” field is entered, then the system retrieves the vouchers starting from the first vouchers till the voucher specified in the “To” field.
To	The ending number in the range of voucher numbers for which the details are to be retrieved (Alphanumeric, 18). The system lists all the voucher numbers that are lesser than the value entered here. The number entered here must be greater than the number entered in the “Voucher No. From” field.
	If this field is left blank and the “Voucher No. From” entered, then the system retrieves the vouchers starting from the number specified in the “Voucher No. From” field till the last voucher.
User ID	The login ID of the users who created the journal voucher (Alphanumeric, 30). The system retrieves all the vouchers created by the user specified here.
Transaction Date From	The starting date in the range of voucher dates from which the voucher details must be retrieved (Date Format). The system lists all the journal vouchers that are raised later than this date.
	If this field is left blank and the “To” field is entered, then the system retrieves all the vouchers raised earlier than the date specified in the “To” field.
To	The ending date in the range of voucher dates until which the voucher details must be retrieved (Date Format). The system lists all the vouchers that are raised earlier than this date.
	If this field is left blank and “Transaction Date From” field is entered, then the system retrieves all the vouchers raised later than the date specified in the “Transaction Date From” field.
Base Amount From	The starting amount of the voucher in the range of voucher amount for which the details are to be retrieved (Decimal). The system retrieves all the vouchers whose transaction amount is greater than the amount entered here. The amount entered here must be lesser than the amount entered in the “To” field.
	If this field is left blank and the “To” field is entered, then the system retrieves all the vouchers whose amount is lesser than the amount entered in the “To” field.
To	The ending amount of the voucher in the range of voucher amount from which the details are to be retrieved (Decimal). The system retrieves all the vouchers whose transaction amount is less than the entered here.
	If this field is left blank and the “Base Amount From” field is entered, then the system retrieves all the vouchers whose amount is greater than the value entered in the “Base Amount From” field.
Account Code	A code identifying the account (Alphanumeric, 32). Enter the account code in full or specify it partially using the * characters. The system retrieves all the vouchers whose account code is similar to the value entered here.
	Help facility available.
Template No.	A number identifying the template, comprising the recurring journal vouchers (Alphanumeric, 18). The system retrieves all the vouchers belonging to the template number specified here.
	Help facility available.

Note: Template number is applicable only if the “Voucher Type” selected is “Recurring” or “All”.

Click the “Search” pushbutton to retrieve the voucher details in the multiline.

The system retrieves the voucher details in the “Search Results” multiline based on the search criteria entered.

Note: Only those vouchers that are found in in the “Fresh” status, are retrieved in the multiline by the search. 2) Similarly, only those vouchers for which the login user has rights to approve will be retrieved by the search.

Voucher No.	A number identifying the voucher.
Voucher Type	The voucher type, which could be "Regular", "Memorandum", "Reversal", "Recurring", "Reg. – Direct Exec. Cost ", "InterFB", "Tax Adj. Journal" or “Inter-Company .
Template No.	A number identifying the template comprising the recurring voucher.
Account Code	A code identifying the account.
Transaction Date	The date on which the voucher was raised.
Base Amount	The total voucher amount.
Base Status	The status of the voucher which could be “Fresh” or “Returned”.
App. His.	Click the icon to access the Approval History popup to view approval details of the journey voucher till date.

Check the box in the “Select” column of the multiline to mark the voucher.
Click the “Authorize Voucher” pushbutton to authorize the vouchers, which are in “Fresh” and “Under Authorization” statuses..

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

Note: 1) You can authorize the journal voucher only if the login user mapped to your employee code has the privilege to approve specific journey voucher. 2) If the process parameter “Allow 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 is set as 1 for Yes, “Base Status” of the journal voucher remains “Under Authorization” after first and succeeding level approvals till the final level approval, as defined in the approval workflow. After the approval from the final level approver, the Base Status field turns to ‘Authorized’.

Click the “Return Voucher” pushbutton to return the vouchers, which are in “Fresh” status.

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

Note: The “Returned” vouchers can be brought back to “Fresh” in “Edit Journal Voucher” activity and then authorized.

Selecting journal vouchers for authorizing – An overview

You can also select the vouchers in “Fresh” status for modification before authorization. This page allows you to authorize and reject the vouchers in bulk. You can directly enter the voucher number or can carry out the search using the type of the voucher, code identifying the finance book in which the accounts are to be posted, status of the voucher, number identifying the voucher, login ID of the user who created the voucher, date on which the voucher was raised, base amount of the voucher, account code and the number identifying the template comprising the recurring voucher. Only the vouchers, which are “Fresh” status, can be authorized or returned.

The system updates the status of the voucher to “Authorized” on authorization or “Returned” on returning. The system stores the login ID of the user and the system date along with the modification history.