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:

Voucher No.	A number identifying the voucher number.
Voucher Type	The voucher type, which could be “Regular”, “Memorandum”, “Reversal”, “Recurring”,"Reg. – Direct Exec. Cost ", “InterFB”, "Tax Adj. Journal" or “Inter-Company ".
Status	The status of the journal vouchers.

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.

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”.

The system displays the following:

Finance Book

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

Modify the following field if required:

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 that are of type “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.

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 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.

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.

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 the following:

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 is the same for all the account numbers, the sum of transaction amounts 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, the control total check is not performed.

Remarks

Any comments regarding the voucher (Alphanumeric, 255).

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, its 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, 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 field 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.

Ensure the following:

The value specified here belongs to an InterFB account, if the “Destination FB” is specified.
A value is specified in this field, if the “Destination Finance Book” is left blank.

Help facility available

The system displays the following:

Account Description

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

Modify the following fields in the multiline if required:

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.

At least 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 the following:

If Account currency is Base currency of the company, the Transaction currency can be the base currency or foreign currency.
If Account currency is foreign currency, the 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.

The 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 account 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).

The account code must be mapped to the cost center.

Expense Classification

The classification of the expense/income incurred by the journal voucher.

The value specified here must be 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.

Destination Finance Book

The finance book to which expenses defined in multiple finance books will 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’ or ‘InterFB’. 2) Ensure that the value selected in this field is not the same as the value entered in “Finance Book” for the invoice.

Destination Account Code

The account code to which the amounts in the transactions of type inter Finance book 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
Is 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.

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.

Ref Doc Type	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 other than “Tax Adj. Journal”: Purchase Order – When the voucher is created for a purchase. Repair Order – When the voucher is created for a repair. If the ‘Voucher Type’ is “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.
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 “Tax Adj. Journal”. 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.
Customer Order #	The identification number of the customer order for the voucher (Alphanumeric, 18). Help facility available
AME #	The identification number of Aircraft Maintenance Execution for the voucher (Alphanumeric, 18). Help facility available
SWO #	The shop work order number for the voucher (Alphanumeric, 18). Help facility available
Customer #	The identification number of the customer associated with the customer order (Alphanumeric, 18). Help facility available
Customer Name	The name of the customer associated with the customer order.
Supplier #	A unique code identifying the supplier (Alphanumeric, 45). This code is unique across the organizational units. Help facility available
Supplier Name	The name of the supplier

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

Note: To facilitate 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 updates the status of the voucher to “Authorize”.

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’. 3) To facilitate 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.

Click the “Return Voucher” pushbutton to return the voucher.

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

Any journal voucher currently existent in the workflow path, if rejected will be routed back to the workflow path after modification.

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

The system prints the authorized journal 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.

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.
Set “Voucher Type” to “Reg. – Direct Exec. Cost” to retrieve the Reg. – Direct Exec. Cost vouchers for authorizing or rejecting.