Selecting journal voucher for modifying

This page allows you to select the journal vouchers for modifications and deletion. Tell me more.

Select the “Edit 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 that you want to modify:

Voucher No.	A number identifying the voucher (Alphanumeric, 18).
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the voucher are to be posted.

Select the “Journal Voucher” link provided alongside, to modify the journal voucher entered.
Enter the following fields in the “Search Criteria” group box to search for the journal voucher. Data-entry in the following fields is optional.

Voucher Type	Use the drop down list box to select the voucher type. The various voucher types available are "All", "Memorandum", "Recurring", "Regular", "Reversal", “Inter FB”, “Tax Adj. Journal” , "Reg.-Direct Exec. Cost" and “Inter-Company". The system displays “All” by default on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the vouchers are to be posted. All the finance books mapped to the login organization unit of the company are listed in the drop-down list box.
	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 sets the first finance book loaded in the drop-down list box by default.
Status	Use the drop down list box to retrieve the vouchers based on their status. The various statuses available are
	Fresh - indicates that the voucher has been created and yet to be authorized.
	Returned - indicates that the voucher has been returned. A Returned voucher attains the “Fresh” status after modification. Under Authorization – Indicates that the voucher is being processed or moving forward in the defined workflow path and is yet to be approved by the final approver.
	Select “All” to retrieve all the journal vouchers irrespective of their status. The system displays “All” by default on launch of the page.
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 the voucher starting from the first voucher in the database till the voucher raised on 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 starting from 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 on the date specified in the “Transaction Date From” field till the last voucher in the database.
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 the voucher from the first voucher in the database till the voucher whose amount is 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 value 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 from the database
Account Code	A code identifying the account (Alphanumeric, 32). The system retrieved all the vouchers, which include the code identifying the account in the accounting information.
	Help facility available.
Template No.	A number identifying the template, comprising the recurring journal vouchers (Alphanumeric, 18). The system retrieves all the vouchers in ‘Fresh’/ ‘Returned’ status belonging to the template number specified here.
	Help facility available.

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

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.

Voucher No.	A number identifying the voucher.
	Data Hyperlink available

Voucher Type	The type of the voucher, which could be "Regular", "Reversal", "Memorandum", "Recurring", “Inter FB”, “Tax Adj. Voucher”, "Reg.-Direct Exec. Cost" or “Inter-Company".
Template No.	A number identifying the template comprising the recurring vouchers.
Account Code	A code identifying the account.
Transaction Date	The date on which the voucher was raised.
Base Amount	The total voucher amount.
Status	The status of the voucher which could be “Fresh” or “Returned”.

Check the box in the “Select” column of the multiline to mark the voucher for deletion.

Note: The vouchers once deleted cannot be used again for any other transactions.

Only the vouchers, which are in “Fresh” or “Returned” status, can be deleted.

Click the “Delete Voucher” pushbutton to delete the selected vouchers.

The system updates the status of the voucher to “Deleted”. If the voucher you have deleted was existent in the workflow path, the voucher will be removed from the workflow path and its status will be set as ‘Deleted’

The system updates the “Last Modified By” with the login ID of the user and the “Last Modified Date” with the system date.

Click the “Delete Voucher” pushbutton to delete the selected recurring vouchers.

The system updates the status of the template to “Inactive” if all the vouchers belonging to that template are deleted.

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

Note: The status of the template will be “Active” if only some of the vouchers are deleted in the template.

Selecting journal voucher for modifying – An overview

You can also bulk delete the vouchers in this page. You can directly enter the voucher number and the finance book in which the accounting entry is to be posted or you can carry out the search using the type of the voucher, the code identifying the finance book in which the accounting entry is to be posted, status of the journal 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, code identifying the account, and the template number. (If any) The vouchers of status “Fresh”, “Failed” and “Returned” can be modified or deleted. You can delete all the recurring vouchers in ‘Fresh’ status based on a template by selecting the voucher type as “Recurring”.

The system updates the status of the vouchers to “Deleted” after deletion. The system updates the status of the template to “Inactive”, if all the vouchers belonging to that template are deleted. The system stores the modification history along with the creation details.