Modifying journal voucher

This page allows you to modify the voucher selected. Tell me more.

Select the “Journal Voucher” link available in the “Select Journal Voucher” page.

The “Edit 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”, "InterFB", “Tax Adj. Journal”, "Reg.-Direct Exec. Cost" or “Inter-Company.
Status	The status of the voucher which could be “Fresh” or “Returned”.

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. The date can also be greater than the system date in any of the open financial period.

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. The date can be later than the system date if “Allow Future dated transactions” is set to ‘Yes’ in the Company level Process Parameter Business Component..

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 fields in the “Reversal Voucher Details” group box:

Reversal Voucher No.

The number identifying the reversal voucher.

Modify the following fields in the “Reversal Voucher Details” group box if required. Data entry in this group box is mandatory if “Voucher Type” selected is “Reversal”.

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. Reversal date should be later than the Transaction Date.

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: 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 for all the account number is same, then the sum of transaction amount of all the debit accounts must match with the control total.

Remarks	Any comments regarding the voucher (Alphanumeric, 255).
	Zoom facility available.

Modify the following fields in the “Accounting Information” group box if required:

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.
	Press <Enter> key

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.

Note: If the “Transaction Amount” is entered, then 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 that 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.

Note: 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.
Transaction Amount	The amount to be debited or credited in the corresponding account (Decimal). Mandatory. This amount is a 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.

Note: 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 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).

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

The account code must be mapped to the cost center.

Expense Classification

The classification of the expense 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 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 expenses defined in multiple finance books will 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.

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

Ref Doc Type	Use the drop-down list box to modify 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 – 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 “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

Modify the following fields in the multiline if required:

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
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.

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”.

The system displays the following:

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: When 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 for modifying, authorizing and deleting the journal vouchers.
Click the “Edit Voucher” pushbutton to save the modifications made.

Note: 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 updates the status of the “Returned” vouchers to “Fresh”.

Click the “Edit and Authorize Voucher” pushbutton to modify and authorize a journal voucher.

Note: To facilitate modification/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 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 “Delete Voucher” pushbutton to delete the vouchers, which are in “Fresh”/ “Returned” status.

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

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 voucher was created.
Last Modified By	The login ID of the user who modified the vouchers last.
Last Modified Date	The date on which the vouchers were last modified.

To proceed, carry out the following

Select the “Attach Notes” link at the bottom of the page to append any observation regarding the document.

Modifying journal voucher – An overview

You can also authorize the voucher while modifying. Only the vouchers, which are in “Fresh”/ “Returned” status, can be authorized. This page also allows you to delete the voucher. You can modify the transaction date of the voucher. 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 vouchers, which are “Returned” status, attain the “Fresh” status after modifying. The system updates the status of the voucher to “Authorized” after authorization. The system updates the status of the voucher to “Deleted” after deletion of the voucher. The system updates the login ID of the user and the system date along with the modification details. The system also displays the creation details of the voucher.

What you can do in this page

Bulk deletion of vouchers in “Fresh” status

Modify and authorize the voucher

Delete vouchers before authorization

Bulk deletion of vouchers in “Fresh” status

You can delete the vouchers, which are in “Fresh”/ “Returned” status in bulk. The system updates the status of the voucher to “Deleted” after deletion. The deleted vouchers cannot be used in any transaction.

Enter the fields in the “Search Criteria” group box to search for the vouchers
Select the voucher in the multiline and click the “Delete Voucher” pushbutton to delete the vouchers.

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

Modify and authorize the voucher

The “Regular”, “Reversal”, “Recurring”, "Reg.-Direct Exec. Cost" and “Memorandum” journal vouchers, which are in “Fresh” or “Returned” status, can be modified and authorized.

Select the “Voucher Type” in the “Select Journal Voucher” page.
Modify the reversal details if required if it the voucher is of type “Reversal”.
Modify the fields if required.
Click the “Edit and Authorize Voucher” pushbutton to modify and authorize the vouchers.

The system updates the status of the journal voucher to “Authorized” and is available to be posted in the books of accounts.

Delete vouchers before authorization

You can delete vouchers, which are in “Fresh” and “Returned” status.

Select the vouchers, which are in “Fresh” or “Returned” status from the “Select Journal Voucher” page.
Click the “Delete Voucher” pushbutton to delete the voucher.

The system updates the status to “Deleted”. The deleted vouchers are not available for any transactions. These vouchers can be viewed in “View Journal Voucher” activity.