Selecting memorandum vouchers for conversion

This page allows you to search and select the memorandum journal voucher for conversion. Tell me more.

Select “Convert Memorandum Voucher” link under the “Journal Voucher” business component.

The “Select Memorandum Voucher” page appears.

Enter the following fields if you are aware of the memorandum voucher number:

Voucher No.	A number identifying the memorandum voucher (Alphanumeric, 18).
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the voucher details are to be posted.
Numbering Type	Use the drop-down list box to select the numbering type based on which the unique voucher number will be generated by the system for the newly created “Regular” journal voucher.

Note: The numbering type is mandatory, only if the voucher is going to be created in this page.

You cannot enter the number of your own if the voucher is created through this page.

Select the “Memorandum Voucher” link provided alongside, to view the details of the journal voucher entered.
Enter the following in the “Search Criteria” group box to search for the memorandum voucher. Data entry in the following fields is optional.

Finance Book	Use the drop-down list box to select the code identifying the finance book in which the voucher details must be posted. All the finance books mapped to the login organization unit are loaded 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.
Account Code	A code identifying the account (Alphanumeric, 32).
	Help facility available.

Voucher No. From	The starting number in the range of voucher numbers for which the details are to be retrieved for converting it to the “Regular” voucher (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 memorandum 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 to 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 the vouchers raised on or after 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 the all voucher the database whose voucher amount is less 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 voucher from the database whose voucher is greater than the value entered in the “Base Amount From” field.

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

The system displays the following fields in the “Search Results” multiline:

Note: The system retrieves all the vouchers of type “Memorandum” and are in “Fresh” status

Voucher No.	A number identifying the memorandum voucher.
Account Code	The code identifying the account.
Transaction Date	The date on which the memorandum voucher was raised.
Base Amount	The base amount of the voucher.

Check the box in the “Select” column of the multiline to mark the vouchers.

Click the “Create Voucher” pushbutton to create the regular voucher.

The memorandum voucher is converted into a regular journal voucher. The system updates the status of the original voucher to “Converted”. The system updates the status of the newly created “Regular” journal voucher to “Fresh”. The system generates a unique number for the voucher, based on the numbering type selected.

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

The system creates a regular journal voucher in “Authorized” status. The system updates the status of the original voucher to “Converted”. The system generates a unique number for the voucher, based on the numbering type selected.

Selecting memorandum vouchers for conversion – An overview

You can create a new regular journal voucher either in “Fresh” or “Authorized” status. You can select the numbering pattern based on which the voucher number is to be generated by the system.

You can enter the memorandum voucher number if you are aware of it or you can carry out the search using the code identifying the finance book in which the voucher details are to be posted, the code identifying the account, the number identifying the memorandum voucher number, login ID of the user who created the memorandum voucher, date on which the voucher was raised and the base amount of the voucher. The system displays the voucher details based on the search criteria.

You can select more than one voucher for conversion and create “Regular” journal voucher(s). You can also authorize the voucher created. The system generates a unique number for the created voucher based on the numbering type selected. The system updates the status of the newly created voucher to “Fresh” on creating and “Authorized” on creating in the authorized mode.

For example, if the numbering type selected is N001 series and the vouchers selected for conversion is V1 and V2, then the system generates N001 for V1 and N002 for V2.