Converting memorandum vouchers to regular voucher

This page allows you to convert the memorandum journal voucher to the “Regular” journal voucher. Tell me more.

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

The “Convert Memorandum Voucher to Regular Voucher” page appears.

Enter the following fields:

Voucher No.	A unique number identifying the regular journal voucher (Alphanumeric, 18). Mandatory. This number will be automatically generated if the “Numbering Type” in the “Document Numbering Class” business component is not set to “Manual”. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component.
Remarks	Any comments pertaining to the conversion of the voucher (Alphanumeric, 255).
	Zoom facility available.

Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Regular” transaction voucher type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.
	You can also select “Manual” if you want to enter a voucher number of your own.
	The system displays the following fields in the “Original Voucher Details” group box:
Voucher No.	The number identifying the memorandum journal voucher.
Transaction Date	The date on which the memorandum voucher was raised.
Finance Book	The finance book in which the voucher details are to be posted.
Control Total	The check to keep track of the total debit amount.
Remarks	Any comments pertaining to the voucher.

The system displays the following fields in the “Accounting Information” multiline:

Account Code	A code identifying the account.
Account Description	The description provided for the account code in the “Create Operative Chart of Accounts” activity of the “Accounting Setup” business component.
Dr / Cr	Indicates whether the account is the debit or credit account.
Transaction Currency	The currency in which the transaction is raised.
Transaction Amount	The total amount to be debited or credited in a corresponding account.
Exchange Rate	Exchange rate of the transaction currency.
Base Amount	The amount of the voucher.
Remarks	Any comments pertaining to the account.
Cost Center	The cost center to which the account must be posted.
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.
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.

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.

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.

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 newly create voucher to “Fresh”.

Click the “Create and Authorize Voucher” pushbutton to convert the memorandum to regular voucher and authorize it.

The system creates a regular journal voucher in the “Authorized” status.

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.

To proceed, carry out the following

Select the “Edit Journal Voucher” link from the bottom of the page to modify the voucher before authorization.

Converting memorandum vouchers to regular voucher – An overview

You can enter a unique voucher number for the journal voucher in case you have opted for the manual numbering type. Otherwise, the system generates the unique voucher number for the journal voucher based on the numbering pattern selected. This page also allows you to create a new regular voucher in “Fresh” or in “Authorized” status.

The system displays the original voucher details like the number identifying the voucher, date on which the voucher is raised, the code identifying the finance book in which the voucher details are to be posted and the control total of the debit account. You can also view the accounting information details of the voucher.

The system updates the status of the original voucher, which is taken up for conversion to “Converted”. The system creates a new “Regular” journal voucher in “Fresh” status on creation and “Authorized” on authorizing the voucher.