Modifying recurring voucher template

This page allows you to modify the recurring voucher belonging to the template and in “Fresh” status. Tell me more.

Select the “Recurring Voucher Template” available in the “Select Journal Voucher Template” page.

The “Edit Recurring Voucher Template” page appears.

The system displays the following fields:

Template No.	A number identifying the recurring voucher template.
Status	The status of the template.

Note: Only the templates, which are in “Active” status, can be modified or deleted.

Effective Date From	The date from which the templates are effective.
Finance Book	The code identifying the finance book in which the entries are to be posted.
Effective Date To	The date till which the templates are effective.
Posting Frequency	Indicates the frequency in which the recurring vouchers are generated.
Numbering Type for Recurring Vouchers	Numbering type for the recurring vouchers.
Recurring Voucher Status	The status of the recurring vouchers.

Note: The recurring voucher status must be “Fresh”.

Modify the following fields if required:

Control Total

The control amount that keeps track of the total debit amounts entered in the multiline (Decimal). This field must be entered if the “Input Control Total” is set to “Yes” in the “Function Defaults” business component.

Note: The system displays the sum of transaction amount for all debit accounts, if the “Input Control Total” is set to “No”.

Remarks

Any comments pertaining to the recurring voucher template (Alphanumeric, 255).

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.
	Press <Enter> key.
	Help facility available.

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.

Click the “Get” pushbutton to retrieve the details in the multiline.
Modify the following field in the “Accounting Information” 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. Press <Enter> key.
	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 “Accounting Information” 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. The system displays “Debit” by default.

Note: Atleast one account must be credited or debited.

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: If the account currency is the base currency of the company, then the transaction currencies can either be any foreign currency or the base currency. If the account currency is non-base currency of the company, then the transaction currency can only be account currency.

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.

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

Base Amount

The transaction amount in the base currency of the login organization unit (Decimal). Base amount is the product of the “Transaction Amount” and the “Exchange Rate”.

Enter the following fields in the “Accounting Information” multiline:

Remarks	Any comments 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 number, cost center, analysis and sub analysis code combination must be unique.

To retrieve the Transaction and Base Amount Totals use the “Compute Totals” pushbutton.

Expense Classification	The classification of the expense incurred by the recurring voucher. Ensure that the value specified here is an “active” quick code as defined in the “Quick Code” business component.
Ref Doc Type	Use the drop-down list box to modify the type of reference document of the voucher. Select one of the following: 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.
Ref Doc #	The identification number of the reference document (Alphanumeric, 18).
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: The debit total must be equal to the credit total if the transaction currency is the same.

The transaction amount is not displayed if the transaction currency is not the base currency.

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: Debit base total and the credit base total must be equal.

Check the box in the “Select” column of the multiline to mark the account codes for modifying and deleting.
Click the “Delete Template” pushbutton to delete the templates, which are marked.

The system updates the status of the template to “Terminated”.

The system updates the status of all the vouchers in the template from “Fresh” to “Deleted”.

The system stores the last modified by with the login user ID and the last modified date with the current system date.

Click the “Edit Template” to save the modifications made.

The system displays the following fields:

Created By	The login ID of the user who created the recurring voucher template.
Created Date	The date on which the recurring voucher template is created.
Last Modified By	The login ID of the user who modified the template last.
Last Modified Date	The date on which the recurring voucher templates are 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.
Select the “View Recurring Voucher Status” link at the bottom of the page to view the recurring voucher status.

Modifying recurring voucher template – An overview

Only the template in “Active” status can be modified. You can also delete the template in “Active” status. The system displays the number identifying the template, status of the template, effective date within which the template is valid, the frequency in which the entries are posted, status of the recurring voucher. You can modify the accounting details like the code identifying the account, its identifier, transaction currency, exchange rate, code identifying the cost center, the analysis and the sub analysis code. The transaction and the base amount are recomputed.

The system updates the status of the template to “Terminated” on deleting. The system updates the status of the template to “Closed” if all the vouchers in the template are authorized. 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 history of the template.