Account Code / Account / Account Number

The code identifying an account in the general ledger system to which all the transactions are posted.

Analysis Code

Analytical dimension to financial figures, without proliferation of account codes. Analysis codes can be defined for various purposes and depending upon this purpose, appropriate account codes are parameterized.

Example: An organization can define analysis code for its domestic and foreign travel and sub-analysis code for hotel expenses, food expenses etc. This will enable the user to track these expenses accurately. The expense account will act as a parameter in this analysis.

Analysis codes cannot be defined for accounts types like control account, retained earning, Automatic posting accounts, capital accounts.

Base Amount

The amount in the base currency in a transaction.

Business Function Group (BFG)

Logical grouping of business components that have related business functionality.

Control Total

The control amount that keeps track of the total debit amounts pertaining to the voucher.

This check is performed only if the “Input Control Total” parameter has been set to “Yes”.

Cost Center

The cost center to which the transaction amounts are posted.

Distribution Setup

A mechanism which identifies a set of accounts, cost centers, analysis / sub-analysis, along with transaction currency, and the ratio in which, an amount is to be apportioned as parameters while recording journal entries.

These parameters are set for a distribution number thus ensuring ease of data entry while recording transactions.

Exchange Rate

The number of units of a particular currency that can be exchanged to get one unit of another currency. The exchange rate can also be with respect to the base currency of a company. If the transaction takes place in the base currency itself then the exchange rate is assumed to be 1.

Finance Book

An entity that holds financial data and acts as a source for the generation of financial statements.  Finance book definition is based on the level at which the company desires to take balance sheets and income statements.

GL Voucher

Unique combination of transaction number, transaction date and the organization unit in which the transactions take place and accounting entries are posted, are clubbed on a certain basis, to create general ledger (GL) vouchers.

Journal Voucher

The basic document used to record all transactions other than the bank / cash transactions can be termed as journal vouchers. Example: Passing adjustment entries, Creating provision and accruals at year end, rectification entries are typical situations wherein a journal voucher is raised.

Journal Voucher Type

Journal vouchers are classified into three categories based on the nature of transactions:

• Regular Voucher – is used for recording non-bank / cash transaction like transfers or adjustments.

• Reversal Voucher – is used to enter transactions, which need to be automatically reversed during a specified future open financial period.

• Memorandum Voucher – is used to simulate an entry and view its impact in the books of accounts on the account balances.

Memorandum Voucher

Vouchers used to simulate an entry and view its impact in the books of accounts on the account balances.

Numbering Type

A pattern used to automatically generate unique numbers for documents with various transaction types. This serial number generated is unique as the user defines a Prefix-Suffix and a starting serial number combination, depending on the organization unit and the transaction type.

Posting Frequency

The frequency in which recurring voucher should be generated on the basis of the recurring voucher template. Some specific frequencies are:

• Daily – The entries are posted in the books of accounts on a daily basis.

• Weekly – The entries are posted in the books of accounts on a weekly basis.

• Fortnightly – The voucher entries are posted on 1^st and 16^th of every month till the effective to date.

• Monthly – The entries are posted on every 30^th day starting from the “Effective Date From” date.

• Financial Period – The entries are posted on the beginning of each financial period.

Recurring Voucher Template

A template that generates recurring vouchers for a frequency specified based on the debit and credit legs and the amount to be transacted.

Reversal Period

An “Open” financial period in which vouchers need to be automatically reversed.

Reversal Voucher

Vouchers used to enter transactions, which need to be automatically reversed during a specified future open financial period.

Sub Analysis Code

An analysis can further have any number of sub-analysis associated with it and the code identifying that dimension is sub-analysis code. Example: An organization can define it analysis code with the various product lines and sub analysis code with various geographies in which it is selling its product.

Transaction currency

The code identifying the currency in which the transactions takes place. The transaction currency listed will be the base currency and all the currencies in which transaction can take place, when currency of the account code entered is the base currency of the company. The transaction currency listed will be only the account currency, when currency of the account code entered is not base currency of the company.

Transaction date

The date on which the voucher is recorded in the books of accounts. This date can be before or later than the system date.