Enter Manual Voucher

Explanation

This activity is used to enter different types of manual vouchers. You can modify manual vouchers that have not yet been updated and correct manual vouchers that were error-marked by the updating routine in IFS/General Ledger.

The voucher types belonging to the following function groups can be used for manual vouchers:

• K, Corrections
• M, Manual vouchers
• Q, Opening balances

The voucher types can be displayed via List of Values when the cursor is placed in the Voucher Type field.

If the Voucher Row Group Validation check box is selected in the Voucher Type window for the used voucher type, voucher rows with the same row group ID must have a one-to-one or one-to-many debit/credit relation. In order to save a voucher of a voucher type for which the Voucher Row Group Validation check box is selected, the debit balance and the credit balance must be the same within each row group ID.

A manual voucher can be modified as long as it is placed in the hold table, i.e., it has not been updated to the general ledger. All information on manually-entered voucher rows having transaction code MANUAL can be changed but voucher rows created by posting control cannot be changed. It is also possible to add accrual (Period Allocation) information to rows that were manually created.

Prerequisites

Before entering a manual voucher, the following must have been completed in IFS/Accounting Rules:

• The code parts must have been decided. The code parts used depend on the accounting level for follow-up and whether code parts functions are used, for example project accounting or currency balance accounting. Select Define Code String to define the parts of the code string and code part functions, if appropriate.
• The code part requirements must have been entered in Account Types window.
• The account information must have been entered in Account window.
• Information on the code parts B-J must have been entered in Code Part values.
• Information on the account groups must have been entered in Account Groups.
• The legal combinations of code parts must have been entered for the user group Combination Rules.
• Information on the period calendars and voucher types must have been entered in Accounting Periods or Voucher Type.
• Users must belong to user groups with authorization level Enter Only or Enter and Approve.
• Information on the currency codes and currency rates must have been entered in Currency Codes and Currency Rates.

System Effects

As a result of this activity a manual voucher is created and placed in the hold table.

Window

Voucher Entry

Related Window Descriptions

Voucher Entry

Procedure

Use the following procedure to enter a manual voucher:

1. Open the Voucher Entry window. The window contains three tabs: Voucher Postings, View Voucher Rows and Header Details. Design your own screen layout in the Voucher Postings tab to expedite your work even further. For example, choose the columns to be displayed via Properties (the right mouse button) when the cursor is placed on the voucher row. Use the options in the Object Properties box to design your screen layout.
2. Create a new record in the header area. Default values for voucher date, voucher type, and voucher status are displayed. Change these values if appropriate. Add information for the voucher header, for example an identity for text rows that are to be displayed for each voucher row.
3. Select the Voucher Postings tab, then create a new record to enter a new voucher row. Specify the code string information for the voucher row. Amounts are normally entered in the company’s accounting (base) currency, which is defaulted to the Currency Code field, but the currency can be changed. Use one of the following fields for entering the amount: Debit Currency Amount, Credit Currency Amount, or Currency Amount. In the Currency Amount field, a credit amount is entered preceded by a minus sign (-). The amount is then displayed in either the Debit Amount and Amount fields or in the Credit Amount and Amount fields. If a parallel accounting currency is used in the company, then the amount is also displayed in Debit Amount (Currency Code) and Amount (Currency Code) fields or in Credit Amount (Currency Code) and Amount (Currency Code) fields.
4. Enter the rows for the voucher. The cursor must be on the voucher row before you create a new record to create a new voucher row.
5. If you want the voucher row you entered to be added as a pseudo code, so it can be used again when required, select the record, right click and then click Add Pseudo Code. 
6. Finally, save the information. If the Optional Auto Balance box is checked for the function group M, Manual Vouchers, in Voucher Type window, then the system calculates the amount for the last voucher row. This means that the user does not need to enter the amount manually. To be able to use the Automatic Voucher Balance functionality, all the voucher rows must have the same currency. Also the currency code in the voucher header must be the same as on the rows. Vouchers are stored in a hold table to be approved before being updated to the general ledger. You can modify the voucher as long as it remains in the hold table.