Journal Entry Voucher

Objective:

A journal voucher is a multi-purpose accounting mechanism that is used to:

· Record and track general ledger-related transactions posted into the system.

· Correct posting errors.

· Redistribute costs from one or more accounts to several other accounts.

Every time a transaction is created in the system, the system automatically creates a corresponding journal voucher for control purposes. Since the system employs the double entry accounting principle, each journal voucher will contain the proper debit and credit amounts.

Navigation:

General Ledger ► Journal Entry Voucher

Journal Entry Voucher Screen Fields and Tabs

Fields	Description
Voucher ID	Unique identification code, manually entered by users or automatically generated based on system parameters.
Workflow Process Status	Workflow process status is user defined status of the workflow.
Fiscal Year	Fiscal Year of the voucher, Default current FY (where 'Current Fiscal Year for Budget Execution' is True)
Fiscal Period	Fiscal Period of the voucher, Default is Current Fiscal Period.
Voucher Date	The date the voucher is created, defaults to current system date.
Workflow Process Status	The Workflow Process Status of the voucher automatically generated and updated.
Accounting Office	Accounting Office ID, If the Institution that the creating user (employee) belongs to is defined as Accounting Office, then default equals the user's Institution Code.
No. Supporting Document	No. document that supports the transaction.
Payment Location	The location for payment, if applicable.
Posting Status	The Posting Status of the voucher, this field is automatically updated when the voucher is either saved or temp saved.
Temp #	The Serial Number automatically generated when the voucher is Temp Saved.
Not Posted Reason	Users will select a reason for not posting the voucher when voucher is Temp Saved, the field should be cleared automatically when the voucher is completely saved.
Is Template?	To indicate if the Purchase Order can be used as template for recurring Purchase Orders Default is False.
Language	Language use to enter description.
Description	Descrip[tion of the journal voucher.
Template Name	To enter the template name that can be used for retrieval.
Batch Number	“Read Only Field” shows the Batch Number for imported PO’s
Currency	To allow the user to select the Currency of the Purchase Order. Default is Domestic Currency. If the general parameter 'System Accepts Multi-currency Transactions' is False, then this field will be disabled and it's value is Domestic Currency.
Exchange Rate	This field Will show the latest active exchange rate for the selected currency which is linked to Expenditures , users can change the rate if allowed in the Currency parameters, otherwise this field will be ‘Display only’ and updated only by the system when the currency is selected. Default is 1 (because default currency is Domestic). If the general parameter 'System Accepts Multi-currency Transactions' is False, then this field will be disabled .
Recurs on Next Period?	An indicator to automatically duplicate the JV next period and Temp Save it upon period closing. Default is False.
Voucher Type	“Read Only Field” will be updated by the system to define the nature of the Journal Voucher with any of the following values: 'Regular' 'Currency Gain & Loss' 'Retained Earnings' Default is 'Regular'
Journal Voucher Assets Liabilities	The Liabilities of the Journal Voucher, to be applied when the voucher is manually created.
Reference Number	Id of the source document.
Notice Number	User generated number of the Notice document.
Is Automatically Generated?	Indicates if the JV was Automatically Generated by the system.
Debit (Domestic)	“Calculated/Updated Display Only Field” shows the total Debit domestic amount of the line items.
Debit (Foreign)	“Calculated/Updated Display Only Field” shows the total Debit foreign amount of the line items. If currency is Domestic, this value has zero.
Credit (Domestic)	“Calculated/Updated Display Only Field” shows the total Credit domestic amount of the line items
Credit (Foreign)	“Calculated/Updated Display Only Field” shows the total Credit foreign amount of the line items. If currency is Domestic, this value has zero
Created By	Populated automatically by the system at creation time of the record.
Created On	Populated automatically by the system at creation time of the record.
Approved By	Populated automatically by the system when corresponding workflow reaches its last Approval stage.
Approved On	Populated automatically by the system when corresponding workflow reaches its last Approval stage.
Item Tab	Journal Voucher Item of this Journal Voucher.
Attachment Tab	Reference to the attachment with the content in question. This field can be observed in Insert mode.

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Journal Entry Voucher Item

Journal Entry Voucher Item Screen Fields:

Fields	Description
Serial Number	Auto generated item serial number starts with 1 for each Journal Voucher.
UACS	The Coding Block of the Journal Voucher Item.
Sub Ledger Institution Code	The system will provide a lookup to pick one Accounting Office Code
Sub Ledger Type	Read Only for the user, when general parameter that sub ledger is in use is TRUE. If applicable (object code of the coding block is related with a sub ledger type, then system will select the type from this options and will enforce value of Sub ledger Code). 'Customer' 'Vendor' 'Bank Account' 'Not Applicable' Default is 'Not Applicable'
Commitment	This field allow users to link the JV item to a commitment item.
Commitment Item	This attribute will be updated automatically when the user selects the commitment.
Close Remaining Amount of Commitment Item	Default value is False. Disabled when there is no commitment or the related commitment will be automatically closed because all the amount will be used with this transaction. If this is true, system should close the commitment by de-commiting the remaining funds.
Obligation	To allow the users to link the JV item to an Obligation item.
Obligation Item	This attribute will be updated automatically when users selects the Obligation.
Close Remaining Amount of Obligation Item	Default value is False. Disabled when there is no Obligation or the related Obligation will be automatically closed because all the amount will be used with this transaction. If this is true, system should close the obligation by de-obligating the remaining funds.
Description	A description of the Line item.
Debit (Domestic)	Line item domestic Debit amount.
Debit (Foreign)	Line item foreign Debit amount. If currency is Domestic, this value has zero.
Credit (Domestic)	Line item domestic Credit amount.
Credit (Foreign)	Line item foreign Credit amount. If currency is Domestic, this value has zero.
Reconciliation Transaction Type Reference	The reference of the transaction type reconciled.
Reconciled	“Calculated/Updated Display Only Field” To indicate if the current transaction is reconciled with a matching transaction in the Bank Statement. Default is False.
Reconciliation Serial Number	“Calculated/Updated Display Only Field” Auto-generated serial number will be updated when the current transaction is reconciled with a matching transaction in the Bank Statement, the matching Bank Statement transactions will be updated with the same serial number.
Reconciliation Date	“Calculated/Updated Display Only Field” Date when the record was reconciled.
Reconciliation Type	“Calculated/Updated Display Only Field” Indicated if the reconciliation process was performed manual or automatically, possible values: MANUAL AUTOMATIC
Cheque Series	“Calculated/Updated Display Only Field” Will be updated when a payment is approved
Cheque/Deposit Number	“Calculated/Updated Display Only Field” Depends on attribute Reconciliation Transaction Type Reference.
Cheque/Deposit Date	“Calculated/Updated Display Only Field” Depends on attribute Reconciliation Transacation Type reference.
Transaction Number	“Calculated/Updated Display Only Field” Primary Code identifying the transactions. Corresponds to the Check Number or Deposit Number, Will be updated when a payment or Receipt Voucher is approved.
Is Normal Rollup Applied	If this attribute is FALSE, then system will not do the normal roll up of this coding block, in other words, system will not hit budget controls.

Attachments

Attachments Tab screen Fields:

Fields	Description
Id	Unique Identification code for the attachment.
Attachment Classification	Classification of the Attachment.
Title	Title for the attachment.
Description	Description of the attachment.
Attachment	File to be attached by clicking on "Choose File" icon.
Date Time	Date and Time of file attachment is recorded in this field by the system.
User	User attaching the file is recorded in this field by the system.