Journal Vouchers

This process is used to enter journal vouchers. Journal vouchers are used to enter transactions not created in any other function in M3. Examples of journal vouchers are vouchers for temporary adjustments (temporary vouchers), bank transactions, reservations, and year-end transactions for adjusting annual financial statements (period 13).

The process can also be used to enter customer/supplier payments and customer/supplier invoices.

Recurring Journal Entry for Periodic Routine Purposes

Standard vouchers can also be connected to a specific period by using the recurring journal voucher function. This is an efficient and time-saving way to process vouchers for periodic routine work.

All vouchers normally generated for period end or year-end closure (different types of accruals, etc.) are entered using the recurring journal voucher function in 'Recurring Journal Voucher. Open' (GLS170). When all vouchers are recorded for the period, a function key is used to generate the transactions in the system.

Before you start

Follow these steps

  1. Select Entry Template

    Journal vouchers are entered in 'Journal Voucher. Enter' (GLS100). When retrieved, the FAM function detail records are displayed in the opening panel as entry templates. Different types of journal vouchers are created using different detail records. The voucher is automatically assigned a voucher number retrieved from the selected detail record. The detail record also regulates the order in which entry fields are displayed and the panel layout.

    The following types of voucher can be created, based on the panel layout defined for the FAM function detail record selected:

    • regular vouchers (panel layouts 1, 3, 5)
    • vouchers for customer and supplier payments (panel layout 20)
    • bank transaction vouchers based on a statement of account (panel layout 21). Vouchers can be entered in either local or foreign currencies.

    Temporary vouchers can also be entered. A temporary voucher is a journal voucher used to make a temporary adjustment in the general ledger. At entry, an equivalent transaction is created with inverted symbols. This reverses the original voucher by back-booking the current sum to a future date. Temporary vouchers are often used to adjust reports about period accounting or allowances in the year end report.

    All journal vouchers have an accounting date. When entering a temporary voucher, an accounting date for re-entry of the voucher must also be specified. When entering a bank transaction, the accounting date is the last date in the year; the balance file is updated in a separate period.

  2. Account entries

    • Enter Journal Voucher

      Information already registered can be changed or deleted during entry as long as the voucher has not been assigned a voucher number.

      A standard voucher with predefined accounting strings can be used to simplify entry. The accounting strings are retrieved for the voucher and can then be changed or deleted.

      If VAT is used, it can also be checked using vouchers. This must be specified in 'Settings - General Ledger' (CRS750). The VAT recorded in the voucher is compared to the expected VAT. If these are different, the amount can be adjusted.

    • Enter Customer/Supplier Payment

      You can enter customer payments or supplier via the general ledger in 'Journal Entry & Payment. Open' (GLS110). The program is accessed by selecting a FAM function detail record with panel layout 20 (bank transactions) or 21 (multi-function entry) in (GLS100).

    • Enter Bank Transaction

      Bank transactions are always entered with an offset account against the specified bank account. The entry is initiated by specifying the closing balance and the number of the statement of account used as the basis. You can use this alternative to enter customer or supplier payments as well, based on the statement.

  3. Post Transaction

    Account entries can be changed after the journal voucher is created, but this must be done before the general ledger is updated. Erroneous vouchers can also be canceled and account entries are then created for the cancellation account specified in 'Settings - General Ledger' (CRS750).

    The general ledger is updated and an accounting journal is created when processing is ended. However, if an error journal has been created, the account entries have not updated the general ledger.

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