Enter Journal Voucher

This procedure is used to enter journal vouchers. These are used for reservations and other vouchers not created in other parts of M3. These vouchers can be temporary or other types of vouchers.

Before You Start

  • Journal number series are defined for the current year in ‘Journal Number Series. Open’ (CRS400).
  • FAM function GL01 with at least one detail record is defined in ‘FAM Function. Open’ (CRS405). The FAM function itself specifies the journal heading and whether a batch total must be entered at the start of the transaction entry. The detail record controls the following entry functions, apart from voucher series, voucher name and voucher text:
  • Whether the journal voucher is a temporary, auto-reverse voucher, that is, reversed automatically on a specified reversal date
  • The VAT calculation method: 0 = Manual VAT calculation; 1 = Net method; 2 = Gross method
  • Whether VAT is calculated automatically in the coding panel. (If this check box is not selected, all VAT transactions must be entered manually.)
  • Exchange rate type
  • Panel layout, setting the display of the coding panel and how the accounting line is recorded. For journal vouchers, layouts 5, 20, and 21 determine the type of transaction entry as well: 5 = Journal vouchers in foreign currency; 20 = Multi-function entry of journal vouchers, customer payments and supplier payments; 21 = Entry of bank transactions from bank statement of account.
  • Which accounting dimensions to display in the coding panel and in what order
  • Whether cross-division vouchers are used
  • Whether transactions entered are closing transactions, that is, with an accounting date set as the last day of the year, updating the balance file for a separate period
  • Whether a bank operation code indicating the type of transaction must be specified.
  • Standard vouchers are entered, if used, in ‘Standard Voucher. Open’ (GLS015).

Follow These Steps

The steps below describes the basic entry flow. Depending on your selections in the FAM function detail record, the flow can vary.

  1. Start ‘Journal Voucher. Enter’ (GLS100/B).

  2. Select the FAM function detail record appropriate for the type of journal voucher to be entered.

    • If you chose to use batch totals when entering journal vouchers in ‘FAM Function. Open’ (CRS405), you must begin by entering a batch total for all the journal vouchers to be entered on the A panel. Press Enter

  3. On the E panel, change the proposed accounting date if necessary. Depending on the FAM function selected a mandatory ‘General voucher text’ field may be displayed. If entering a closing transaction, you must enter the year. If the FAM function manages temporary vouchers, then a reversal date must also be entered. Press Enter.

  4. If panel layout 21 (for bank transactions) is selected for the FAM function detail record, the F panel is now displayed with the opening balance and closing balance of the bank account. If you wish to create one bank transaction per payment, select the ‘Split bank entry’ check box. (Otherwise, one bank transaction per voucher is created.) Press Enter.

  5. On the coding panel, create the accounting lines. To select a standard voucher with predefined accounting lines for recurring records, press F16.

  6. When all accounting lines are correct, press F3 to create a voucher number and return to the E panel.

  7. To change a voucher, press F12 to return to the B panel, where you press F14 = ‘Change voucher’.

  8. On the G panel, select the Change option for the preliminary voucher to display the coding panel again.

  9. To update the general ledger with the new vouchers, press F3 to exit the program.

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