Journal Vouchers

Before you start

• The financial system is configured.
• Journal number series are defined for the current year. This is done in 'Journal Number Series. Open' (CRS400).
• FAM function GL01 with at least one detail record is defined in 'FAM Function. Open' (CRS405). Refer to Using FAM Functions to Facilitate Transaction Entry for a detailed description of the available settings for this FAM function.
• Standard vouchers are entered, if used, in 'Standard Voucher. Open' (GLS015).

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.