Voucher numbering and journal classes

A voucher number is a unique reference for a balancing business transaction. It is the main reference for financial transactions used in some accounting environments, for example, in Chinese financial accounting, and in the Japanese market, where it is known as 'dempyo'. It is also a useful book keeping facility for many other countries' accounting systems and regulations.

You can configure each business unit's ledger separately to have voucher numbering as mandatory for all transactions, or prohibited, or optional. If it is prohibited for the ledger, there is no voucher numbering. If it is optional, a voucher number is available for each journal but not a mandatory field.

You can configure the ledger to display voucher numbering either in the main transaction reference field, or as a second ledger reference, retaining the transaction reference for other purposes. The voucher number itself can be used as a selection criterion for queries, batch processes and reports.

Journal classes

Voucher numbering is sequential, and grouped by the journal class being used. You can define different journal classes to classify journals according to their business function, for example, receipts, payments, transfers, and so on. If you are using voucher numbering, the journals pertaining to each journal class are given incremental voucher numbers, and consequently there are several different voucher numbering sequences all being simultaneously maintained and incremented.

Sequencing the voucher numbers

Voucher numbering is similar to Sequence Numbering. However, sequence numbering alone does not provide all of the functionality required for a voucher numbering system, and also requires the dedicated use of one or more ledger analysis dimensions for the purpose.

If you are using voucher numbering, all functions that generate journals update the appropriate sequence number, so that unique voucher numbers are applied to the journal transactions. For example, postings from Order Fulfilment have the voucher number applied on import; the processes in Fixed Assets and Corporate Allocations include voucher numbers on the generated transactions.

The voucher number consists of a five-part structured reference. For example, it can incorporate journal class code, accounting year, accounting period, accounting date and sequence number (Voucher Number Stream). You do not have to configure all five parts in order to use voucher numbering.

Setting up voucher numbering

To set up voucher numbering, carry out the following steps:

  1. Create a voucher number stream using Voucher Number Stream Setup (VNS).
  2. Create a transaction reference for the voucher numbering using Transaction References (TRS).
  3. Create all of the journal classes you require using Journal Class Setup (JNC).
  4. Assign an appropriate journal class to each journal type, using Journal Types (JNT).
  5. In Ledger Setup (LES) click on the Voucher Numbering tab.
    1. Set the Voucher Numbering option to either Optional or Mandatory as required.
    2. Set the other options on the Voucher Numbering tab as required, and assign class codes to the system batch processes.
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