Define Voucher Types

Explanation

Use this activity to enter, change, or view information about the voucher types used by your company. Specifically, you can enter a voucher type and voucher number series, and connect the voucher type to a user group. This mandatory task is to be performed by a system administrator or equivalent person.

When a new company is created in IFS/Enterprise, one voucher type is created for each function group and year in the period calendar. You can also create a new user group for the voucher type.

If the IFS/Internal Ledger component is installed, you can define ledger settings. You can require that the voucher be balanced before the ledger is connected. You can also connect the voucher type to a specific ledger, i.e., an internal or general ledger, or to all ledgers. If connected to a specific ledger, the voucher type's transactions can only hold information for that ledger. If connected to all ledgers, the transactions can hold information used for more than one ledger and manual internal methods can be applied.

For a previously defined voucher type, you can add several function groups, provided that the voucher type is not defined as a single function group. You can remove voucher types or function groups if no user groups have been used for the particular combination of voucher type/voucher series/function group.

Prerequisites

This activity has the following prerequisites:

• The company must exist in IFS Financials.
• Before bringing the system on line, the voucher types must be connected to the function groups that will be used in the company.

System Effects

As a result of this activity:

• A voucher number series and a user group can be connected to the voucher type.
• A voucher connected to a simulation voucher type can be created in the Voucher Entry or Internal Voucher Entry windows to simulate amounts in reports and queries for updated postings.
• The values are available throughout the application where vouchers are created, e.g., transfer inventory transactions.

Window

Voucher Type

Related Window Descriptions

Voucher Types, Voucher Series per Voucher Type, User Group per Voucher Series

Procedure

To perform this activity, follow these steps:

1. Open the Voucher Type window.
2. Query for the existing voucher types.
3. To create a new voucher type, create a new record and enter the identity and description.
4. If the Internal Ledger component is installed, make the desired ledger selections.
5. Select the function group from the List of Values. The description is displayed automatically. If the voucher type was already defined and is not defined as a single function group, you can add several function groups.
6. If desired, remove voucher types or function groups in which no user groups have been defined for the particular combination of voucher type/voucher series/function group.
7. Select the desired voucher type settings. Depending on the voucher type's function groups, select the Automatic Allotment and Single Function Group check boxes. To simulate amounts in reports and queries for updated postings, connect the voucher to a simulation voucher type.
8. If voucher approval workflow is used for manual voucher types with function groups M,K and Q, select Voucher Approval Workflow check box. When this is selected, the allowed maximum amount and the code string combination of the Approver/Approver Group will be validated upon voucher approval.
9. If separate users should be involved in the voucher entry and the approval process, select Separate User Approval check box.
10. Save the changes.
11. In the header, right-click and click Voucher Series. The Voucher Series per Voucher Type window opens.
    Note: You can also open the Voucher Series per Voucher Type window from the Navigator.
12. To enter information about the voucher number series, create a new record and enter the values.
13. Save the changes.
14. Select the new voucher number series, and right-click and then click User Groups Per Voucher Series. The User Group per Voucher Series window opens.
15. Create a new record and enter values for the user group. For each registered user group, a valid function group must be defined.
16. Save the changes.
17. To create a new user group for the voucher type, select the voucher type, right-click on the voucher number series row to use, and then click Create User Groups Per Voucher Type. Select the user group and authorization level, indicate the default type and function group, and select either Single or All. Then click OK.