Check External Voucher

Explanation

Use this activity to check the external transactions related to an external voucher load identity. The transactions are checked with respect to code string, rules, and user data in IFS/Accounting Rules, and also with respect to external voucher parameters.

Transactions that do not pass the Check step are marked with an error code. If all transactions pass the Check step without errors then:

• The external load is given the status Checked.
• All transactions related to the load identity get the status Checked.

If any transaction do not pass the Check step, then the following applies:

• The external load gets the status PartlyChecked.
• All transactions related to the load identity will get a status according to the following:

• All transactions having the same Load Group Item value (belongs to the same voucher) get the status Loaded if one of the transactions with this Load Group Item has errors.
• All transactions having the same Load Group Item value get the status Created if none of the transactions with this Load Group Item have errors.

Prerequisites

Before checking the external vouchers, the following must have been completed:

• The file with the external voucher transactions must have been loaded.

System Effects

As a result of the activity, a message will be displayed stating whether errors were discovered or not. The transactions causing errors will get an Error Text that can be viewed in the External Vouchers Transactions window. All transactions belonging to the same Load Group Item as the incorrect transaction(s) will have the status Loaded.
If no errors were found, i.e. all transactions were considered correct, then the external transactions can be used to create vouchers in the hold table.

Window

External Voucher Load Information

Related Window Descriptions

External Voucher Load Information

Procedure

Use the following procedure to check the external vouchers:

1. Open the External Voucher Load Information window.
2. Populate the window or query for the required Load ID.
3. Right-click on the record with the required Load ID and click Check External Voucher.
4. If you are not connected to the user group of the user who has loaded the external voucher, Change External Voucher User Data dialog box would appear. Your user ID and the default user group for the user ID will be entered in the relevant fields by default. Change the user ID and/or the user group as required and click OK.
5. An informational message will be displayed when the Check process has finished. Click OK to leave the message box and finish the activity.