Enter Multi-Company Manual Voucher

Explanation

Use this activity to enter a Multi-Company manual voucher. A Multi-Company manual voucher is created in one company, i.e. current company, and contains voucher rows belonging to the current company and to other company/companies in the same legal entity. Each voucher can be processed individually with in the particular company it resides. The voucher types belonging to the function group M, Manual Vouchers, are used for Multi-Company manual vouchers in the current company. The voucher types belonging to the function group D, Multi-Company Vouchers, are used for Multi-Company manual vouchers in the other company/companies.

If checkbox Manual Balance per Company is selected, the voucher rows per company must balance in accounting and (if used) parallel currency before the voucher can be saved. If checkbox is not selected, any remaining balance per company will automatically be posted using the posting types AP10 (credit balance) or AP11 (debit balance). Also, the voucher rows within each Row Group ID must be in the same transaction currency and must balance in that currency. Only one voucher row is allowed for the source company within each Row Group ID.

If the Voucher Row Group Validation check box is selected in the Voucher Type window for the used voucher type, voucher rows with the same row group ID must have a one-to-one or one-to-many debit/credit relation. In order to save a voucher of a voucher type for which the Voucher Row Group Validation check box is selected, the debit balance and the credit balance must be the same within each row group ID.

Prerequisites

Before entering a Multi-Company voucher, the following must have been completed:

The current company and the other company/companies must exist in the same database.
The user must have the permission to enter a voucher within the function group M, Manual Vouchers, in the current company. The user group to which the user belongs is linked to a voucher type via Accounting Rules/User Data/Voucher Series per Voucher Type, the User Group per Voucher Series operation.
The user must have the permission to enter a voucher within the function group D, Multi Company Voucher, in the other company/companies.
The code parts must have been defined in the current company and the other company/companies. The code parts used depend on the accounting level for follow-up and whether code parts functions are used, for example project accounting or currency balance accounting. The code parts are defined in Define Code String.
The code part requirements must have been entered in Account Types for the current company and the other company/companies.
The legal combinations of code parts, i.e., the combination rules, must have been entered for the user group that the user belongs to. The combination rules must have been entered in the companies that the user wants to enter voucher rows in. The combination rules are entered in Combination Rules.
The account information must have been entered in Account for the current company and the other company/companies.
Information on the code parts B-J must have been entered in Accounting Rules/Code String/Code Parts for the current company and the other company/companies.
Information on the account groups must have been entered in Account Groups for the current company and the other company/companies.
Information on the period calendars and voucher types must have been entered in Accounting Periods or Voucher Type for the current company and the other company/companies.
Users must belong to user groups with authorization level Enter Only or Enter and Approve.
Information on the currency codes and currency rates must have been entered in Currency Codes and Currency Rates for the current company and the other company/companies.

System Effects

As a result of this activity a manual voucher is created and placed in the hold table.

Window

Multi-Company Voucher Entry

Related Window Descriptions

Voucher Entry

Procedure

Use the following procedure to enter a Multi-Company manual voucher:

Open the Multi-Company Voucher Entry window. The window contains three tabs: Voucher Postings, View Voucher Rows, Header Details and Voucher Approval. Design your own screen layout in the Voucher Postings tab to expedite your work even further. For example, choose the columns to be displayed via Properties (the right mouse button) when the cursor is placed on the voucher row. Use the options in the Object Properties box to design your screen layout.
Create a new record in the header area. Default values for voucher date, voucher type, and voucher status are displayed. Change these values if appropriate. Add information for the voucher header, for example an identity for text rows that are to be displayed for each voucher row.
Select the Voucher Postings tab, then create a new record to enter a new voucher row. Specify the code string information for the voucher row. Amounts are normally entered in the company’s accounting (base) currency, which is defaulted to the Currency Code field, but the currency can be changed. Use one of the following fields for entering the amount: Debit Currency Amount, Credit Currency Amount, or Currency Amount. In the Currency Amount field, a credit amount is entered preceded by a minus sign (-). The amount is then displayed in either the Debit Amount and Amount fields or in the Credit Amount and Amount fields. If a parallel accounting currency is used in the company, then the amount is also displayed in Debit Amount (Currency Code) and Amount (Currency Code) fields or in Credit Amount (Currency Code) and Amount (Currency Code) fields.
Enter the rows for the voucher. The cursor must be on the voucher row before you create a new record to create a new voucher row.
If you want the voucher row you entered to be added as a pseudo code, so it can be used again when required, select the record, right click and then click Add Pseudo Code.
Save the information. If the option Manual Balance per Company is not selected any remaining balance per company will automatically be posted using the posting types AP10 (credit balance) or AP11 (debit balance). If the option Manual Balance per Company is selected, the voucher rows per company must balance in accounting and (if used) parallel currency before the voucher can be saved.