Enter Internal Manual Voucher

Explanation

This activity is used to enter different types of manual internal vouchers. You can also modify manual vouchers that have not yet been updated.

The voucher types belonging to the following function groups can be used for manual vouchers:

K, Corrections
M, Manual vouchers
Q, Opening balances

The voucher types can be displayed via the List of Values when the cursor is placed in the Voucher Type field.

A manual internal voucher can be modified as long as it is placed in the internal hold table, i.e., it has not been updated to the internal ledger. All information on manually entered voucher rows having transaction code MANUAL can be changed, but voucher rows created by posting control cannot be changed. It is also possible to add accrual (Period Allocation) information to rows that were manually created.

Prerequisites

Before entering an internal manual voucher, the following must have been completed in IFS/Accounting Rules and Internal Ledger:

The code parts must have been predetermined. The code parts used depend on the accounting level for follow-up and whether code part functions are used, e.g. project accounting or currency balance accounting. Select Define Code String to define the parts of the code string and code part functions, if applicable. You must also specify which of these code parts should be included in the internal ledger. This is done in Internal Code Parts.
The code part requirements must have been entered in Internal Posting Methods.
The account information must have been entered in Account.
Information on the code parts B-J must have been entered in Code Part Values.
Information on the account groups must have been entered in Account Groups.
Information on the period calendars must have been entered in Accounting Periods.
Information on voucher types, as well as their connection to internal ledgers, must be registered in Voucher Type.
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.

System Effects

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

Window

Internal Voucher Entry

Related Window Descriptions

Internal Voucher Entry

Procedure

Use the following procedure to enter an internal manual voucher (short description):

Open the Internal Voucher Entry window. The window contains two tabs: Voucher Rows and Header Details. Design your own screen layout in the Voucher Rows tab to accelerate your work 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 voucher header. The default values for voucher date, voucher type, and voucher status are displayed. Change these values if applicable. Add information to the voucher header, for example an identity for text rows that are to be displayed for each voucher row.
Create 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 (Parallel Currency Code) and Amount (Parallel Currency Code) fields or in Credit Amount (Parallel Currency Code) and Amount (Parallel Currency Code) fields.
Save the information. If the Optional Auto Balance check box is selected for the voucher type in Define Voucher Types, then the system calculates the amount for the last voucher row. The user need not enter the amount manually. To be able to use the Automatic Voucher Balance functionality, all the voucher rows must have the same currency. Also the currency code on the voucher header must be the same as on the rows. A voucher with Awaiting Approval/Approved status will be created.
Change the status of the voucher to Approved or Not Approved as appropriate. If the voucher status is changed to Not Approved the Notes window will appear and the reason for not approving can be entered. Incomplete vouchers will remain in the hold table. You can modify the voucher as long as it remains in the hold table.

Additional information on how to enter information for the voucher header:

Voucher Date - The voucher date can be changed to an earlier or later date, provided that the accounting period is open for postings for the user group to which you belong.

Voucher Types - To enter a manual voucher, use a voucher type connected to the function group M, Manual voucher and to the Internal Ledger. Use List of Values to change the voucher type, if applicable. A list is available displaying all voucher types for the accounting year and the company to which you have an access. To differentiate correction vouchers from standard vouchers, select a type from the function group K, Corrections.

Opening Balances - To enter opening balances, use a voucher type connected to the function group Q, Opening balances. This voucher type makes it possible to post on the ledger accounts. This type is normally used only when you begin using the system. Enter a voucher with outgoing balances for the last period of the previous year, then start the Final Year End GL function to generate opening balances for the first accounting year.

Voucher Numbers - If you use automatic voucher numbering, the next available number for this voucher type is retrieved from Voucher Series per Voucher Type when you save the voucher. If you do not use automatic voucher numbering, you must enter a voucher number. This number must be unique and lie within the current voucher numbering sequence.

Voucher Status - Voucher status can have one of two values:

Approved - This indicates that the voucher can be updated to the internal ledger.
Not Approved - This indicates that the voucher is incomplete and has been placed in the hold table to be corrected. Vouchers with Not Approved status will not be included when updating.
Error - This status indicates that the voucher did not pass all checks during the updating routine.
Awaiting Approval

- This indicates that the voucher is complete and is ready to be approved.

Correction Vouchers - If the voucher is marked as a correction voucher, i.e., the Use Correction Row check box is selected, debit and credit amounts are treated as negative. This processing of correction vouchers is done so that the amounts do not affect the debit or credit balance of the account. Vouchers belonging to the function group K, Corrections, are automatically marked as correction vouchers. See About IFS Applications for more information on correction vouchers.

Text - To simplify the entry of optional text for the voucher rows you can either enter a pre-defined text identity in the Text ID field or enter a text in the Text for Voucher and Row field. The text identity must have been defined in VoucherTexts. The text in the Text for Voucher and Row field in the voucher header is then copied to each row when the New function is used on the voucher row.

Voucher Status Information (the Header Details tab). The fields are used to display information on a saved voucher in the hold table. See also the information on voucher status above.

Currency Information (the Voucher Postings tab). When entering a new voucher row, you can use List of Values to change the value in the Currency Type field. A currency type is an identity for a list of currency codes. The currency types are entered in Currency Rate Types window.

Additional Information (the Header Details tab). The Update Error field displays information on the error if the voucher header did not pass the checks in the updating routine. The Interim Voucher box is checked if the Interim Voucher operation is used for the voucher.

Additional information on how to enter information on the voucher rows:

After checking the information and making any changes in the voucher header, you can enter information on the voucher rows in the Voucher Postings tab. The values you must enter are account and amount, or account and quantity. Other values depend on the number of code parts used in the company and also on how the code part requirements are defined. The cursor must be on the voucher row before you can use the New function to create a new voucher row.

Code String - All transactions are based on the code part Account and the code parts B - J. All code parts are checked for validity and the code part requirements defined per account. You can use all valid accounts that are not ledger accounts.

Amount - There are nine amount columns; three columns for foreign currencies, three columns for the accounting currency, and three columns for the parallel accounting currency. Decide whether amounts are being entered as debit or credit amounts or as positive or negative amounts in the amount columns. Define the columns to support your methods. Normally, you specify a currency amount and the amount is then displayed automatically in accounting currency and in parallel accounting currency. The parallel accounting currency is displayed only if this was defined when the company was created. A zero amount can be entered only if quantity changes are to be posted. See About IFS Applications for more information on parallel accounting currency.

Balances - The voucher balance is updated for each row entered. The balance is displayed in the upper part of the Voucher Postings tab in both the accounting currency and the foreign currency.

Modifying vouchers in the IL hold table:

A manual voucher can be modified as long as it is placed in the hold table, i.e., it has not been updated to the internal ledger.

Changing the Voucher Header - The text information in the voucher header and the currency code in the Header Details tab can be changed. This means that if you add rows on the voucher, the text information and/or the currency code will be default for the new rows. You can also change the optional text that is specified via the Notes operation.

Changing Voucher Rows - All information on manually-entered voucher rows having transaction type MANUAL can be changed. The voucher rows created by posting control cannot be changed. It is also possible to add accrual (Period Allocation) information to rows that were manually created.