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Difference between revisions of "Journal Voucher"

 
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'''Journal Voucher'''
+
<div style="text-align: center;">
 +
[[Financials]] | [[Inventory]] | [[General Journal]]
 +
</div><br />
 +
==Journal Voucher==
 +
Allows the user to create a voucher to be used for financial activity like sales return and purchase return.
 +
=====Requirements before using Journal Voucher=====
  
−
Allows the user to create a voucher to be used for financial activity like sales return.
+
*The user should setup the following [[Maintenance]] Module in order to proceed on using the [[Journal Voucher]]
 +
**[[Chart of Account]]
 +
**[[Proforma]]
  
−
'''Journal Voucher Record List'''
+
=====Journal Voucher Record List=====
−
[[File:Journal Voucher Record List.png|center|thumb|Journal Voucher Record List]]
+
[[File:Financials - Journal Voucher - Record List.png|border|center|1500x1500px]]
 +
<br />
 +
=====Adding Journal Voucher=====
  
 +
#Click [[Journal Voucher]] Voucher under Financials Menu
 +
#Under Journal Voucher Screen, Click '''Add Journal Voucher'''
 +
#Fill out the necessary fields in the header section
 +
#Fill out the necessary fields in the Accounting then Click '''Save'''
  
−
'''Adding Journal Voucher'''
+
[[File:Financials - Journal Voucher - Add.png|border|center|1501x1501px]]
−
[[File:Adding Journal Voucher.png|center|thumb|864x864px|Adding Journal Voucher]]
 
 
<br />
 
<br />
 
{| class="wikitable"
 
{| class="wikitable"
−
!Field
+
!'''Field'''
−
!Description
+
!'''Description'''
−
!Expected Values
+
!'''Allowed Inputs'''
 +
!'''Restricted Inputs'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 
|-
 
|-
−
|1.Reference No.
+
|1.Voucher No.
 +
|•Voucher Number of the Transaction upon creation
 +
|•Alphanumeric(Auto-Generated)
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
|-
 +
|2.Reference No.
 
|•Reference Number of the Transaction
 
|•Reference Number of the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |50
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
−
|2.Transaction Date
+
|3.Transaction Date
 
|•Date when the Transaction was Created
 
|•Date when the Transaction was Created
−
|•Date
+
|•Date picker provided by system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
−
|3.Proforma
+
|4.[[Proforma]]
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Proforma list provided in the Proforma Maintenance Module
 
|•Proforma list provided in the Proforma Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
−
|4.Notes
+
|5.Notes
 
|•Other Remarks on the Transaction
 
|•Other Remarks on the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |300
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
−
|5.Account
+
|6.[[Chart of Account|Account]]
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account list in the Chart of Accounts Maintenance Module
 
|•Account list in the Chart of Accounts Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|7.Description
 +
|•Any remarks or description on the Account
 +
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |100
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
−
|6.Debit
+
|8.Debit
 
|•Debit Amount for the Transaction
 
|•Debit Amount for the Transaction
 
|•Number
 
|•Number
 +
| style="vertical-align:middle;text-align:center;" |Any inputs aside numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
−
|7.Credit
+
|9.Credit
 
|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
 
|•Number
 
|•Number
−
|}
+
| style="vertical-align:middle;text-align:center;" |Any inputs aside numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|}Notes:
 +
 
 +
*Proforma should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 +
**This can be seen in [[Proforma]] Maintenance Module
 +
**Past Transactions with '''INACTIVE''' Proforma prior to its deactivation can still be used.
 +
*<span style="color: rgb(51, 51, 51)">Account should be on '''ACTIVE''' status when using it upon creating or editing a transaction.</span>
 +
**This can be seen in [[Chart of Account]] Maintenance Module.
 +
*Journal Voucher is autogenerated when creating a [[Sales Return]].
 +
*Journal Voucher is autogenerated when creating a [[Purchase Return]].
 +
*Only one user can use Add Voucher function at a time.
 +
 
 +
=====Viewing Journal Voucher=====
  
 +
#Click [[Journal Voucher]] Voucher under Financials Menu
 +
#Select Journal Voucher that needs to view its details, click the drop-down arrow then choose '''View.'''
 +
#The user has an option to Edit the Journal Voucher upon viewing it. The Journal can only be edit if the Voucher was created manually.
  
−
Notes:
+
[[File:Financials - Journal Voucher - View.png|center|1500x1500px]]
 +
<br />
 +
=====Editing Journal Voucher=====
  
−
*Journal Voucher can be autogenerated when creating Delivery Receipt.
+
#Click [[Journal Voucher]] Voucher under Financials Menu
−
*Journal Voucher can be autogenerated when Running a Depreciation.
+
#Select the Journal Voucher that needs to update its details, click the drop-down arrow then click '''Edit.'''
−
*Only one user can use Add Voucher function at a time.
+
#Update the necessary the fields. Then click '''Save.'''
  
−
'''Editing Journal Voucher'''
+
[[File:Financials - Journal Voucher - Edit.png|border|center|1500x1500px]]
−
[[File:Editing Journal Voucher.png|center|thumb|862x862px|Editing Journal Voucher]]
 
 
{| class="wikitable"
 
{| class="wikitable"
−
!Field
+
!'''Field'''
−
!Description
+
!'''Description'''
−
!Expected Values
+
!'''Allowed Inputs'''
 +
!'''Restricted Inputs'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 
|-
 
|-
−
|1.Reference No.
+
|1.Voucher No.
 +
|•Voucher Number of the Transaction upon creation
 +
|•Alphanumeric(Auto-Generated)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|2.Reference No.
 
|•Reference Number of the Transaction
 
|•Reference Number of the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |50
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
−
|2.Transaction Date
+
|3.Transaction Date
 
|•Date when the Transaction was Created
 
|•Date when the Transaction was Created
−
|•Date
+
|•Date picker provided by system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
−
|3.Proforma
+
|4.[[Proforma]]
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Proforma list provided in the Proforma Maintenance Module
 
|•Proforma list provided in the Proforma Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
−
|4.Notes
+
|5.Notes
 
|•Other Remarks on the Transaction
 
|•Other Remarks on the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |300
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
−
|5.Account
+
|6.[[Chart of Account|Account]]
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account list in the Chart of Accounts Maintenance Module
 
|•Account list in the Chart of Accounts Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|7.Description
 +
|•Any remarks or description on the Account
 +
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |100
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
−
|6.Debit
+
|8.Debit
 
|•Debit Amount for the Transaction
 
|•Debit Amount for the Transaction
 
|•Number
 
|•Number
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs aside numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
−
|7.Credit
+
|9.Credit
 
|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
 
|•Number
 
|•Number
−
|}Notes:
+
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs aside numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|}<br />
 +
 
 +
Notes:
 +
 
 +
*Proforma should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 +
**This can be seen in [[Proforma]] Maintenance Module
 +
**Past Transactions with '''INACTIVE''' Proforma prior to its deactivation can still be used.
 +
*<span class="ve-pasteProtect" style="color: rgb(51, 51, 51)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(51, 51, 51)&quot;}">Account should be on '''ACTIVE''' status when using it upon creating or editing a transaction.</span>
 +
**This can be seen in [[Chart of Account]] Maintenance Module.
 +
 
 +
*When [[Sales Return]] record was updated, the Journal Voucher corresponds to it will also be updated.
 +
*Journal Vouchers that are auto-generated from [[Payment Voucher]] cannot be edited.
 +
*Only one user can use Edit Voucher function at a time.
 +
 
 +
=====<span class="mw-headline" id="Printing_Petty_Cash" style="box-sizing: inherit;"><span class="mw-headline" id="Printing_Disbursement_Voucher" style="box-sizing: inherit;"><span class="mw-headline" id="Printing_Receipt_Voucher" style="box-sizing: inherit;"><span class="mw-headline" id="Printing_Payment_Voucher" style="box-sizing: inherit;"><span class="mw-headline" id="Printing_Accounts_Receivable" style="box-sizing: inherit;"><span class="mw-headline ve-pasteProtect" id="Editing_Import_Purchase_Order" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;">Printing Journal Voucher</span></span></span></span></span></span>=====
 +
 
 +
#Click [[Journal Voucher]] Voucher under Financials Menu
 +
#Select Journal Voucher that needs to print its details. Click the Drop-down Arrow then click Print'''.'''
 +
 
 +
[[File:Financials - Journal Voucher - Print.png|border|center|1500x1500px]]
 +
<br />
  
−
*Journal Voucher that are auto-generated from creating Delivery Receipts can not be edited.\
+
=====<span class="mw-headline" id="Cancelling_Petty_Cash" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Disbursement_Voucher_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Receipt_Voucher_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Payment_Voucher_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Accounts_Receivable_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Purchase_Order_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Purchase_Order_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Purchase_Requisition_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Sales_Quotation_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_ATC_Code_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Class_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Type_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Chart_of_Account_Record" style="box-sizing: inherit;">Cancelling Journal Voucher</span></span></span></span></span></span></span></span></span></span></span></span></span>=====
−
*Only one user can use Edit Voucher function at a time.<br />
+
Journal Voucher can be canceled in two ways:
  
−
<br />'''Journal Voucher Options'''[[File:Journal Voucher Options.png|center|thumb|Journal Voucher Options]]
+
*Using drop-down arrow of a record can be used in single record cancellation
  
 +
[[File:Financials - Journal Voucher - Cancel1.png|border|center|1500x1500px]]
 +
<br />
  
−
'''Journal Voucher Importing Option'''
+
*Using Cancel Button for cancelling multiple records
−
[[File:Journal Voucher Importing Options.png|center|thumb|Journal Voucher Importing Options]]
 
  
 +
[[File:Financials - Journal Voucher - Cancel2.png|border|center|1500x1500px]]
 +
<br />
 +
=====Importing and Exporting Journal Voucher=====
 +
1. Under Journal Voucher Screen, Click Options
  
−
'''Journal Voucher Record Options'''
+
2. Under Options, The user may Export or Import The Record
−
[[File:Journal Voucher Record Options.png|center|thumb|Journal Voucher Record Options]]Notes:
 
  
−
*Auto-generated Journal Vouchers from creating Delivery Receipt can be cancelled through cancelling the Delivery Receipt.
+
*When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Source filter for precise searching and exporting of records.
  
−
'''Journal Voucher View Record'''
+
[[File:Financials - Journal Voucher - Export.png|border|center|1879x1879px]]
−
[[File:Journal Voucher View Record.png|center|thumb|Journal Voucher View Record]]
 
 
<br />
 
<br />
 +
 +
*When Importing the records, the user should follow the following steps provided in the Importing Journal Voucher Screen such as
 +
**Downloading the template link provided under Step 1.
 +
**Filling up the information needed for each columns of the template
 +
**Uploading the updated Template
 +
 +
[[File:Financials - Journal Voucher - Import.png|border|center|1500x1500px]]
 +
<br />
 +
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"
 +
|+ style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" |Import Data Dictionary of Journal Voucher
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Field
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Description of Data Output
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Allowed Inputs
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Input Restrictions
 +
!Character Limit
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Required Field?
 +
|- style="box-sizing: inherit;"
 +
| style="" |1.Document Set
 +
| style="" |Manual Entry of Document Set of Journal Voucher
 +
| style="" |*Alphanumeric
 +
<nowiki>*</nowiki>Underscore "_"
 +
| style="vertical-align:middle;text-align:center;" |Other Special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |5
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|- style="box-sizing: inherit;"
 +
| style="" |2.Transaction Date
 +
| style="" |Manual entry of Transaction Date of the Voucher
 +
| style="" |*Numeric
 +
<nowiki>*</nowiki>Dash "-"
 +
 +
<nowiki>*</nowiki>Backslash "\"
 +
| style="vertical-align:middle;text-align:center;" |Other Special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|- style="box-sizing: inherit;"
 +
| style="" |3.Reference No.
 +
| style="" |Manual Entry of Journal Voucher Reference No.
 +
| style="" |*Alphanumeric
 +
<nowiki>*</nowiki>Underscore "_"
 +
 +
<nowiki>*</nowiki>Dash "-"
 +
| style="vertical-align:middle;text-align:center;" |Other Special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |50
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|- style="box-sizing: inherit;"
 +
| style="" |4.Notes
 +
| style="" |Other remarks in the Journal Voucher
 +
| style="" |*Alphanumeric
 +
 +
<nowiki>*</nowiki>Underscore "_"
 +
 +
<nowiki>*</nowiki>Dash "-"
 +
| style="vertical-align:middle;text-align:center;" |Other Special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |300
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|- style="box-sizing: inherit;"
 +
| style="" |5.Account Name
 +
| style="" |Manual Entry of Account Name - must be based from [[Chart of Account]] Maintenance
 +
| style="" |*Numeric
 +
<nowiki>*</nowiki>Account Name based from [[Chart of Account]] Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |Any input not mentioned in the allowed inputs
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|- style="box-sizing: inherit;"
 +
| style="" |6.Description
 +
| style="" |Manual Entry of Account Description
 +
| style="" |*Alphanumeric
 +
<nowiki>*</nowiki>Special Characters
 +
| style="vertical-align:middle;text-align:center;" |*None
 +
| style="vertical-align:middle;text-align:center;" |100
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|- style="box-sizing: inherit;"
 +
| style="" |7.Debit
 +
| style="" |Manual entry of Debit Amount
 +
| style="" |*Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any input except numbers
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|- style="box-sizing: inherit;"
 +
| style="" |8.Credit
 +
| style="" |Manual entry of Credit Amount
 +
| style="" |*Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any input except numbers
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|}
 +
 +
=====Journal Voucher Record Options=====
 +
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"
 +
|+ style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" |Actions Available base on Journal Voucher Record Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |View
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Edit
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Print
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Post
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Unpost
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Cancel
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''UNPOSTED'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="" |
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''POSTED'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''CANCELLED'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="" |
 +
| style="vertical-align:middle;text-align:center;" |
 +
|}
 +
Notes:
 +
 +
*Only Manually created Journal Vouchers can be edited
 +
**Manually created Journal Vouchers can be edited while viewing the record.
 +
*Any auto-generated Journal Voucher will set its status into '''POSTED'''
 +
 +
{| class="wikitable" style="margin: auto;"
 +
|+Categories:
 +
! colspan="2" |'''Modules'''
 +
|-
 +
|Financials
 +
|[[Financials]]<nowiki> | </nowiki>[[Journal Voucher]]
 +
|-
 +
|Inventory
 +
|[[Purchase Return]]<nowiki> | </nowiki>[[Sales Return]]
 +
|-
 +
|Maintenance
 +
|[[Proforma]]<nowiki> | </nowiki>[[Chart of Account]]
 +
|-
 +
! colspan="2" |'''Report'''
 +
|-
 +
|Financial Statements
 +
|[[General Journal]]
 +
|}<br />
 +
[[Category:Financials]]
 +
[[Category:Inventory]]
 +
[[Category:Tax Reports]]
 +
[[Category:Financial Statements]]

Latest revision as of 12:54, 19 April 2022


Journal Voucher

Allows the user to create a voucher to be used for financial activity like sales return and purchase return.

Requirements before using Journal Voucher
Journal Voucher Record List
Financials - Journal Voucher - Record List.png


Adding Journal Voucher
  1. Click Journal Voucher Voucher under Financials Menu
  2. Under Journal Voucher Screen, Click Add Journal Voucher
  3. Fill out the necessary fields in the header section
  4. Fill out the necessary fields in the Accounting then Click Save
Financials - Journal Voucher - Add.png


Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Voucher No. •Voucher Number of the Transaction upon creation •Alphanumeric(Auto-Generated) N/A N/A N/A
2.Reference No. •Reference Number of the Transaction •Alphanumeric

•Special Characters

None 50 Yes
3.Transaction Date •Date when the Transaction was Created •Date picker provided by system N/A N/A Yes
4.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module N/A N/A No
5.Notes •Other Remarks on the Transaction •Alphanumeric

•Special Characters

None 300 No
6.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module N/A N/A Yes
7.Description •Any remarks or description on the Account •Alphanumeric

•Special Characters

None 100 No
8.Debit •Debit Amount for the Transaction •Number Any inputs aside numbers 20 Yes
9.Credit •Credit Amount for the Transaction •Number Any inputs aside numbers 20 Yes

Notes:

  • Proforma should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Proforma Maintenance Module
    • Past Transactions with INACTIVE Proforma prior to its deactivation can still be used.
  • Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • Journal Voucher is autogenerated when creating a Sales Return.
  • Journal Voucher is autogenerated when creating a Purchase Return.
  • Only one user can use Add Voucher function at a time.
Viewing Journal Voucher
  1. Click Journal Voucher Voucher under Financials Menu
  2. Select Journal Voucher that needs to view its details, click the drop-down arrow then choose View.
  3. The user has an option to Edit the Journal Voucher upon viewing it. The Journal can only be edit if the Voucher was created manually.
Financials - Journal Voucher - View.png


Editing Journal Voucher
  1. Click Journal Voucher Voucher under Financials Menu
  2. Select the Journal Voucher that needs to update its details, click the drop-down arrow then click Edit.
  3. Update the necessary the fields. Then click Save.
Financials - Journal Voucher - Edit.png
Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Voucher No. •Voucher Number of the Transaction upon creation •Alphanumeric(Auto-Generated) N/A N/A N/A
2.Reference No. •Reference Number of the Transaction •Alphanumeric

•Special Characters

None 50 Yes
3.Transaction Date •Date when the Transaction was Created •Date picker provided by system N/A N/A Yes
4.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module N/A N/A No
5.Notes •Other Remarks on the Transaction •Alphanumeric

•Special Characters

None 300 No
6.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module N/A N/A Yes
7.Description •Any remarks or description on the Account •Alphanumeric

•Special Characters

None 100 No
8.Debit •Debit Amount for the Transaction •Number Any inputs aside numbers 20 Yes
9.Credit •Credit Amount for the Transaction •Number Any inputs aside numbers 20 Yes


Notes:

  • Proforma should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Proforma Maintenance Module
    • Past Transactions with INACTIVE Proforma prior to its deactivation can still be used.
  • Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • When Sales Return record was updated, the Journal Voucher corresponds to it will also be updated.
  • Journal Vouchers that are auto-generated from Payment Voucher cannot be edited.
  • Only one user can use Edit Voucher function at a time.
Printing Journal Voucher
  1. Click Journal Voucher Voucher under Financials Menu
  2. Select Journal Voucher that needs to print its details. Click the Drop-down Arrow then click Print.
Financials - Journal Voucher - Print.png


Cancelling Journal Voucher

Journal Voucher can be canceled in two ways:

  • Using drop-down arrow of a record can be used in single record cancellation
Financials - Journal Voucher - Cancel1.png


  • Using Cancel Button for cancelling multiple records
Financials - Journal Voucher - Cancel2.png


Importing and Exporting Journal Voucher

1. Under Journal Voucher Screen, Click Options

2. Under Options, The user may Export or Import The Record

  • When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Source filter for precise searching and exporting of records.
Financials - Journal Voucher - Export.png


  • When Importing the records, the user should follow the following steps provided in the Importing Journal Voucher Screen such as
    • Downloading the template link provided under Step 1.
    • Filling up the information needed for each columns of the template
    • Uploading the updated Template
Financials - Journal Voucher - Import.png


Import Data Dictionary of Journal Voucher
Field Description of Data Output Allowed Inputs Input Restrictions Character Limit Required Field?
1.Document Set Manual Entry of Document Set of Journal Voucher *Alphanumeric

*Underscore "_"

Other Special characters not mentioned 5 Yes
2.Transaction Date Manual entry of Transaction Date of the Voucher *Numeric

*Dash "-"

*Backslash "\"

Other Special characters not mentioned N/A Yes
3.Reference No. Manual Entry of Journal Voucher Reference No. *Alphanumeric

*Underscore "_"

*Dash "-"

Other Special characters not mentioned 50 No
4.Notes Other remarks in the Journal Voucher *Alphanumeric

*Underscore "_"

*Dash "-"

Other Special characters not mentioned 300 No
5.Account Name Manual Entry of Account Name - must be based from Chart of Account Maintenance *Numeric

*Account Name based from Chart of Account Maintenance Module

Any input not mentioned in the allowed inputs N/A Yes
6.Description Manual Entry of Account Description *Alphanumeric

*Special Characters

*None 100 No
7.Debit Manual entry of Debit Amount *Numeric Any input except numbers N/A Yes
8.Credit Manual entry of Credit Amount *Numeric Any input except numbers N/A Yes
Journal Voucher Record Options
Actions Available base on Journal Voucher Record Status
Status View Edit Print Post Unpost Cancel
UNPOSTED ☑ ☑ ☑ ☑ ☑
POSTED ☑ ☑ ☑
CANCELLED ☑ ☑

Notes:

  • Only Manually created Journal Vouchers can be edited
    • Manually created Journal Vouchers can be edited while viewing the record.
  • Any auto-generated Journal Voucher will set its status into POSTED
Categories:
Modules
Financials Financials | Journal Voucher
Inventory Purchase Return | Sales Return
Maintenance Proforma | Chart of Account
Report
Financial Statements General Journal


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