Journal Voucher

Financials | Inventory | General Journal

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

• 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

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

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.
  • 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

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.

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.

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.
  • 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.

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.

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

• Using Cancel Button for cancelling multiple records

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.

• 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

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