Difference between revisions of "Journal Voucher"

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[[Category:Financials]]
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[[Category:Inventory]]
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[[Category:Tax Reports]]
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[[Category:Financial Statements]]

Revision as of 15:01, 7 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 Expected Values
1.Voucher No. •Voucher Number of the Transaction upon creation •Alphanumeric(Auto-Generated)
2.Reference No. •Reference Number of the Transaction •Alphanumeric
3.Transaction Date •Date when the Transaction was Created •Date
4.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module
5.Notes •Other Remarks on the Transaction •Alphanumeric
6.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module
7.Description •Any remarks or description on the Account •Alphanumeric
8.Debit •Debit Amount for the Transaction •Number
9.Credit •Credit Amount for the Transaction •Number

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 Expected Values
1.Voucher No. •Voucher Number of the Transaction upon creation •Alphanumeric(Auto-Generated)
2.Reference No. •Reference Number of the Transaction •Alphanumeric
3.Transaction Date •Date when the Transaction was Created •Date
4.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module
5.Notes •Other Remarks on the Transaction •Alphanumeric
6.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module
7.Description •Any remarks or description on the Account •Alphanumeric
8.Debit •Debit Amount for the Transaction •Number
9.Credit •Credit Amount for the Transaction •Number

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 Required (Y/N)
1.Document Set Manual Entry of Document Set of Journal Voucher *Alphanumeric

*Underscore "_"

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

*Dash "-"

*Backslash "\"

*Other Special characters not mentioned Y
3.Reference No. Manual Entry of Journal Voucher Reference No. *Alphanumeric

*Underscore "_"

*Dash "-"

*Other Special characters not mentioned N
4.Notes Other remarks in the Journal Voucher *Alphanumeric

*Underscore "_"

*Dash "-"

*Other Special characters not mentioned N
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 Y
6.Description Manual Entry of Account Description *Alphanumeric

*Special Characters

*None N
7.Debit Manual entry of Debit Amount *Numeric *Any input except numbers Y
8.Credit Manual entry of Credit Amount *Numeric *Any input except numbers Y
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