Vouchers are created at the conclusion of a work task when costs are transferred to IFS/Accounting Rules before further transferring them to IFS/General Ledger. Transactions are created when costs are reported for the available cost types. The identity of the transaction is displayed against the relevant work task cost line. For the Material cost type the transactions can be viewed in the Inventory Transactions related to External, Expenses, Personal and Tool/Equipment cost types can be viewed in the Work Task Transaction page.
In order to create vouchers posting controls should exist for the following posting types in IFS/Accounting Rules:
Time report - T1 and T2
Time report overheads - TO1 and TO2
Tool/ Equipment - TF1 and TF2
External - TP1 and TP2
Expense - TE1 and TE2
Invoiced Task Purchased Cost - TP3
Invoiced Task Purchase Charges - TP65
Manual Invoiced Purchase Cost - TPM
As mentioned above, transactions are created when costs are reported for the available cost types. Both the debit and credit lines are displayed on the transaction history whereas only the debit line is displayed on the work task.
The posting lines related to a work task transaction can have one of the three statuses:
Valid - Indicates that the posting line can be transferred to IFS/General Ledger.
Error - Indicates that the financial information related to the posting line contains an error. The adjoining field contains a description of the error.
Transferred - Indicates that the posting line has been transferred to IFS/Accounting Rules before further transferring them to IFS/General Ledger. The voucher numbers will be displayed against the relevant posting line.
Unlike other cost types, for Personal costs, the costs are retrieved in different ways depending on the information entered as shown below.
| IFS Human Resource Installed and actual cost defined?* | Maintenance Organization | Resource Group | Total Cost per transaction |
| Yes | Yes | No | HR rate + Maint. Org. Overhead** |
| Yes | Yes | Yes | Resource Group rate + Maint. Org. Overhead** |
| No | Yes | No | Maint. Org. Rate + Maint. Org. Overhead** |
| No | Yes | Yes | Resource Group Rate + Maint. Org. Overhead** |
*Refers to the actual cost defined per employee in IFS/Human Resources. Labor costs are only retrieved if specified to do so in Company Details page.
** If applicable. In order to apply overheads, you need to connect the maintenance organization to a cost source in Cost Source Indicators page in Cost Details basic Data . The cost source in turn should have an overhead rate (%) specified. You can also specify if the cost source is mandatory to use for all maintenance organizations for a particular company.
Once costs are reported and authorized, the posting lines should be transferred to IFS/Accounting Rules before further transferring them to IFS/General Ledger. The transfer will only take place if both debit and credit posting lines for the particular transaction is in the Valid status. The task can be done directly or scheduled as a background job to be executed automatically at predefined intervals.
Note: The AUTO_AUTH_SIGN_EXT and AUTO_AUTH_SIGN_EXP properties defined for the MaintenanceConfiguration object LU in the Object Properties page in System Definitions control whether manually entered costs belonging to the External and Expense cost types are automatically authorized.
When you have corrected the relevant erroneous financial information, the invalid posting lines should be updated with the corrections (i.e. posting line status = Valid) so that you can transfer them to IFS/Accounting Rules.
It is possible to close an accounting period once all its transactions are transferred to General Ledger or those transactions not yet in the hold table are categorized as warnings. The DAYS_EXC_ERR_TRANS property defined for the MaintenanceConfiguration object LU in the Object Properties page in System Definitions categorizes a work task transaction, which is not yet authorized or not transferred to hold table, as a warning or an error, upon closing an accounting period. The number entered as the value in the property uses to calculate the start date of the interval at which the transactions are categorize as warnings, by deducting from the accounting period end date. The transactions exist outside this interval categorizes as error.
The default value of this property will be zero and any unauthorized or not transferred transactions will categorize as error.