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:
The voucher types can be displayed via the List of Values 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.
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 command 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:
Correction Vouchers - If the voucher is marked as a correction voucher, i.e., the Use Correction Row radio button is enabled, 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 Cloud 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 Voucher Texts. 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.
Currency Information - 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 page.
Additional Information - 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 command 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 Rows 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 Cloud 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 Balance tab in both the accounting currency and the Parallel 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.
Before entering an internal manual voucher, the following must have been completed in IFS/Accounting Rules and Internal Ledger:
As a result of this activity an internal manual voucher is created and placed in the internal ledger hold table.