Chapter 3. Voucher
The General Voucher Maintenance
To work on a general voucher , select [General Voucher] , the General Voucher Maintenance , from the main menu . Follow the standard Table Operating Procedure to add, modify or delete a voucher.
Type in the two-letter code for the voucher type to be worked on. Note that only voucher types that are classified as General can be accessed to. For the convenience of the user, the voucher type codes can be selected by using the Master Code Lookup.
Once the voucher type is selected , a list of all the vouchers under the selected type will be displayed . Voucher s are arranged by voucher numbers in descending order . Only those vouchers that are within the valid input date range previously set can be edited.
The general voucher is divided into two parts: the voucher header and the voucher details . The voucher header maintains the general information of a voucher such as the voucher number and the voucher date.
Voucher details hold a set of account transactions that are grouped together to represent an accounting movement . A voucher may hold as many account transactions as you wish.
Field Definitions
Date The voucher date will be manually input when a new voucher is created , but once the voucher is saved , the date is protected and only a later date can be recalled for modification.
Voucher No. This is a unique voucher number. The number is divided in three sections. The first and second sections are generated automatically from the voucher date field.
Format : TT/YY/MM <<running number>>
TT Two-character voucher type
YY Year of the voucher.
MM Month of the voucher
The “running number” part of a voucher number may be generated by the computer, or it can be input by the user. If you want the computer to assign the next voucher number , input “0” at the running number field . The number generated will depend on the mechanism defined in the voucher type.
On occasions, the voucher number shown on the screen may not be the one that is eventually saved. This will happen when, for example, two users are working on the same voucher type at the same time. If user A saves the voucher before user B does, user B will receive the message “duplicate voucher number ” when he tries to save his work. The next available number will be assigned to user B when he inputs “0” again.
Prepared by The name of the user who created the voucher.
After completing the entry of the voucher header, you will enter the account transaction.
To update a particular transaction, position the highlight bar to that entry and press one of the following keys:
Key Operations
[INS] To add a new transaction
[F2] To add more than one new transaction. When the last transaction is added , press [F2] to exit
[DEL] To delete the highlighted transaction
[ENTER] To modify the highlighted transaction.
[F5][F6] To settle the payable and receivable vouchers respectively. You may also add or modify the control Account transactions .Please refer to Section 3 of Chapter 3 for more details.
Field Definitions
Accounts The account code and name to which the account transaction is posted . Master code Lookup can be used here to display the full selection.
All accounts except the Control Accounts & Retained Earnings Accounts can be selected
Particular A brief description(80 characters) of the account transaction.
Amount The amount to be posted to the transaction account.
To enter a credit transaction amount , press [-] after inputting the figures.
Job Number This is only useful when the Job Costing Module is installed
Source Any relevant reference number , e.g., a
Reference Check number.
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