Journal Vouchers - Transaction Entry
Use this form to create, review, update, or delete journal voucher transactions in the current session.
Document List
The left hand side of the page displays your existing session documents. You can Search documents at the top and select a document to load it into the Transaction Entry form.
Session Information
The session information section of the form includes the following information.
Session Name: The session name
Session Date: The session date
Session Description: The session description
Session Status: The session status: Batch to Suspend or Batch to Post
Session Total: The session total dollar amount
Note: To modify session information, select the session name in the title bar to make edits.
Session Options
Before a document is selected or created, the form displays these options:
Copy Document: See the Copy Posted Document Form
Reverse Document: See the Reverse Posted Document Form
Recall Memorized Document: See the Recall Memorized Document Form
After a document is selected or created, the form displays these options:
Memorize Document: See the Memorize Document Form
Attachments: See the Attachments Form
Document Details
Use the Document Details fields to create or update a Journal Voucher Session Document.
Voucher: To create a new document, enter a unique ID, or generate one automatically by selecting the "+" button. To work with an existing document, select one of the documents in the Document List.
Document Date: Accept the document date, or enter a valid date specific to this document.
Description: Enter a brief description of the receipt or accept the document description as a default.
Reverse: Select No if this is a new journal voucher. To automatically create a reversing entry based on the current document, select In Current Document; New Document, Current Session; or New Document, New Session.
User Defined Fields
Created by an administrator, user defined fields (UDF) have specific characteristics such as field type, character length, and default values specific to the field. All fields that display in this section are specific to your organization.
Transactions
The Transactions table lists the number of records for the document. Select a cell to add or adjust an entry. Refer to Tips and Shortcuts for more information on working with tables of data.
Note: The fields available depend on the document record viewed and whether you have User Defined Fields.
GL Account: The General Ledger Account code associated with the transaction
{Segment Name}: The segment code for the transaction. Segments were set up when the organization was created.
Effective Date: The transaction effective date
Entry Type: The transaction entry type
Description: The transaction description
Debit: The transaction debit amount
Credit: The transaction credit amount
Distribution Codes: If your organization has one or more distribution codes defined, you can use them to simplify the process of entering related transactions by clicking the DISTRIBUTION CODES link at the top right of the Transactions table. See the Distribution Codes help topic for more details.
Applying Offsets: If your organization has appropriate offsets assigned for this account, you can apply them to the invoice by clicking the APPLY OFFSETS link at the top right of the Transactions table. Offsets are assigned using MIP Fund Accounting.
Debit, Credit, Net: For non-Budget transaction types, Credit and Debit transactions must balance before you can save a document.
Document Options
Cancel: Select to clear the current transaction document.
Delete: Select to delete the currently loaded document. This button is disabled until a document is loaded, or until a newly entered document is saved.
Save: Select to save the current document but leave it on the screen for further edits.
-
Save & New: Select to save the current document and return to the empty form.
-
Save & Close: Select to save the current document and close the session.
Note: To use the different save functions, select the up arrow on the right of the Save button; a menu appears with the other two options. As a time-saving measure, if you select one of these options, the default button label changes to match.