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Journal Vouchers.
Use this sub-module to create Journal Vouchers.
These are forms used to process accounting entries and are primarily used for fund transfers and corrections.
To access this window, click :Accounts Management -> Navigate - > Operations - > Batch Procedures - > Batch Origination - > Voucher.
The following screen will open up:
Journal Vouchers Fig 1.
The vouchers within the selected/ default date range are displayed on the screen.
Creating A Journal Voucher Entry
A Journal Voucher typically involves the following four operations :
Journal Vouchers Fig 2.
Depending on the objective to be achieved, the following are the steps involved :
i) Debit/ Credit G/L Account:
This includes - Debit of g/l account and credit of either customer account(s) or another g/l account(s) and vice versa.
1. To create a Journal Voucher Entry, click on the CREATE Button.
The following screen will open up:
Journal Vouchers Fig 3.
On the above screen:
Type - Click on the drop down arrow, to reveal the menu items and select whether it's a Debit or a Credit on the Bulk GL Account. See below;
Journal Vouchers Fig 4.
Branch # - Click on the lookup icon
to tag the account branch :
Journal Vouchers Fig 5.
Posting Period - Is automatically populated with the current open financial year but can be changed by selecting another posting period using the lookup icon.
Journal Vouchers Fig 6.
G/L Account - Click on the lookup icon
to open either a "G/L Account Lookup" or a "Customer Account Lookup" depending on the type of Journal Voucher you're creating :
Journal Vouchers Fig 7.
Cost Distr. Rule - Will be auto-populated after picking a G/L Account.
Cost Center - Click on the lookup icon to open the Cost Center lookup dialog box to pick a Cost center:
.
Journal Vouchers Fig 8.
Value date - Enter the date of the journal voucher.
Total Value - Enter the total value/amount of cash to be processed through the voucher.
Primary Description - enter the primary description of the journal voucher being created.
Secondary Description - Enter a brief secondary description relevant to the JV that you are creating.
Reference - Type the reference in accordance with the journal voucher being created.
On The Voucher Entry Details Pane:
G/L Account:
Journal Vouchers Fig 9.
Entry Type - Select from the drop down list the type of account to be affected, either G/L Account or Customer Account.
Journal Vouchers Fig 10.
G/L Account # - Click on the lookup icon
to search for the corresponding G/L account to be used in servicing of the journal voucher.
Journal Vouchers Fig 11.
NOTE: The look up is dependent on the selected account type before. For a customer, the look up will present a 'Customer Lookup Dialog Box'.
Cost Distr. Rule - Will auto-populated after picking a G/L Account.
Cost Center - Click on the lookup icon to open the Cost Center lookup dialog box to pick a Cost center.
Amount - Enter the amount of cash to be apportioned to the entry.
Remarks - enter the appropriate remarks for the journal voucher being created.
Customer Account:
Journal Vouchers Fig 12.
Entry Type - Select from the drop down list the type of account to be affected, either G/L Account or Customer Account.
NOTE: If you select a loan product account, an additional tab (product component tab) will be displayed on the screen, see below:
This is only applicable for customer accounts.
In the event that a loan account(customer) has been selected, the voucher entry details will appear as below:
Journal Vouchers Fig 13.
Customer Name - Click on the lookup icon
to search for the customer.
Journal Vouchers Fig 14.
Cost Center - Click on the lookup icon to open the Cost Center lookup dialog box to pick a Cost center.
Full Account Number - Click on the lookup icon
to search for the customer account to be used in servicing of the journal voucher.
Journal Vouchers Fig 15.
Product Name - Will be auto-populated by the name of the product account selected.
Product Component - Select a component from the drop down. This option is used when a loan account has been selected and some apportionment is to be made either on the principal/interest part.
Amount - Enter the amount to be apportioned into that account.
Remarks - enter the appropriate remarks for the journal voucher being created.
REMEMBER: Click on the "ADD" Button to add the entry to the voucher entries details pane just below:
Journal Vouchers Fig 16.
Repeat the above step until the whole amount is apportioned.
To remove an erroneous entry, select the entry then click on the remove button to effect the change.
3.To complete the task click on the CREATE Button.
On successful completion you will get a pop up message confirming that the operation was successful.
A popup will appear to request for verification. Click Yes to move to the next stage and click No if more changes are to be made to the voucher.
Journal Vouchers Fig 17.
ii) Debit/Credit Customer Account:
This includes - Debit of customer account and credit of either another customer account or g/l account and vice versa.
The following screen will be presented:
Journal Vouchers Fig 18.
On the above screen, fill in the following:
Voucher Type - Click on the drop down arrow then select the appropriate, a Debit from or a Credit to a Customer Account. See below;
Journal Vouchers Fig 19.
Branch - This field will be automatically populated with the logged user's branch.
A new branch can be tagged to the journal voucher by clicking on the branch look up icon then selecting the appropriate branch from the Branch Lookup Dialog Box.
Posting Period - Is automatically populated with the current open financial year :
A new posting period can be tagged to the journal voucher by clicking on the posting period look up icon then selecting the appropriate period from the Posting Period Lookup Dialog Box.
Full Account Number - Select the customer's account by clicking on the Full Account Number look up icon then selecting the account to be affected from the Customer Account Lookup Dialog Box:
Journal Vouchers Fig 20.
Product Name - Will be auto-populated by the name of the product account selected.
Cost Center - Click on the lookup icon to open the Cost Center lookup dialog box to pick a Cost center.
Value date - Enter the date of the journal voucher.
Total Value - Enter the total value/amount of cash to be processed through the voucher.
Primary Description - enter the primary description of the journal voucher being created.
Secondary Description - Enter a brief secondary description relevant to the JV that you are creating.
Reference - Type the reference in accordance with the journal voucher being created.
Voucher Entry Details Pane:
Customer Account:
Journal Vouchers Fig 21.
NOTE: If you select a loan product account, an additional tab (product component tab) will be displayed on the screen, see below:
This is only applicable for customer accounts.
In the event that a loan account(customer) has been selected, the voucher entry details will appear as below:
Journal Vouchers Fig 22.
Customer Name - Click on the lookup icon
to search for the customer.
Journal Vouchers Fig 23.
Cost Center - Click on the lookup icon to open the Cost Center lookup dialog box to pick a Cost center.
Full Account Number - Click on the lookup icon
to search for the customer account to be used in servicing of the journal voucher.
Journal Vouchers Fig 24.
Product Name - Will be auto-populated by the name of the product account selected.
Product Component - Select a component from the drop down. This option is used when a loan account has been selected and some apportionment is to be made either on the principal/interest part.
Amount - Enter the amount to be apportioned into that account.
Remarks - enter the appropriate remarks for the journal voucher being created.
Click on the add button
to add the detail entries to the voucher entries pane just below:
G/L Account:
Journal Vouchers Fig 25.
Entry Type - Select from the drop down list the type of account to be affected as G/L Account.
G/L Account # - Click on the lookup icon
to search for the corresponding G/L account to be used in servicing of the journal voucher.
Apportion the amount then click on the add button to add the entries to the Voucher entries tab just below.
Journal Vouchers Fig 26.
To remove any erroneous entries, select the entry to be excluded then click on the remove button to effect the changes.
The apportioned and shortage amounts should be affected accordingly.
Click on the create button to save the information into the system once done.
NOTE: The journal vouchers work in an interchangeable manner.
If a credit operation is selected from the upper pane, the source accounts to be debited from are those selected from the voucher entry details tab.
If a debit operation is selected from the upper pane, the destination accounts are those selected from the voucher entry details pane.
Journal Vouchers Fig 27.
On successful completion you will get a pop up message confirming that the operation was successful.
A popup will appear to request for verification. Click Yes to move to the next stage and click No if more changes are to be made to the voucher.
Journal Vouchers Fig 28.
Accept or reject accordingly. (This is applicable for verification bypassing)
Viewing A Particular Journal Voucher's Details
1. Identify and select the status of the Journal Voucher to be viewed from the status menu.
Journal Vouchers Fig 29.
2. Select the appropriate start and end dates within which the journal voucher(s) was created.
Alternatively, you can also type in the journal voucher number in the search field then refresh to retrieve the specific journal entry.
3. Click on REFRESH Button to reload the data onto the screen.
Identify the voucher to be viewed then click on the view icon against it to open the following screen:
Journal Vouchers Fig 30.
NOTE: You can be able to view all Verified Journal Vouchers, Posted Journal Vouchers, Rejected Journal Vouchers as well as all Pending Journal Vouchers that need authorization.
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