How to Create a Journal Voucher

The following types of journal vouchers may be created: Standard, Recurring and/or Template.

Use the following steps to create a journal voucher:

1. Click on the Business tab, click Journal Entry, and select Journal Voucher.

2. Click on the New Journal Voucher button.

3. In the JV Entry- Create New Journal Voucher screen, click on the Period drop-down menu to change the default option (current period).

Note: The Year field is defaulted to the current year the user is logged into and is read-only.

4. Click on the JE Batch Code drop-down menu to select a batch code.

5. If applicable, enter the JV Description. This field will be populated with the selected batch code description by default.

6. If applicable, select any of the following selection boxes to add the options as columns in the grid: Pre-commitments and/or Commitments.

Note: The Expenses selection box will be selected by default and is not available to deselect.

7. Click on the Add button to add a line item.

Note: An empty line will be automatically added when exiting the JV Description field, using the Enter or Tab keys. An empty line will also be added when exiting the last field of the last line of the grid, using the Enter or Tab keys. The Add button can be selected to add as many line items as necessary.

8. Enter the G/L Account for each line item, or click on the Search icon to search for a G/L Account.

Note: Refer to How to use G/L Search Wizard for more information on how to use this feature.

G/L Account Description will auto-populate when the G/L account is selected and is read-only.

9. If applicable, enter the amounts in the Pre-commitments and/or Commitments columns for each line item.

10. Enter the amount in the Expenses column for each line item.

Note: The Summary section will be updated with the data is entered. The Difference must equal zero in the Pre-commitments, Commitments and Expenses columns to enable the Send for Approval button.

11. If applicable, update the Description columns individually for each line item.

Note: To update the Description for multiple line items, click on the Group Actions drop-down menu and select Modify Description.

12. If applicable, enter the Reference columns individually for each line item.

Note: Click on the Delete icon to remove a line. To remove all line items, click on the Group Actions drop-down menu and select Delete All.

13. If applicable, in the Documents section, upload new files.

Note: Refer to How to Upload a File for more information on how to use this feature.

14. Click on the Save button to save the new journal voucher or click on the Send for Approval button to save and send the journal voucher for approval. Click on the Undo button to remove all input information and reset the fields to their default values, or click on the Cancel button to return to the Journal Voucher Management screen without saving changes.

Alternatively, click Save as Recurring to create a recurring journal voucher or click Save as Template to create a template.

Note: Recurring journal vouchers and templates must be sent for approval from the Journal Voucher Management screen.

15. If Send for Approval is selected, In the Submit Journal Voucher for Approval dialog box, click on the Approver drop-down menu to select an option.

16. If applicable, enter a note in the Note field.

17. Click on the OK button to submit the journal voucher for approval or click on the Cancel button to cancel the send for approval process.