How to Create a Journal Voucher Using the Copy Feature

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

Use the following steps to create a new journal voucher using the Copy feature:

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

Note: When accessing the Journal Voucher Management screen, all Standard journal vouchers with the Status of Work in Progress or Rejected and created by the user logged in, will be retrieved and displayed in the grid. If necessary, perform a journal voucher search. Follow Steps 2 through 8 below; otherwise proceed to Step 9.

2. If applicable, in the Journal Voucher Management screen, click on the calendar icon to enter the Start Date.

3. If applicable, click on the calendar icon to enter the End Date.

4. If applicable, click on the Batch Code drop-down menu to select one or more options. Use the Search field to enter specific information, use the Select All button to select all available options or use the Select None button to remove all selected options.

5. If applicable, in the JV Type section, select one of the following radio buttons: Standard JV (selected by default) or Other JV. When Other JV is selected, the following two options will be displayed and selected by default: Template and Recurring JV. Click on the relevant check box to remove and option.

6. If applicable, in the Status section, select or deselect any of the following selection boxes: Work in Progress (selected by default), Approved, Rejected (selected by default) and/or Sent for Approval.

7. If applicable, in the Originated By section, select one of the following radio buttons: All or Me (selected by default).

8. Click on the Search button. The journal vouchers that meet the search criteria will be retrieved and displayed in the grid.

9. Click on the Action drop-down menu beside the corresponding journal voucher and select Copy.

10. If applicable, in the JV Copy screen, click on the Period drop-down menu to update the period.

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

11. If applicable, click on the JE Batch Code drop-down menu to update the batch code.

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

13. If applicable, select or deselect any of the following selection boxes to add or remove 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.

14. If applicable, 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.

15. If applicable, enter or update 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.

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

17. If applicable, enter or update the amount in the Expenses column for each line item.

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

18. 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.

19. If applicable, enter or update 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.

20. If applicable, in the Documents section, update existing files or upload new files by clicking on the corresponding tab.

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

21. 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.

22. 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.

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

Note: Notes entered in this field will be saved and may be viewed in the Notes History section and are read-only.

24. 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.