ACCOUNTING

 

JOURNAL VOUCHER Form

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Journal Voucher Form is a main transaction form where all vouchers are either created or generated to.

Vouchers that are created using this from are of type JV. Vouchers that are generated to this form are from different types.  The voucher types, other than the JV type, are:

PV vouchers generated automatically from the Payment Voucher form
RV vouchers generated automatically from the Receipt Voucher
DV vouchers generated automatically from the Debit Note Voucher form
CV vouchers generated automatically from the Credit Note Voucher form
PI vouchers generated automatically from the Purchase Invoice Form
PR vouchers generated automatically from the Return Purchase Invoice Form
SI vouchers generated automatically from the Sales Invoice Form
SR vouchers generated automatically from the Return Sales Invoice  Form 

A voucher is characterized by several references or numbers that they will be discussed later.  These references and numbers are generated automatically by the system.  A voucher can contain as many as needed of detail lines (Debit / Credit lines).  A voucher that is not balanced which means total of debit figures is not equal to total of credit figures in both base currencies can not be saved.

0. In this page the voucher is created or found. 

1. The prefix page is used to create predefined descriptions that are used    frequently when describing a voucher line.  These predefined descriptions    appear in the field description (11) as a drop down list when it is double    clicked with the mouse. e.g if the description line "Bank deposit" is    frequently used it is better to create it in the prefix page and selected easily from the list in the description field when it is needed. 

2.  It is the Voucher reference.  It is a sequential number.  All vouchers     from different types fall in this sequence.  It could be a voucher of type JV with reference 100 and a voucher of type RV with reference 101 etc... If a voucher is deleted its reference is skipped.

NB: To remove gaps from the sequence of voucher reference refer to the     Utilities program renumber JV. 

3. It is the voucher date.  It can not be later then the system date. 

4. It is the type reference.  Each voucher type has an independent   sequence. e.g. voucher with type reference PV000003 indicates the third voucher of type PV. 

5. It is another reference for all types of vouchers.  It is a combination    between the date of the voucher and its internal number. The sequence of folio starts either monthly or daily.  The choice of folio type is found in the Utilities program fill setup file. If folio by month is used then all vouchers created in the same month starts with the number of that month, and each month has an independent sequence that starts with the number of that month.     Sequence of January starts with the number 10000 Sequence of February starts with the number 20000 etc... 

If folio by day is used then all vouchers created in the same day starts with the number of that day in the year, and each day of the year has an independent sequence.

Sequence of January 18 starts with is 1180000.

Sequence of April 22 starts with is 4220000.  

Sequence of December 31 starts with is 12310000.

Etc…    

NB: Folio is a fixed number for a voucher cannot be changed and it is         not affected by renumber JV Utilities program. 

6. It is a display for the ledger or account name of the detail line. 

7.  It is a display for the description of the detail line. 

8,9,10,11,12,13,14,15,16 form one detail line of the voucher 

8. It is the account ledger number. To get help on the account refer to the main page.  

9. It is the ledger account name. It is a read only field that appears when the account number is selected. 

10. It is the currency field.  It can be chosen from a drop down list by double clicking with the mouse. 

11. It is the description line.  As stated early in this page, this description can be entered manually or chosen from the drop down list of prefixes by double clicking with the mouse.  The description line is copied automatically to the next detail line. 

12. It is the Debit/Credit field the character D stands for Debit the character C stands for Credit.

13. It is the amount in the currency chosen in 10.

14. It is the amount of 13 converted to currency base1 according to the      conversion rate of the currency to currency base1. e.g. if currency (10) is EURO, amount is 100 , currency base1 is Lebanese pound, conversion rate of EURO to LL is 1670 then this amount will be 167,000.  This amount can be adjusted manually regardless of the conversion rate.

NB: If currency in (10) is the same as currency base1 then amounts in 13 and 14 will be the same. 

15. It is the amount of 13 converted to currency base2 according to the       conversion rate of the currency to currency base2. e.g. if currency (10) is EURO, amount is 100 , currency base2 is US Dollar, conversion rate of EURO to USD is 1.1 then this amount will be 110.  This amount can be adjusted manually regardless of the conversion rate.

NB: If currency in (10) is the same as currency base2 then amounts in 13 and 15 will be the same

16. Value date of this detail line. By default this value date will be equal to      voucher date. e.g. bank deposit on 02/05/2004 but the value date or    maturity date is on 07/05/2004.

17. Total debit amounts in currency base1

18. Total debit amounts in currency base2

19. Total credit amounts in currency base1

20. Total credit amounts in currency base2

21. Balance (Debit - Credit) amounts in currency base1

22. Balance  (Debit - Credit) amounts in currency base2

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Payment Voucher Form is a transaction form used to issue a payment and generates a voucher of type PV.

The voucher generated from the payment voucher form consists of one debit line and one or more credit lines.

Debit account will be field (3) credit account (s) field (12). 

Payment voucher can hold different currencies.  The total amounts paid to account (3) can be in different currencies and from different accounts. e.g. a payment voucher to a supplier in EURO currency can be from a bank account in USD and Cash account in LL therefore currency (4) will be EURO and 2 lines in fields (12 to 19) one for bank account with currency (14) in USD and one for cash account with currency (14) in LL The debit amount (8) should be equal to the total of credit amounts (16) in order to the payment to be saved.

In this form there is no need to specify the debit/credit sign to the voucher line.  They will be set automatically by the system according to their use in the form.

0. It is the Payment Voucher reference.  It is a sequential number.

1. It is the Voucher reference generated by this payment. (Refer to the Journal Voucher Form).

2. It is the folio of the voucher generated by this payment. (Refer to the Journal Voucher Form).

3. Account number to paid to (that is to be debited). To get help on the account refer to the main page.

4. It is the currency of the paid amount (8).  It can be chosen from a drop down list.

5.  It is an alternative name for the account name

6.  It is the description of the payment

7.  It is the payment date. It can not be later than the system date.

8. It is the amount paid in the currency chosen in  (4).

9. It is the amount of (8) converted to currency base1 according to the conversion rate of the currency to currency base1.  e.g. if currency (4) is USD, amount (8)  is 100 , currency base1 is Lebanese pound, conversion rate of USD to LL is 1507.5 then this amount will be 150,750.  This amount can be   adjusted manually regardless of the conversion rate.

NB: If currency in (4) is the same as currency base1 then amounts in 8 and 9  will be the same.

10. It is the amount of (8) converted to currency base2 according to the conversion rate of the currency to currency base2 . e.g. if currency(4) is LL, amount (8)  is 150,000, currency base2 is USD, conversion rate of USD to LL is 1507.5 then this amount will be 99.5.  This amount can be adjusted manually regardless of the conversion rate.

NB: If currency in (4) is the same as currency base2 then amounts in (8) and (10) will be the same.

11. It is the account name to paid to.

12,13,14,15,16,17,18,19 form one detail line of the payment voucher (credit lines).

12. It is the account ledger number to pay from (credited).  To get help on the account refer to the main page.

13. It is the ledger account name to pay from (credited). It is a read only field  that appears when the account number is selected 

14. It is the currency field.  It can be chosen from a drop down list by double clicking with the mouse.

15. It is the description line. The description line is copied automatically to the next detail line.

16. It is the amount in the currency chosen in  (14).

17. It is the amount of (16) converted to currency base1 according to the conversion rate of the currency to currency base1.

18. It is the amount of (16) converted to currency base2 according to the conversion rate of the currency to currency base2

19. Value date of this detail line. By default this value date will be equal to voucher date.

20. Balance (Debit - Credit) amounts in currency base1

21. Balance  (Debit - Credit) amounts in currency base2

RECEIPT VOUCHER Form

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Receipt Voucher Form is a transaction form used to issue a receipt and generates a voucher of type RV.

The voucher generated from the receipt voucher form consists of one credit line and one or more debit lines.

Credit account will be field (3) debit account(s) field (12).

Receipt voucher can hold different currencies.  The total amounts received from account(3) can be in different currencies and to different accounts. e.g. a receipt voucher from a client in USD  currency can be to a bank account in USD and Cash account in LL therefore currency (4) will be USD and 2 lines in fields (12 to 19) one for bank account with currency (14) in USD and one for cash account with currency (14) in LL the credit amount (8) should be equal to the total of debit amounts (16) in order to the receipt to be saved.

In this form there is no need to specify the debit/credit sign to the voucher line.  They will be set automatically by the system according to their use in the form.

0.  It is the Receipt Voucher reference.  It is a sequential number.  

1.  It is the Voucher reference generated by this receipt. (Refer to the Journal Voucher Form). 

2.  It is the folio of the voucher generated by this receipt. (Refer to the Journal Voucher Form) 

3.  Account number to receive from (credited). To get help on the account refer to the main page. 

4.  It is the currency of the received amount (8).  It can be chosen from a drop down list. 

5.  It is an alternative name for the account name. 

6.  It is the description of the receipt.

7.  It is the receipt date. It cannot be later than the system date.

8. It is the amount received in the currency chosen in  (4) 

9. It is the amount of (8) converted to currency base1 according to the conversion rate of the currency to currency base1. e.g. if currency (4) is USD, amount (8)  is 100 , currency base1 is Lebanese pound, conversion rate of USD to LL is 1507.5 then this amount will be 150,750.  This amount can be  adjusted manually regardless of the conversion rate.

NB: If currency in (4) is the same as currency base1 then amounts in (8) and (9) will be the same.

10. It is the amount of (8) converted to currency base2 according to the conversion rate of the currency to currency base2. e.g. if currency (4) is LL, amount (8) is 150,000, currency base2 is USD, conversion rate of USD to LL is 1507.5 then this amount will be 99.5.  This amount can be adjusted manually regardless of the conversion rate. 

NB: If currency in (4) is the same as currency base2 then amounts in (8) and (10) will be the same.

11. It is the account name to receive from. 

12,13,14,15,16,17,18,19 form one detail line of the receipt voucher (debit lines).

12. It is the account ledger number to receive to (debited). To get help on the account refer to the main page.

13. It is the ledger account name to receive to (debited). It is a read only field that appears when the account number is selected.

14. It is the currency field.  It can be chosen from a drop down list by double clicking with the mouse. 

15. It is the description line. The description line is copied automatically to the next detail line.

16. It is the amount in the currency chosen in (14).

17. It is the amount of (16) converted to currency base1 according to the conversion rate of the currency to currency base1.

18. It is the amount of (16) converted to currency base2 according to the conversion rate of the currency to currency base2.    

19. Value date of this detail line. By default this value date will be equal to voucher date.

20. Balance (Debit - Credit) amounts in currency base1.

21. Balance  (Debit - Credit) amounts in currency base2.

DEBIT NOTE VOUCHER Form

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Debit Note Voucher Form is a transaction form used to issue a debit note and generates a voucher of type DV.

The voucher generated from the debit note voucher form consists of one debit line and one or more credit lines.

Debit account will be field (7) credit account (s) field (11). 

Debit Note voucher can hold different currencies. The total amounts debited to an account(7) can be in different currencies and from different accounts. e.g. a debit note voucher to a supplier in EURO currency can be from more than one purchase discount account in USD or in LL therefore currency (8) will be EURO and 2 lines or more in fields (11 to 18) will be one in USD or in LL.

The debit amount (4) should be equal to the total of credit amounts (15) in order to the debit note to be saved.

In this form there is no need to specify the debit/credit sign to the voucher line.  They will be set automatically by the system according to their use in the form.

0.  It is the Debit Note Voucher reference.  It is a sequential number.  

1.  It is the Voucher reference generated by this debit note. (Refer to the Journal Voucher Form). 

2.  It is the folio of the voucher generated by this debit note. (Refer to the Journal Voucher Form). 

3.  It is the debit note date. It cannot be later than the system date. 

4. It is the amount to be debited in the currency chosen in  (8). 

5. It is the amount of (4) converted to currency base1 according to the conversion rate of the currency to currency base1. e.g. if currency (8) is USD, amount (4)  is 100 , currency base1 is Lebanese pound, conversion rate of USD to LL is 1507.5 then this amount will be 150,750.  This amount can be    adjusted manually regardless of the conversion rate. 

NB: If currency in (8) is the same as currency base1 then amounts in 4 and 5 will be the same. 

6. It is the amount of (4) converted to currency base2 according to the conversion rate of the currency to currency base2.  e.g. if currency (8) is LL, amount (4)  is 150,000, currency base2 is USD, conversion rate of USD to LL is 1507.5 then this amount will be 99.5.  This amount can be adjusted manually regardless of the conversion rate.  

NB: If currency in (8) is the same as currency base2 then amounts in 4 and 6  will be the same.  

7.  Account number to be debited. To get help on the account refer to the main page. 

8.   It is the currency of the debit amount (4).  It can be chosen from a drop down list. 

9. It is the account name to be debited.  

10.  It is the description of the debit note.

11,12,13,14,15,16,17,18 form one detail line of the debit note voucher (credit lines). 

11. It is the account ledger number to be credited. To get help on the account refer to the main page.  

12. It is the ledger account name to be credited. It is a read only field that appears when the account number is selected. 

13. It is the currency field of the credit amount.  It can be chosen from a drop down list by double clicking with the mouse. 

14. It is the description line. The description line is copied automatically to the next detail line.

15. It is the credit amount in the currency chosen in 13.

16. It is the amount of 15 converted to currency base1 according to the conversion rate of the currency to currency base1.

17. It is the amount of 15 converted to currency base2 according to the conversion rate of the currency to currency base2.

18. Value date of this detail line. By default this value date will be equal to voucher date. e.g.

19. Balance (Debit - Credit) amounts in currency base1.

20. Balance  (Debit - Credit) amounts in currency base2.

CREDIT NOTE VOUCHER Form

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Credit Note Voucher Form is a transaction form used to issue a credit note and generates a voucher of type CV.

The voucher generated from the credit note voucher form consists of one credit line and one or more debit lines.

Credit account field (7) debit account (s) field (11).

Credit Note voucher can hold different currencies. The total amounts credited to an account (7) can be in different currencies and from different accounts. e.g. a credit note voucher to a client in USD currency can be from more than one sales discount account in USD or in LL therefore currency (8) will be USD and 2 lines or more in fields (11 to 18) will be one in USD or in LL.

The credit amount (4) should be equal to the total of debit amounts (15) in order to the credit note to be saved.

In this form there is no need to specify the debit/credit sign to the voucher line.  They will be set automatically by the system according to their use in the form.

0.  It is the Credit Note Voucher reference.  It is a sequential number.

1.  It is the Voucher reference generated by this Credit note. (Refer to the Journal Voucher Form).

2.  It is the folio of the voucher generated by this Credit note. (Refer to the Journal Voucher Form). 

3.  It is the Credit note date. It cannot be later than the system date. 

4. It is the amount to be credited in the currency chosen in  (8) 

5. It is the amount of (4) converted to currency base1 according to the conversion rate of the currency to currency base1. e.g. if currency (8) is USD, amount (4)  is 100 , currency base1 is Lebanese pound, conversion rate of USD to LL is 1507.5 then this amount will be 150,750.  This amount can be adjusted manually regardless of the conversion rate. 

NB: If currency in (8) is the same as currency base1 then amounts in 4 and 5 will be the same.  

6. It is the amount of (4) converted to currency base2 according to the conversion rate of the currency to currency base2. e.g. if currency (8) is LL, amount (4)  is 150,000, currency base2 is USD, conversion rate of USD to LL is 1507.5 then this amount will be 99.5.  This amount can be adjusted manually regardless of the conversion rate. 

NB: If currency in (8) is the same as currency base2 then amounts in 4 and 6 will be the same. 

7. Account number to be credited. To get help on the account refer to the main page. 

8.  It is the currency of the credit amount (4).  It can be chosen from a drop down list. 

9. It is the account name to be credited. 

10.  It is the description of the credit note.   

11,12,13,14,15,16,17,18 form one detail line of the credit note voucher (debit lines). 

11. It is the account ledger number to be debited. To get help on the account refer to the main page. 

12. It is the ledger account name to be debited. It is a read only field that appears when the account number is selected.

13. It is the currency field of the debit amount. It can be chosen from a drop down list by double clicking with the mouse.

14. It is the description line. The description line is copied automatically to the next detail line.

15. It is the debit amount in the currency chosen in 13.

16. It is the amount of 15 converted to currency base1 according to the conversion rate of the currency to currency base1.

17. It is the amount of 15 converted to currency base2 according to the conversion rate of the currency to currency base2.

18. Value date of this detail line. By default this value date will be equal to voucher date.

19. Balance (Debit - Credit) amounts in currency base1.

20. Balance  (Debit - Credit) amounts in currency base2.