Enter Multi Company Manual Voucher

Explanation

Use this activity to enter a multicompany manual voucher. A multi company manual voucher is created in one company, i.e., a home company, and contains voucher rows belonging to the home company and to other company/companies in the same legal entity. Each voucher can be processed individually within the particular company it resides. The voucher types belonging to the function group M, Manual Vouchers, are used for multi company manual vouchers in the home company. The voucher types belonging to the function group D, Multi Company Vouchers, are used for multi company manual vouchers in the other company/companies. If the Voucher Row Group Validation check box is selected in the Voucher Type window for the used voucher type, voucher rows with the same row group ID must have a one-to-one or one-to-many debit/credit relation.  In order to save a voucher of a voucher type for which the Voucher Row Group Validation check box is selected, the debit balance and the credit balance must be the same within each row group ID.

Prerequisites

Before entering a Multi-Company voucher, the following must have been completed:

• The home company and the other company/companies must exist in the same database.
• The user must have the permission to enter a voucher within the function group M, Manual Vouchers, in the home company. The user group to which the user belongs is linked to a voucher type via Accounting Rules/User Data/Voucher Series per Voucher Type, the User Group per Voucher Series operation.
• The user must have the permission to enter a voucher within the function group D, Multi Company Voucher, in the other company/companies.
• The code parts must have been defined in the home company and the other company/companies. The code parts used depend on the accounting level for follow-up and whether code parts functions are used, for example project accounting or currency balance accounting. The code parts are defined in Define Code String.
• The code part requirements must have been entered in Account Types for the home company and the other company/companies.
• The legal combinations of code parts, i.e., the combination rules, must have been entered for the user group that the user belongs to. The combination rules must have been entered in the companies that the user wants to enter voucher rows in. The combination rules are entered in Combination Rules.
• The account information must have been entered in Account for the home company and the other company/companies.
• Information on the code parts B-J must have been entered in Accounting Rules/Code String/Code Parts for the home company and the other company/companies.
• Information on the account groups must have been entered in Account Groups for the home company and the other company/companies.
• Information on the period calendars and voucher types must have been entered in Accounting Periods or Voucher Type for the home company and the other company/companies.
• Users must belong to user groups with authorization level Enter Only or Enter and Approve.
• Information on the currency codes and currency rates must have been entered in Currency Codes and Currency Rates for the home company and the other company/companies.

System Effects

As a result of this activity a voucher  is created and placed in the hold table of the home company. Furthermore, a voucher is created and placed in the hold table of the other company/companies. The voucher that is created in the other company/companies belong to function group D, Multi Company Voucher. The vouchers that are placed in the various hold tables have the Awaiting Approval, Approved or Not Approved status. Before these vouchers can be updated to the general ledger the voucher status must be changed to Approved. This can be done by a user who has the authorization to approve vouchers. The vouchers can be approved in Voucher Entry in the respective company.

Window

Multi-Company Voucher Entry

Related Window Descriptions

Multi-Company Voucher Entry

Procedure

Use the following procedure to enter a multi company manual voucher:

1. Open the Multi-Company Voucher Entry window. The window contains two tabs: MC Voucher Rows and Header Details. Design your own screen layout in the MC Voucher Rows tab to expedite your work even further. For example, choose the columns to be displayed via Properties (the right mouse button) when the cursor is placed on the voucher row. Use the options in the Object Properties dialog box to design your screen layout.
2. Create a new record when the cursor is in the voucher header. Default values for voucher date and voucher type are displayed. Change these values if necessary.
3. Click the MC Voucher Rows tab, then create a new record to enter a new voucher row. Use the List of Values in the Voucher Company field and select a company identity, if appropriate. Specify the code string information for the voucher row. Amounts are normally entered in the company’s accounting (base) currency, which is defaulted to the Currency Code field, but the currency can be changed. Use one of the following fields for entering the amount: Debit Currency Amount, Credit Currency Amount, or Currency Amount. In the Currency Amount field, a credit amount is entered preceded by a minus sign (-). The amount is then automatically displayed in either the Debit Amount and Amount fields or in the Credit Amount and Amount fields. If you want the voucher row you entered to be added as a pseudo code, so it can be used again when required, select the record, right click, and then click Add Pseudo Code. 
4. Enter at least two voucher rows per company (at least one debit and one credit amount). The cursor must be on the voucher row before you can create a new record to create a new voucher row. The voucher rows for each company must be in balance.
5. Save the information. The voucher in the home company and the voucher in the other company/companies will have Awaiting Approval/Approved status and are stored in the hold tables of the respective company. The voucher in the other company/companies belong to the function group D, Multi Company Vouchers.
6. Open the Voucher Entry window in the respective company. Find the voucher and change the voucher status to Approved or Not Approved, as appropriate. This can be performed by a user who has the authorization to approve vouchers. If the voucher status is changed to Not Approved, the Notes window will appear. Enter the reason for not approving the voucher.
7. Update the Approved vouchers to the general ledger in the respective company. This can be done either via the Instant Update General Ledger operation in Accounting Rules/Voucher/Voucher Entry or via General Ledger/Update Voucher/Start Updating Routine.