Voucher Types—Exercise

IMPORTANT
It is extremely important that you set up and work within your own company to maintain your data integrity. If you work within any other company, your exercises will not function as intended and the data of other students might be affected. Predictable exercise results require that your data is isolated in your own company.

Main Exercise

Voucher Types and Series Numbering

Purpose: The purpose of this exercise is to show you how to enter two new voucher types, one manual and one supplier invoice, and connect them to a new user group. The manual voucher type will use the auto balance function and will only give you the authority to enter the postings.

Windows:
Voucher Type

  1. Open the Voucher Type window, and create a new record.

  2. Enter the new voucher type, M1, with a description.

  3. Create a new record in the table. Connect the voucher type to Function Group M (Manual Vouchers). Select the Optional Auto Balance check box so that the last line amount of the journal entry will be posted automatically. 

  4. Leave the Automatic Allotment check box checked so that the serial numbers will be generated automatically.

  5. Save your changes.

  6. In the upper portion of the window, right-click and then click Voucher Series per Voucher Type.

  7. Click New, and enter the number interval that you want to use. Save your changes. With default voucher types, the start number is YYYY00000. The final number is YYYY99999, but it could be up to 10 numbers, i.e., YYYY999999. If the Voucher Number Series per Period check box was selected when creating the company, the voucher number series has to be entered per period, i.e., YYYYPP0000 - YYYYPP9999. 

  8. Save your changes.

  9. Select your year, right-click, and then click User Group per Voucher Series.

  10. Using the List of Values, connect User Group CC100 to the voucher series. Use the Enter Only authorization level for this user group. Set the voucher type as the default type for Function Group M. (When a voucher type is used in multiple function groups, you can set the default per function group.)

  11. Save your changes.

  12. Repeat this procedure for Voucher Type SI1 (Supplier Invoices). This voucher type should be connected to function group I.

Note: Users belonging to user groups with authority level Approve Only will not be able to create or modify manual vouchers.