Manual Postings—Key Exercises

Main Exercises

Purpose: The purpose with this exercise is to record different kinds of manual postings such as voucher entry and multi company voucher entry. It also handles how to update to IFS /General Ledger and how to follow-up with reports and queries. 

Manual Postings

Enter Manual Postings

Purpose: The purpose of this lesson is to show you how to create a manual voucher.

Windows:
Voucher Entry

1. Create a new record.
2. Enter a row with a cost account and a debit currency amount of 120.
3. Enter another row with a bank account and a credit currency amount of 120.
4. Save your changes.

Enter Simulation Postings

Purpose: The purpose of this lesson is to show you how to create a voucher that can be used for follow-up in general ledger queries.

Windows:
Voucher Type
Voucher Entry
Voucher Series per Voucher Type

1. Open the Voucher Type window.
2. Create a new record, and define a voucher type.
3. Connect the voucher type to function group M, K, Q, or R.
4. Select the Simulation Voucher check box. 
5. Save the information.
6. The voucher type must be connected to a voucher number series and a relevant user group. Open the Voucher Series per Voucher Type window. Enter values in the fields Year, From Number, Until Number, Next Number and save.
7. Right-click in the Voucher Series per Voucher Type window and then click User Group per Voucher Series. Enter values for the voucher type in the fields User Group, Authorization Level, Default Type, Function Group and save. (Note: Users belonging to user groups with authorization level Approve Only will not be able to create or modify manual vouchers.) 
8. Open the Voucher Entry window, and create a new record.
9. Enter the simulation voucher type in the Voucher Type field.
10. Enter a row with a cost account and a debit currency amount of 120.
11. Enter another row with a bank account and a credit currency amount of 120.
12. Save your changes. A dialog box appears for Interim Voucher. If you do not want to create an interim voucher, press cancel. If you want to create an interim voucher add voucher type and save.

Modify an Existing Voucher in the Hold Table

Purpose: The purpose of this lesson is to show you how to change the voucher that you created in the previous exercise. This voucher is stored in the Hold Table.

Windows:
Voucher Entry

1. Query for the voucher that you created in the exercise Enter Simulation Posting.
2. Go to the Voucher Postings tab. Place the cursor in the account field and select another account. Use the List of Values if necessary.
3. Save your changes.

Copy Postings from an Existing Voucher in the Hold Table

Purpose: The purpose of this lesson is to copy postings from an existing voucher in the Hold Table and to make changes.

Windows:
Voucher Entry

1. Query for the voucher that you previously created.
2. Right-click anywhere in the voucher header, and click Copy Voucher in Hold Table. The Copy Voucher in Hold Table dialog box appears.
3. Verify that you have selected the correct voucher from which to copy.
4. Click OK to confirm.
5. Change the voucher date to next month.
6. Save your changes.

Copy Postings from an Existing Voucher in the Hold Table and Create a Correction Voucher

Purpose: The purpose of this lesson is to show you how to correct an incorrect voucher stored in the Hold Table.

Windows:
Voucher Entry

1. Query for the voucher that you previously created.
2. Right-click anywhere in the voucher header, and click Copy Voucher in the Hold Table.
3. Check the copy voucher information, and select the check box that indicates this will be a correction voucher. Click OK to confirm. The correction voucher that you just created now appears in the window.
4. Verify that the correction is the way you want it.

Note: The correction voucher is a copy of the one that you want to correct. However, the debit amounts are copied as negative, and the credit amounts are copied as positive.

5. Save your changes.

Update Voucher to the General Ledger from the Hold Table

Purpose: The purpose of this lesson is to show you how to update one of the previously created vouchers that are stored in the Hold Table.

Windows:
Voucher Entry

1. Query for the voucher that you previously created.
2. Make sure that the voucher is in the Approved status.
3. Right-click anywhere in the voucher header, and then click Instant Update General Ledger.

Note: The updated window now shows all vouchers that are stored in the Hold Table.

4. Select your voucher, if it is not already selected, and click OK.

Note: The general ledger is now updated with your voucher.

Copy Posting from a Voucher in the General Ledger

Purpose: The purpose of this lesson is to show you how to copy postings from a voucher(s) that has already been updated in the general ledger.

Windows:
Voucher Entry

1. Create a new record.
2. Save.
3. Right-click anywhere in the voucher header, and click Copy GL Voucher Rows. The GL Voucher Rows Analysis  window appears.
4. Query for the voucher(s) that you updated in the previous exercise. Click Detail to see the voucher rows. Verify that this is the voucher(s) from which you want to copy postings. Close the  window.
5. Click Copy to return to the Voucher Entry window. The voucher rows from the general ledger appear in the window. You can now make changes before you save the voucher(s) in the Hold Table.
6. Enter December in the Text for Voucher and Row field, and enter two new posting lines for the voucher. Use one asset account with a debit currency amount of 199, and one cost account with a credit currency amount of 199. Change the voucher date to a date one month from today.
7. Save your changes.

Create Periodic Allocation for a Voucher—Evenly Allocated

Purpose: The purpose of this lesson is to show you how to allocate rental expenses evenly over a three-month period.

Windows:
Voucher Entry

1. Create a new record.
2. Enter a row with a cost account and a debit currency amount of 600.
3. Enter another row with an asset account and a credit currency amount of 600.
4. Save your changes.
5. Go to the View Voucher Rows tab.
6. Select the voucher row with the cost account, right-click, and then click Periodical Allocation. The Period Allocation dialog box is displayed. Enter values in the fields for From Year and Period, Until Year and Period.

Note: The Distribute Amount? check box is checked. This means that you will distribute the costs evenly over the specified months.

7. Click New to see the allocation. If it appears correct, press Save and then OK.

Note: The Periodical Allocation check box on the voucher row is now checked.

Create Periodical Allocation for a Voucher—Distributed as Percentage Allocation

Purpose: The purpose of this lesson is to show you how to allocate costs over a three-month period as follows: 20% for the first month, 35% for the second month, and 45% for the third month.

Windows:
Voucher Entry

1. Create a new record.
2. Enter a row with a cost account and a debit currency amount of 600.
3. Enter another row with an asset account and a credit currency amount of 600.
4. Save your changes. 
5. Go to the View Voucher Rows tab.
6. Select the first voucher row with the cost account, right-click, and then click Periodical Allocation. The Period Allocation dialog box is displayed. 
7. Enter values in the fields for From Year and Period, Until Year and Period.
8. Clear the Distribute Amount? check box.
9. Create a new record.
10. Enter the following percentages for the three periods: 20, 35 and 40.
11. Save your changes. An error message appears indicating that the total amount of the periodic allocation must be equal to the amount from the voucher row. 
12. Click OK to close the error message.
13. Change the value 40% to 45%.
14. Save your changes.
15. Click OK.

Note: The expenses have now been allocated according to the percentages that you defined. 

Multicompany Manual Voucher

Multicompany Voucher Entry

Purpose: The purpose of this lesson is show you how to create a Multi-Company voucher to simplify transactions between companies and enable you to centralize voucher handling.

Prerequisites: A prerequisite for running this exercise is that you have two companies defined.

Windows:
Multi-Company Voucher Entry

1. Create a new record.
2. Enter a new row. In the Voucher Company field, use the List of Values to select a company ID.
3. Enter an account in the Account field and an amount in the Debit Currency Amount field.
4. Enter another row with another account and the same amount, except this time in the Credit Currency Amount field. If necessary, use the List of Values for the account.

Note: Enter at least two voucher rows per company. The voucher rows for each company must be in balance.

5. Enter values for the companies. Select accounts from the List of Values.
6. Save your changes.

Note: The vouchers in the home company and in the other company/companies receive the Approved status and are stored in the Hold Tables of the respective companies. The voucher in the other company/companies belongs to the D, Multi Company Vouchers voucher group.

Update Multicompany Voucher Entry

Purpose: The purpose of this lesson is to show how to update vouchers of each company to the general ledger of the appropriate company.

Windows:
Voucher Entry

1. Query for the voucher that you just created.
2. If the voucher has the Not Approved status, change the status to Approved.

Note: This can only be done by a person who has the authorization to approve vouchers.

3. Voucher EntryStart Updating Routine window.
4. Change the company, and repeat the procedure.
5. After updating the general ledger in the respective company, you can see the transactions for each company in the general ledger query windows.

Extended Exercises

Enter Manual Postings with Optional Auto Balance

Purpose: The purpose of this lesson is to illustrate how the Optional Auto Balance feature works when you enter a new voucher.

Windows:
Voucher Type
Voucher Entry

1. Open the Voucher Type window, and query for voucher type M.
2. Verify that the Optional Auto Balance check box is checked.
3. Close this window, and open the Voucher Entry window.
4. Create a new record.
5. In the Voucher Type field, choose a voucher type from the List of Values.
6. Enter a new row with an asset account and a debit currency amount of 120.
7. Enter another row with a bank account.
8. Save your changes.

Note: The amount for the last line is now posted automatically. If you have not selected the Optional Auto Balance check box, you will need to balance the voucher manually. The voucher must be balanced before you approve it.  

9.  Close the window.

Enter Manual Postings with Opening Balances for the Accounting Year

Purpose: The purpose of this exercise is to show you how to enter opening balances for the accounting year. 

Windows:
Voucher Entry

1. Create a new record.
2. Make sure that the user group is AC, and create a voucher with Voucher Type Q.

Note: Voucher Type Q is for opening balances.

3. Enter opening balances according to the information in the table below. The opening balances must be posted in the year before the actual accounting year.

Assets

Liabilities and Stockholders Equity

    4.    Save your changes. 

Enter Business Transactions for the Accounting Year

Purpose: The purpose of this exercise is to show you how to post business transactions as manual vouchers.

Windows:
Voucher Entry

1. Create a new record, and change the voucher date to the actual accounting year.

2. Create the business transactions according to the information in the table below.

3. Save your changes after each voucher.

Note: You do not have to write the description of the transactions on each voucher. It is only for your information. If necessary, use the List of Values to get the appropriate accounts.