Related topics
This initial journal header panel is the starting point for all manual transaction entry in DC1 Financials. Depending on the routine you intend to work with, you can select to complete the parameters on the panel differently.
Note: If you use the Entry option possibility, then the following fields are only displayed for input if they were set to YES in the Entry option table:
- Accounting period
- Voucher type
- Voucher number
- Batch amount
- System currency
- Voucher date
- Opening balance
- Closing balance
If, however, you are not using entry options, then all fields above, except Opening balance and Closing balance will be displayed.
Note: If you use Entry option possibility, then the following functions are only displayed for use if they were set to YES in the Entry option table:
- user template
- next voucher number
- change voucher type
- select batch number
- transaction overview
- voucher overview
If, however, you are not using entry options, all functions are displayed.
The Accounting period must be entered and cannot be changed once you have started the entry.
The Voucher type must be entered, and you must return to this panel to change to another type.
The Voucher number depends on the entered voucher type:
- If the type uses a voucher number series with manual numbering (handling code 3), you must enter a voucher number within the valid range. You must then return to this panel to change the number. If you should enter invoices, you may also leave the voucher number field blank, to let the document numbers give each voucher number.
- If the numbering is automatic (handling code 2), or automatic and protected (handling code 1), the system will propose, or select, a number for you. You must return to this panel to change the number, except in the G/L transaction entry routine, where the voucher number can be incremented within the entry program.
The system proposes today’s date as Voucher date, but you can change it to another date. If the voucher type has date control, the system will also check that the voucher date is within the valid date range of the accounting period. If the voucher number is left blank, also the voucher date may be left blank, to let the document dates give each voucher date. Within the G/L transaction entry routine, the voucher date will be open for input if you increment the voucher number.
The Batch amount can be entered, in system or transaction currency, if you want to check it against the transaction total.
You can return to this panel after entering transactions for one routine and choose another routine within the same batch. Which routines that can be selected is controlled by the voucher type you enter. When you close the batch, the system will automatically check that the balance of the debit and credit amounts for each combination of accounting period, voucher type and voucher number is zero. Otherwise, you cannot close the entries. If any of the document types you have used requires a balance check for each document number, this control will also be performed.
When the batch is closed, it will receive the next free journal number from the journal number series JOU for the accounting year in which the batch was entered. The batch number, which is automatically set by the system, is an internal job number used to keep track of transactions that have not yet been updated. It becomes irrelevant once the journal number has been set for the transactions.
Function keys
User template | Select or create another transaction entry template than your default template. The template you use decides which entry fields will be available and/or predefined with values when you enter transactions for the different routines. |
Next voucher number | This function key can only be used for number series with automatic numbering (handling code 2) or automatic and protected numbering (handling code 1). Select the next free number in the voucher number series for the selected voucher type. |
Change voucher type | This function key is only valid when a voucher type has been selected. Change to another voucher type. |
Select batch number | Continue your work in an interrupted batch. A listing with all interrupted batches will be shown. |
Transaction overview | View all transactions for the selected voucher number. |
Voucher overview | View all voucher numbers used for this batch. |
- Batch number
- When you open a batch to enter transactions, the next free number is automatically drawn by the system. The batch number is an internal job number, and is entirely controlled by the system. It is used to keep track of transactions in batches that have not been closed, and thus have not yet received a journal number. Via the batch number you can display all the G/L postings in the batch in the G/L transaction details enquiry.
- Accounting period
- Enter the accounting period for the journal. The system will propose the actual period, but you can change it to another open period. It is defined in the G/L control file how many periods back or into the future you are allowed to enter transactions.
Note: This is only the default journal period. You can change it for individual G/L postings as they are entered, but you cannot switch to a period in another year within the same batch, since the journal and voucher numbering is controlled on year basis. Note also that periods can be closed beforehand for the voucher type you have selected, even if the period has not been finally closed for transaction entry.
- Voucher type
- Enter a voucher type. The voucher type controls the voucher numbering, as well as which routines are valid. If you defined a default routine for the voucher type in Work with voucher types, then the system will automatically open the appropriate routine for you.
If you use a voucher type with date control, the system will only allow voucher dates within the date range of the accounting period, which is defined in the G/L control file. Eliminations and automatic allocations will then not be allowed, since only one accounting period is valid. The accounting period must also be open for the voucher type you enter.
If you enter payments, and if the voucher type is defined with payment on voucher level, a pseudo account may have been defined for the voucher type. The pseudo account, which will be shown next to the voucher type, represents the account to which the payment amounts with this voucher type will be posted automatically.
The entry text in the G/L for this type of total payment posting on the pseudo account will be retrieved from the document type related to the G/L system document type AVB instead of containing the debtor/supplier number and payment number.
Note: If the pseudo account is pointing towards a dedicated currency account, you may only enter payments in that currency.
If no pseudo account has been defined, and payment bookings are made on voucher level, you will need to post the difference manually on the G/L transaction entry panel. If the payment document type requires balance check on document number level, you will need a document type with the same document type id, but with system id G/L to balance the document number.
- Voucher number
- If you use a voucher type with automatic or automatic and protected voucher numbering, click OK to get the next free voucher number. For number series with manual numbering, you must enter a number yourself. The system automatically checks that the number is within the valid range, and that it has not been used before.
To change voucher number within the batch, you must return to this panel to fetch the next one in the series, or to state one yourself, unless if you enter G/L transactions, in which case you can change voucher number within the entry routine.
For invoice entry, you can leave this field blank if the voucher number handling is manual. Each document number will then give the voucher numbers.
- Batch amount
- If you enter A/R or A/P transactions, you can enter the total batch amount, manually calculated, in order to check it against the entered transaction total. These two amounts will then be shown on the entry panels for your control. You can state the amount both in transaction and in system currency. The batch amount for A/R invoices or A/P payments should be entered as negative amounts, since the transaction amounts you enter are credited to the income accounts or asset accounts.
- In system currency
- If you enter the batch amount in system currency, e.g. for payments where you know the exact amount in system currency, then set this field to YES. Otherwise, set it to NO.
- Voucher date
- The system proposes today’s date as voucher date, but you can change it to another date. The date, however, must be the same for all transactions with the same voucher number and voucher type. If you use a voucher type with date control, you will not be allowed to use any other accounting periods for the G/L postings than the actual period of the voucher date. Eliminations and automatic allocations will then not be allowed. For invoices, if you do not enter a general voucher number, you need not enter a voucher date. You can let each document date give the voucher dates instead.
- Opening balance
- Only shown if you are using an entry option with the Opening/closing bal field set to YES in the Entry option table. Displays the balance of the account relating to the voucher type for the first voucher in the batch, but can be changed. For all other vouchers, the opening balance shown is the closing balance of the previous voucher. Enter the opening balance together with Closing balance, which will be used to check if a voucher balances. Note: If you have entered transactions with different currencies, then the balance is not checked.
- Closing balance
- Only shown if you are using an entry option with the Opening/closing bal field set to YES in the Entry option table. Enter the closing balance of the voucher.
Routine
Only those routines that are valid for the selected voucher type will be shown, if no default routine is defined for this voucher type in Work with voucher types. Mark the field corresponding to the type of transactions you want to work with. Then click OK. You link routines to the voucher types in Work with voucher types.
- G/L transactions
- Mark this field to enter transactions in the G/L.
- G/L easy entry transactions
- Mark this field to enter transactions in the G/L. This routine is useful for pure G/L transactions that you work with, for example on a daily basis.
- A/R invoices
- Mark this field to enter invoices in the A/R.
- A/R payments
- Mark this field to enter payments in the A/R.
- A/R settlements
- Mark this field to work with settlements in the A/R.
- A/P invoices (Preliminary)
- Mark this field to enter preliminary invoices in the A/P.
- A/P invoices (Final)
- Mark this field to enter final invoices, or change preliminary invoices into final, in the A/P.
- A/P payments
- Mark this field to enter payments in the A/P.
- A/P settlements
- Mark this field to work with settlements in the A/P.
- A/P goods-in-transit
- Mark this field to work with A/P goods-in-transit.
Financial system transaction entry (FSR01002)
You access this panel when you have finished the transaction entry. If you have the applicable authority (defined in the Authority control routine – SECUR) you can select between continuing, interrupting, or closing the batch. If you interrupt your entry, you can also print an Interrupted batch list, showing details for all the transactions in the batch. The list can be used to look for errors.
Note: The VAT journal will not be printed when you choose to interrupt the batch. It is only printed when you close the batch and the G/L is updated.
When you close the batch, it will receive the next free journal number from the journal number series JOU for the accounting year in which the batch was entered. A Closed batch list is printed.
When the G/L postings are updated to the G/L, the following reports will be printed, under the following circumstances:
- Batch number
- Acct period
- Continue entry
- Mark this field to continue entering transactions. Then, click OK.
End/Next
For the following, one can choose to mark the End or Next option. When choosing the End option, this allows the user to do one batch entry and then exit out of the routine. For the next entry, the user must re-enter the routine. When choosing the Next option, this allows the user to continue batch entry without leaving the routine. Note: For entry option FINANCIAL, the Next option is not available.
- Interrupt
- Mark the End or Next option for this field to temporarily interrupt entry. You must also enter a batch description. Then, click OK.
- Interrupt/print
- Mark the End or Next option for this field to temporarily interrupt entry and print an Interrupted batch list. You must also enter a batch description. Then, click OK.
- Close batch
- Mark the End or Next option for this field to close the batch. It will receive the next free journal number from the journal number series JOU for the accounting year in which the batch was entered, and a Closed batch list will be printed. If the postings should update the G/L directly, the G/L journal(s) will also be printed.
- Print EU statistics
- Indicate if you want to print a list with EU statistics information for the invoices in the batch.
- Print VAT journal
- Indicate if you want to print a list with VAT journal information for the transactions in the batch.
- Description
- If you want to interrupt your work temporarily you must enter a batch description. This is needed to separate the batch from other interrupted batches when you want to continue entry later. If you interrupt a batch which has been interrupted before, the description which was entered at that time will be shown. You can change it if you like.