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The Voucher Type Controls screen allows each client to define what voucher type codes are available when creating journal entries in the system. The Voucher Type is used for data entry in either Enter Vouchers screen, a Spreadsheet Upload or on journals created from Processes (i.e. Allocations, Overheads, Joint Interest Billings).
The client can also define:
Which organizations can be booked to the voucher type
If the voucher type is auto-numbered
Which voucher number ranges are used for auto-numbered voucher types
If the voucher can be auto reversed for accruals in the following month
If the voucher type excludes source invoice linking
1. Navigate to the menu and select CONFIGURATION>Voucher>Voucher Type Controls
2. To retrieve an existing voucher type press F8 or select the query icon and enter in the Voucher Type Code. Press F9 or select the execute query icon to run the query.
3. To Add a new code, type in the Voucher Type code and Description.
4. Fill in or update the remaining fields
Field
Description
Field
Description
Translation Mode
Used to handle multicurrency.
Defined as:
Line – Default. At the time of data entry, Qbyte Financial retrieves the rate from the Daily Exchange Rate table as each line is keyed. Each line can also have its rate overridden by the user with a manually entered rate.
Voucher – At the time of data entry, the rate is retrieved from the Daily Exchange Rate table for the voucher. The rate or the rate date can be manually overridden by the user for the entire voucher.
Posting – At the time of posting, the rate is retrieved from the Daily Exchange Rate table and applied to each line of the voucher.
Usage Code
Chose from the drop down:
All – Default for new voucher types. Indicates this voucher types can be used for any type of process (online or processes)
Data Entry – Indicates this voucher type can be used for online entry only
Process – Indicates this voucher type can be used for processes only, including interfaces
Exclude Source Invoice Link
Used to exclude source invoice linking for this voucher type,
The flag can only be changed from 'No' (unchecked) to 'Yes' (checked). Once the Exclude Source Invoice Link checkbox is checked , the changes to that voucher type are final.
The voucher types that exist as the default voucher type for the ACTU204, PAYS013, PAYS018,PAYS035, RECS010, RECS013 OR REVU066 module (these modules are within TDES Enter Vouches) CANNOT be changed from 'No' to 'Yes'.
Accrual Flag
If checked, upon posting the original voucher, the system automatically creates a reversing entry the next month. This reversing entry needs to be posted.
Batch Edit Auto Gen
If checked, the system automatically generates a batch edit.
If this voucher type is used for spreadsheet upload journals, entries (TDEU) the batch edit auto gen box should be checked so the voucher number is auto assigned. Otherwise the system will use the voucher number in the voucher field on the spreadsheet.
Auto Numbering
If checked, the system will create the next number on a voucher.
If not checked, the data entry person would have to enter a number for the voucher.
Populate Company Code
Not used.
Currency Adjustment
Used to handle multicurrency.
This flag can only be check on a voucher type with a Translation Mode of “Line”. If checked, it allows the user to create a voucher and book the Voucher amount, the Operating amount or Reporting amount (or any combination there of) for any line of coding in the voucher. These types of vouchers will not allow inter-company entries to be created.
Specialized GL Adjustments
Leave as the default “Unadjusted” (unchecked) so the voucher type will be posted to the unadjusted General Ledger.
5. Press the Page Down key on the keyboard to go to the Voucher Next Avail block and enter in the following fields which apply to auto numbering.
Field
Description
Field
Description
Organization
The organization ID that uses this voucher type. Use the List of Values functionality by pressing F4 to select from the list of Organizations.
Start
The first number that Qbyte Financial will use when auto numbering this voucher type in this organization.
End
The last number that Qbyte Financial will use when auto numbering this voucher type in this organization.
Next
The next available number that Qbyte Financial will use when auto numbering this voucher type for this organization.
6. Press Ctrl+S or select the Save icon to save your changes.
