Journal Vouchers

In Nakisa General Ledger, users can manually add journal vouchers to record any financial transaction that do not involve cash or bank transactions directly. They can be created for multiple reasons, such as manual adjustments, month-end reconciliation, or transfers between accounts in the same company (for example when migrating ERP systems). They are not attached to any particular contracts in other Nakisa products.

The journal voucher workflow is as follows:

A user creates the journal voucher with all of the relevant information. The journal voucher is in Created state.
The user adds the relevant information and sends it for approval. It can no longer be edited from this point on.
An approver reviews the journal voucher and approves it, or sends it back to be reworked.
- Once approved, the journal voucher is automatically internally posted, and will be picked up for external posting to SAP by Nakisa SAP Posting Bot (if set up).
- If it is sent back to be reworked, the journal voucher goes back to Created state.

To view any of the existing journal vouchers, click on the row or in the Actions column. If there is a journal voucher that is no longer needed, the following two options are available, but the journal voucher must be in Created state:

To permanently delete a journal voucher that you created, click You can also click .
To archive a journal voucher, click . Note that in this case, the journal voucher remains in the list and can be viewed, but it can no longer be updated, approved, or posted.

Note: Journal vouchers are available on the Ledger Transactions page, Consolidated Transaction Report, and GL Balance Report.

To add a journal voucher:

Click Main Menu > General Ledger > Journal Voucher .
Click .
The Definitions tab contains the information that is included in the header of the journal voucher. Enter the mandatory fields, and any other general information, cost objects, or references.
Note: The journal voucher Reference fields are not part of any reports at this time.
On the Entries tab, enter all the required debit and credit line items for the journal voucher.
1. Select the Account Number.
2. Enter the Debit and/or Credit amount under the Transaction Currency.
  - If other currencies have been configured, the amounts are translated automatically using the rate valid for the selected Posting Date on the Definitions tab. You can override the translated values if required.
3. Click in the Actions column to add the entry. It appears in the Entries table below.
4. Click to add additional information to the entry.
  - If you selected a P/L account, you must also select a Cost Center and/or Profit Center.
  - In a credit entry, you can select a Vendor, and you can select Calculate Taxes and define the appropriate settings if required.
  - Make any other required changes and click Update.
5. Continue to add as many entries as required.
6. If required, the following Actions are available per entry:
  - To edit the entry, click . Make the required changes and click Update.
  - To copy the current entry, click .
  - To delete the entry, click .
On the Additional Information tab, enter any notes or attach files.
- Enter the Note text and click in the Actions column.
- Upload up to five files (PDF, DOC, DOCX, XLS, XLSX, JPG, JPEG, PNG), with a total file size of 10 MB for all files.
Once the mandatory information has been entered and the debits and credits are balanced, click Create.
If there are no more edits, click Send to Approval.

To approve and post a journal voucher:

Open the journal voucher.
Review the Definition, Entries, and Additional Information tabs.
If nothing needs to be changed, click Approve, which internally posts the journal voucher. At this point, on the Definitions page, the Internal Status changes to "Posted" and the generated Internal Document Number is displayed.
Note: If changes are required, click Rework to send the journal voucher back to Created state.