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.

Journal vouchers are listed on the on the Ledger Transactions landing page (under the Posting Type or Transaction Type "VOUCHER"), and are included in the Consolidated Transaction Report and GL Balance Report.

If required, users have the option of manually reversing an approved journal voucher (e.g., in case an error was made). If journal vouchers are used to account for timing issues at month end or year end, users can also set up the journal voucher to be automatically reversed. For example, if there is no time to perform a lease modification in Nakisa Lease Accounting Suite at month end, users can create a journal voucher to create a manual entry that goes directly to GL to record the impact of the adjustment. If the automatic reversal is set up, they can go make the modification to the lease contract after month-end to properly record the adjustment, and do not have to worry about remembering to reverse the journal voucher manually.

To add a journal voucher:

Click Main Menu > Landing Page.
Click Create Journal Voucher.
The Definitions tab contains the information that is included in the header of the journal voucher. , and any other general information or cost objects.
- Enter the mandatory fields, and note that setting the Posting Date automatically also sets the Document Date, but it can still be overridden.
- If you want to automatically reverse the journal voucher, enable Automatic Reversal section, you must also set:
  - Reversal Posting Date: The journal voucher will be reversed on the Reversal Posting Date.
  - Reversal Document Date
  - Reversal Reason
- In the Cost Objects section, select whether you are using Cost Center or Work Breakdown Structure. The selected value is used as the Main Cost Center or Main WBS for the journal voucher, but note that you can still set the cost objects per ledger entry on the next tab.
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.
  - The journal entries must be balanced to be able to create the journal voucher.
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. The current status is displayed in the Transition History field shows the current status, as well as the information of the previous statuses in the drop-down.
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.

To delete/archive a journal voucher (in Created state):

Open the journal voucher.
There are two options available in a journal voucher in "Created" state:
- Click Delete at the bottom to permanently delete a journal voucher that you created.
- Click Archive to keep the journal voucher in the ledger transaction list, where it can still be viewed, but it can no longer be updated, approved, or posted.

To manually reverse a journal voucher:

Open the required approved journal voucher.
In the Reversal section of the Definitions tab, you can set the following fields:
- Reversal Posting Date
- Reversal Document Date
- Reversal Reason
Click Reverse. The Internal Status updates to "Reversed", and the reversal document will be picked up for external posting to SAP by Nakisa SAP Posting Bot (if set up).