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Entering Logged Vouchers

Entering Logged Vouchers

Concept

You usually know which G/L account to distribute a voucher to, but sometimes you might not know. In such a case, to maintain accurate accounts payable information, you can enter a logged voucher. When you log a voucher, the accounts payable information is recorded in the Accounts Payable Ledger table (F0411), and the expense is recorded in a temporary holding account, one that is used for all logged vouchers.

 

Logged vouchers require a step after their initial entry, which is called “redistribution.” When a logged voucher is redistributed, the expense is removed from the temporary holding account and is moved to the actual account where the expense would properly reside. The information does not change when a logged voucher is redistributed.

 

The system assigns a logged voucher the document type PL.

 

Prerequisites

 

Before you complete this task, you must:

• Activate the processing option for logged vouchers in the Voucher Logging processing option of the Voucher Entry MBF program (P0400047).

• Activate the Use Suspense Account option on the Company Setup program (P0010).

• Set up AAI item PP and, if you use the trade suspense account, set up AAI item PQ. Assign an approver number to each supplier (optional).

• Run the Update Approver/Category Code 7 (optional) program.

 

 

Procedure

In this task, you will enter a logged voucher to a G/L suspense account.

Step Action
Navigate to the Voucher Logging Entry program (P0411) from the Other Voucher Entry Methods menu (G04111).

Click the Other Voucher Entry Methods link.

Click the Voucher Logging Entry link.

Use the Supplier Ledger Inquiry form to create, review, or edit a voucher.

Step Action
Click the Add button.

Use the Payment Information form to enter voucher information.

Step Action
Use the Company field to enter a code that identifies a specific organization, fund, or other reporting entity.

Enter the desired information into the Company field. Enter “00001“.

Click in the Supplier Number field.

Use the Supplier Number field to enter a user-defined name or number that identifies an address book record.

Enter the desired information into the Supplier Number field. Enter “4343“.

Click in the Invoice Number field.

Use the Invoice Number field to identify the supplier’s invoice number that is used for voucher entry. Voucher entry allows only one invoice per voucher number. If multiple invoice numbers exist on a voucher, you must set them up as multiple vouchers or combine the invoices and enter them as one voucher.

Enter the desired information into the Invoice Number field. Enter “DR85“.

Click in the Invoice Date field.

Enter the desired information into the Invoice Date field. Enter “062515“.
Click in the G/L Date field.

Use the G/L Date field to enter a date that identifies the financial period to which the system will post the transaction.

Enter the desired information into the G/L Date field. Enter “022516“.

Click in the Gross Amount field.

Use the Gross Amount field to enter the value that specifies the total amount of the voucher pay item.

The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. When you void a transaction, the system clears the Gross Amount field.

Enter the desired information into the Gross Amount field. Enter “325“.

Click in the Remark field.

Enter the desired information into the Remark field. Enter “Shelves“.
Click the OK button.

Use the Journal Entry Prompt form to accept the default suspense account or change it to another account.
In this example, accept the default suspense account.

Step Action
Click the OK button.

Step Action
Click the Cancel button.

Step Action
Next, you will search for your logged voucher.

Click the Find button.

Click the Close button.

You have successfully entered a logged voucher to a G/L suspense account.

End of Procedure.

Ayman Refat
Over 20 years of experience in IT area, working as Oracle JD Edwards Developer with expertise in Windows Server, SQL Server and Microsoft Exchange Server, experience in Linux operating systems (Debian and Redhat), VMWare ESX / ESXi, Novell Netware, relational databases like Oracle 10/11g and backup solutions from Computer Associates. Large experience in high-end servers from Dell and HP, having the following certifications: Microsoft: MCP, MCSE, MCDBA, MCSA and MCT (2008 ~ 2013), Computer Associates: Technical Specialist – Storage and Backup Solutions,
http://www.AymanRefat.com

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