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Vouchers

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Voucher setups in MSD Nav 2013 R2.

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Vouchers

  1. 1.  How to: Set Up Vouchers To use vouchers, you must set up the following prerequisites:  Different number series for different types of vouchers, and for different locations in the number series window.  The general ledger account for cash receipt or payment vouchers in the Company Information window. The bank account for bank receipt or payment vouchers in the Location Card window. Note When you initialize a new company, source codes will be inserted automatically in the Source Code Setup window. Source code with different types of vouchers is also created automatically. Journal templates for different types of vouchers are also created, and batches with subtype and location are defined.  Standard text codes to enter narrations.  The check number in the general ledger.
  2. 2.  Source Code Setup Window Specifies how you want to define or change source codes. A source code indicates where an entry was created. This feature is found in all application areas. Entries are created when journals and invoices are posted and when certain batch jobs are executed. There is a specific source code for each posting type and batch job, and it is assigned when individual entries are created. The Source Code Setup window contains several FastTabs, one for each application area. Each FastTab contains the source codes that are applicable for that application area.
  3. 3.  To define number series for vouchers 1.In the Search box, enter No. Series, and then choose the related link. 2.On the Home tab, choose New. 3.Fill in the fields as described in the following table. Field Description Code The unique code for the number series. You can enter a maximum of 10 alphanumeric characters. Description The description for the number series code. You can enter a maximum of 30 alphanumeric characters. Starting No. The first number for the number series. You can enter a maximum of 20 alphanumeric characters. Ending No. The last number for the number series. You can enter a maximum of 20 alphanumeric characters. Default Nos. Select to indicate whether the number series will be used to assign the numbers automatically. 4.Choose the OK button.
  4. 4.  To assign general ledger or bank account number to vouchers 1.In the Search box, enter Company Information, and then choose the related link. 2.On the Navigate tab, in the Company group, choose Voucher No. Series. 3.Fill in the fields as described in the following table. Field Description Sub Type Assign posting number series for cash receipt, cash payment, bank receipt, bank payment, contra, and journal vouchers. Posting No. Series The code for the number series that is used to assign document numbers to the general ledger entries that are posted from the voucher batch. This field is automatically populated in the Posting No. Series field on the voucher line when you create a voucher line in the voucher batch. 4.In the Voucher No. Series window, on the Navigate tab, in the Voucher group, choose Account. 5.Fill in the fields as described in the following table.
  5. 5. Field Description Account Type The account type for the voucher. Account Number The general ledger or bank account number that is used to validate the vouchers that are posted from the voucher batch. 6.Choose the OK button
  6. 6.  To automatically populate the check number and the check date 1.In the Search box, enter General Ledger Setup, and then choose the related link. 2.On the General FastTab, select the Activate Cheque No. field. 3.Choose the OK button.
  7. 7.  To assign source codes to voucher types 1.In the Search box, enter Source Code Setup, and then choose the related link. 2.On the General FastTab, fill in the required fields as described in the following table. Field Description Cash Receipt Voucher The source code for cash receipt vouchers. Cash Payment Voucher The source code for cash payment vouchers. Contra Voucher The source code for contra vouchers. Bank Receipt Voucher The source code for bank receipt vouchers. Bank Payment Voucher The source code for bank payment vouchers. Journal Voucher The source code for journal vouchers. 3.Choose the OK button.
  8. 8.  To create standard text codes 1.In the Search box, enter Standard Text Codes, and then choose the related link. 2.On the Home tab, choose New. 3.Fill in the fields as described in the following table. Field Description Code The unique code that identifies the standard text. You can enter a maximum of 10 alphanumeric characters. Description The description for the standard text. You can enter a maximum of 50 alphanumeric characters. 4.Choose the OK button.
  9. 9.  How to: Post Contra Vouchers You can use contra vouchers to post contra entry transactions that affect both the bank and cash accounts. For example, when you withdraw cash from the bank, you can use a contra voucher to post the debit and credit entries to the cash and bank accounts. To post contra vouchers, you must specify the debit entry details and the credit entry details on two different journal lines. In the Contra Voucher window, if the Bank Payment Type is set to Manual Check or Computer Check, then you can post the transactions on one line. To do this, you must specify the balance account details, as it helps in voiding the check ledger entry. In the General Ledger Setup window, if you select the Active Cheque No. field, then the check number and check date will be updated automatically in the bank ledger entry and the check ledger entry.  To post contra vouchers 1.In the Search box, enter Contra Voucher, and then choose the related link. 2.In the Batch Name field, select the batch for which you want to create contra vouchers. 3.Select a journal line to insert debit entry details, and then fill in the required fields as described in the following table.
  10. 10. Field Description Posting Date The posting date for the debit entry. Document Type Specify Payment to indicate that the document type is payment. Document No. The document number for which the contra voucher is posted. Account Type Specify G/L Account to indicate that the account type is general ledger account. Account No. The general ledger account number. Debit Amount The total amount of the journal line, including VAT. Cheque No. The check number. Cheque Date The check date. 4.Select a journal line to insert credit entry details, and then fill in the required fields as described in the following table.
  11. 11. Field Description Posting Date The posting date for the credit entry. Document Type Specify Payment to indicate that the document type is payment. Document No. The document number for which the contra entry is posted. Account Type Specify Bank Account to indicate that the account type is bank account. Account No. The bank account number. Credit Amount The total amount of the journal line, including VAT. Cheque No. The check number. Cheque Date The check date. 5.On the Navigate tab, in the Narration group, choose Line Narration. 6.In the Narration field, enter the line narration details. 7.Choose the OK button. 8.On the Navigate tab, in the Narration group, choose Voucher Narration. 9.In the Narration field, enter the voucher narration details. 10.Choose the OK button. 11.On the Action menu, in the Posting group, choose Post.
  12. 12.  How to: Post Cash Payment Vouchers 1.In the Search box, enter Cash Payment Voucher, and then choose the related link. 2.In the Batch Name field, select the batch for which you want to create cash payment vouchers. 3.Select a journal line to insert debit entry details, and then fill in the required fields as described in the following table Field Description Posting Date The posting date for the debit entry. Document Type Specify Payment to indicate that the document type is payment. Document No. The document number for which the cash payment voucher is created. Account Type Specify Vendor to indicate that the account type is vendor. Account No. The vendor account number. Debit Amount The total amount of the journal line, including VAT.
  13. 13. 4.Select a journal line to insert credit entry details, and then fill in the required fields as described in the following table. Field Description Posting Date The posting date for the credit entry. Document Type Specify Payment to indicate that the document type is payment. Account Type Specify G/L Account to indicate that the account type is general ledger account. Account No. The general ledger account number. Credit Amount The total amount of the journal line, including VAT.
  14. 14. 5.On the Navigate tab, in the Narration group, choose Line Narration. 6.In the Narration field, enter the line narration details. 7.Choose the OK button. 8.On the Navigate tab, in the Narration group, choose Voucher Narration. 9.In the Narration field, enter the voucher narration details. 10.Choose the OK button. 11.On the Action tab, in the Posting group, choose Post.
  15. 15.  How to: Post Cash Receipt Vouchers To post cash receipt vouchers 1.In the Search box, enter Cash Receipt Voucher, and then choose the related link. 2.In the BatchName field, select the batch for which you want to create cash receipt vouchers. 3.Select a journal line to insert debit entry details, and then fill in the required fields as described in the following table Field Description Posting Date The posting date for the debit entry. Document Type Specify Payment to indicate that the document type is payment. Document No. The document number for which the cash receipt voucher is posted. Account Type Specify G/L Account to indicate that the account type is general ledger account. Account No. The general ledger account number. Debit Amount The total amount of the journal line, including VAT.
  16. 16. 4.Select a journal line to insert credit entry details, and then fill in the required fields as described in the following table. Field Description Posting Date The posting date for the credit entry. Document Type Specify Payment to indicate that the document type is payment. Document No. The document number for which the cash receipt voucher is posted. Account Type Specify Customer to indicate that the account type is customer. Account No. The customer account number. Credit Amount The total amount of the journal line, including VAT.
  17. 17. 5.On the Navigate tab, in the Narration group, choose Line Narration. 6.In the Narration field, enter the line narration details. 7.Choose the OK button. 8.On the Navigate tab, in the Narration group, choose Voucher Narration. 9.In the Narration field, enter the voucher narration details. 10.Choose the OK button. 11.On the Action tab, in the Posting group, choose Post.
  18. 18.  How to: Post Bank Payment Vouchers You can use bank payment vouchers to post bank-related transactions for payments that are made to the vendor by check. To post bank payment vouchers, you must specify debit entry details and credit entry details on two different journal lines. In the Bank Payment Voucher window, if the Bank Payment Type is ManualCheck or ComputerCheck, then you can post the transactions on one line. To do this, you must specify the BalanceAccount details, as it helps in voiding the check ledger entry. In the General Ledger Setup window, if you select the Active Cheque No. field, then the check number and check date will be updated automatically in the bank ledger entry and the check ledger entry To post bank payment vouchers 1.In the Search box, enter Bank Payment Voucher, and then choose the related link. 2.In the Batch Name field, select the batch for which you want to create bank payment vouchers. 3.Select a journal line to insert debit entry details, and then fill in the required fields as described in the following table.
  19. 19. Field Description Posting Date The posting date for the debit entry. Document Type Specify Payment to indicate that the document type is payment. Document No. The document number for which the bank payment voucher is posted. Account Type Specify Vendor to indicate that the account type is vendor. Account No. The vendor account number. Debit Amount The total amount of the journal line, including VAT. Cheque No. The check number. Cheque Date The check date. 4.Select a journal line to insert credit entry details, and then fill in the required fields as described in the following table.
  20. 20. Field Description Posting Date The posting date for the credit entry. Document Type Specify Payment to indicate that the document type is payment. Document No. The document number for which the bank payment voucher is posted. Account Type Specify Bank Account to indicate that the account type is bank account. Account No. The bank account number. Credit Amount The total amount of the journal line, including VAT. Cheque No. The check number. Cheque Date The check date.
  21. 21.  How to: Post Journal Vouchers You can use journal vouchers to post transactions that are not related to cash or the bank To post journal vouchers 1.In the Search box, enter Journal Voucher, and then choose the related link. 2.In the Batch Name field, select the batch for which you want to create journal vouchers. 3.Select a journal line to insert debit entry details, and then fill in the required fields as described in the following table Field Description Posting Date The posting date for the debit entry. Document Type Specify Invoice to indicate that the document type is invoice. Document No. The document number for which the journal voucher is posted. Account Type Specify G/L Account to indicate that the account type is general ledger account. Account No. The general ledger account number. Debit Amount The total amount of the journal line, including VAT. External Document No. The document number that is used by the vendor.
  22. 22. 5.On the Navigate tab, in the Narration group, choose Line Narration. 6.In the Narration field, enter the line narration details. 7.Choose the OK button. 8.On the Navigate tab, in the Narration group, choose Voucher Narration. 9.In the Narration field, enter the voucher narration details. 10.Choose the OK button 11.On the Action tab, in the Posting group, choose Post
  23. 23.  How to: Post Bank Receipt Vouchers You can use bank receipt vouchers to post bank-related transactions for payments that are made by the customer by check. In the General Ledger Setup window, if you select the Active Cheque No. field then the check number and check date will be updated automatically in the bank ledger entry and the check ledger entry. To post bank receipt vouchers 1.In the Search box, enter Bank Receipt Voucher, and then choose the related link. 2.In the Batch Name field, select the batch for which you want to create bank receipt vouchers. 3.Select a journal line to insert debit entry details, and then fill in the required fields as described in the following table.
  24. 24. Field Description Posting Date The posting date for the debit entry. Document Type Specify Payment to indicate that the document type is payment. Document No. The document number for which the bank receipt voucher is posted. Account Type Specify Bank Account to indicate that the account type is bank account. Account No. The bank account number. Debit Amount The total amount of the journal line, including VAT. Cheque No. The check number. Cheque Date The check date. 4.Select a journal line to insert credit entry details, and then fill in the fields as described in the following table.
  25. 25. Field Description Posting Date The posting date for the credit entry. Document Type Specify Payment to indicate that the document type is payment. Document No. The document number for which the bank receipt voucher is posted. Account Type Specify Customer to indicate that the account type is customer. Account No. The customer account number. Credit Amount The total amount of the journal line, including VAT. Cheque No. The check number. Cheque Date The check date. 5.On the Navigate tab, in the Narration group, choose Line Narration. 6.In the Narration field, enter the line narration details. 7.Choose the OK button. 8.On the Navigate tab, in the Narration group, choose Voucher Narration. 9.In the Narration field, enter the voucher narration details. 10.Choose the OK button. 11.On the Action tab, in the Posting group, choose Post.
  26. 26.  How to: Post Journal Vouchers You can use journal vouchers to post transactions that are not related to cash or the bank.. To post journal vouchers 1.In the Search box, enter Journal Voucher, and then choose the related link. 2.In the Batch Name field, select the batch for which you want to create journal vouchers. 3.Select a journal line to insert debit entry details, and then fill in the required fields as described in the following table. Field Description Posting Date The posting date for the debit entry. Document Type Specify Invoice to indicate that the document type is invoice. Document No. The document number for which the journal voucher is posted. Account Type Specify G/L Account to indicate that the account type is general ledger account. Account No. The general ledger account number. Debit Amount The total amount of the journal line, including VAT. External Document No. The document number that is used by the vendor.
  27. 27. 4. Select a journal line to insert credit entry details, and then fill in the required fields as described in the following table Field Description Posting Date The posting date for the credit entry. Document Type Specify Invoice to indicate that the document type is invoice. Document No. The document number for which the journal voucher is posted. Account Type Specify Vendor to indicate that the account type is vendor. Account No. The vendor account number. Credit Amount The total amount of the journal line, including VAT. External Document No. The document number that refers to the vendor's numbering system.
  28. 28. 5.On the Navigate tab, in the Narration group, choose Line Narration. 6.In the Narration field, enter the line narration details. 7.Choose the OK button. 8.On the Navigate tab, in the Narration group, choose Voucher Narration. 9.In the Narration field, enter the voucher narration details. 10.Choose the OK button. 11.On the Action tab, in the Posting group, choose Post.
  29. 29.  How to: Print Ledger Reports In Microsoft Dynamics NAV, you can use ledger reports to print control accounts that include sub-ledger details for specified dates. Ledger reports display the following: •Posting date •Document number •Account name •Location code •Voucher type •Debit amount •Credit amount •Closing balance To print the ledger report 1.In the Search box, enter Ledger, and then choose the related link. 2.On the Options FastTab, fill in the fields as described in the following table.
  30. 30. Field Description Print Detail Select to include posted entry details in the report. Print Line Narration Select to include line narration details in the report. Print Voucher Narration Select to include voucher narration details in the report. Location Code The location for which the report is printed. 3.On the G/L Account FastTab, select the appropriate filters. Note To run this batch job, you must select the Date Filter as filter, and enter the date 4.Choose Print to print the report or choose Preview to view it on the screen
  31. 31. How to: Print Voucher Registers You can use voucher register reports to generate posted general ledger entries, and then document the posted entries for auditing. You can also print voucher register reports when you post the journal vouchers by selecting the Post and Print option in the Journal Voucherwindow. To print the voucher register report 1.In the Search box, enter Voucher Register, and then choose the related link. 2.On the Options FastTab, select the PrintLineNarration check box to include the line narration details in the report. 3.On the G/L Register FastTab, select the appropriate filters to define the information to be included in the report. 4.Choose Print to print the report or choose Preview to view it on the screen.
  32. 32.  How to: Print Posted General Ledger Entries and Day Book Entries Microsoft Dynamics NAV provides the following reports for general ledger and day book entries. Report Description Cash Book Displays all of the posted general ledger entries for a cash account that are mapped to cash receipt and cash payment vouchers in the Voucher Account window. Bank Book Displays all of the posted general ledger entries for a bank account that are mapped to bank receipt and bank payment vouchers in the Voucher Account window. Day Book Displays all of the day book entries for all voucher types. You can also include line narration and voucher narration details in the report.
  33. 33. To print the cash book report 1.In the Search box, enter Cash Book, and then choose the related link. 2.On the Options FastTab, fill in the fields as described in the following table. Field Description Print Detail Select to include posted entry details in the report. Print Line Narration Select to include line narration details in the report. Print Voucher Narration Select to include voucher narration details in the report. Location Code The location for which the report is to be printed. 3.On the G/L Account FastTab, select the appropriate filters. Note To generate the Cash Book report and Bank Book reports, you must select the Date Filter as a filter and enter the date 4.Choose Print to print the report or choose Preview to view it on the screen.
  34. 34. To print the day book report 1.In the Search box, enter Day Book, and then choose the related link. 2.On the Options FastTab, fill in the fields as described in the following table. Field Description Line Narration Select to include line narration details in the report. Voucher Narration Select to include voucher narration details in the report 3.On the G/L Entry FastTab, select the appropriate filters. 4.Choose Print to print the report or choose Preview to view it on the screen.

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