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Journal Vouchers

The Journal Vouchers Module in the AccuBooks Accounting System is designed to handle a variety of financial adjustments and non-standard transactions, providing tools for detailed entry, attachment of documentation, and management of recurring transactions.

Key Purposes

1. Handling Infrequent or Unusual Transactions: Journal vouchers are used for transactions that do not occur frequently or are unusual. This includes monthly adjustments, depreciation, and error corrections.

2. Adjustments and Payroll Entries: The module facilitates the input of various adjustments, including payroll entries. Users can add transactions like salary and allowances by selecting appropriate accounts and ensuring that the debit and credit sides are balanced.

3. Detailed Transaction Entry: Users can specify details such as references, remarks, posting dates, and select from a chart of accounts. This ensures accurate reflection of transactions in reports.

4. Attachment and Documentation: Users can attach supporting documents, such as salary computations, to the journal voucher for detailed record-keeping and audit trails.

5. Editing and Managing Transactions: The module allows users to edit, delete, submit, or cancel transactions as needed. This flexibility ensures that users can manage their financial records accurately.

6. Duplication of Recurring Transactions: For recurring transactions, the module includes a feature to duplicate existing transactions. This is useful for monthly payroll entries or other regular adjustments, allowing users to quickly update references, dates, and amounts.

7. Export and Review: Users can download transaction details as PDFs for review and record-keeping. This facilitates external reporting and verification of entered data.

Complete Walkthrough Video

Journal Vouchers Step by Step User-Manual

1. Access the Journal Vouchers Module:

  • Navigate to the side menu bar.
  • Select "Adjustment".
  • Click on "Journal Vouchers".

2. Add a New Adjustment or Transaction:

  • Click the "Add" button.
  • Enter the reference, e.g., "Salary for the month of December 2023".
  • Add remarks if necessary.
  • Select the posting date for the transaction to be reflected in the report, e.g., "December 29".
  • Choose the appropriate accounts from the chart of accounts by clicking the drop-down icon.
  • To add another item, click the plus (+) button.
  • Example items to add: "Salary", "Allowances", and "Cash in Bank".
  • Enter the debit amounts for salaries and allowances, and the total credit amount for the cash in the bank to ensure the debit and credit sides balance.

3. Save the Transaction:

  • Ensure the debit and credit sides are equal.
  • Click the "Save" button.

4. Verify and Manage the Transaction:

  • Click the "Show Transaction" button to verify the details.
  • Optionally, add attachments such as the computation of salary by clicking the "Add" button.
  • Add comments if necessary in the comments section.
  • Download a PDF of the transaction details for review.

5. Edit or Manage Existing Transactions:

  • After creating a transaction, options to edit, delete, submit, or cancel the transaction are available.

6. Duplicate Recurring Transactions:

  • Use the "Duplicate Transaction" button for recurring transactions.
  • Change the document reference, remarks, and date for the new transaction period, e.g., change to "January 31" for the next month.
  • Adjust amounts or add/delete line items as necessary.
  • Click the "Save" button to save the duplicated transaction.