Journal Voucher

Once you open the Journal Voucher under Accounting, a list of journal vouchers will show up.

Create Journal Voucher

To create a journal voucher, proceed with the following steps:

1. Navigate to Accounting / Journal Voucher.

2. Click "Create” (Top right corner)

3. The following information should be inserted:

   • Type (Required)
     • Manual Journal Voucher
     • Opening Balance Journal Voucher
       • Used only once to transfer all balances from a previous system to Galoper.
       • Galoper offers the "+ Load Accounts" option to automatically load all the subsidiary accounts.
   • Date (Required: Specify the date)
   • Project (Optional: Select the project for the journal voucher - options listed depend on the projects created in the Project Module)
   • Reference (Optional: Enter journal entry reference)
   • Description (Required: Provide a clear and concise description for the journal entry.)
   • Attachments (Optional: Click to browse and attach files from your computer.)

   (Scroll down to the Journal Entry Table)

   • Click “Add Entry”

   • Insert the following information:

     • Account (Required: Choose the entry account)
     • Description (Required: Provide a clear and concise description for the journal entries)
     • Debit (Required or Zero: Enter the debit amount in account currency)
     • Credit (Required or Zero: Enter the credit amount in account currency)

     Note!

     The system will automatically display the prevailing exchange rates for primary and secondary currencies, and calculate the corresponding amounts.

     • Primary Currency Amount: Enter the amount you want in primary currency.

       • If "Debit" this should be positive, if "Credit" this should be negative.

     • Secondary Currency Amount: Enter the amount you want in secondary currency.

       • If "Debit" this should be positive, if "Credit" this should be negative.
         ( Only if multi-currency is ON)

     • Primary Currency Rate: To override the standard exchange rate for the primary currency, click the exchange rate field and enter the desired new rate. The system will then recalculate the corresponding primary currency amount.

       • Only applicable when the primary currency and account currency are not the same!

     • Secondary Currency Rate: To override the standard exchange rate for the secondary currency, click the exchange rate field and enter the desired new rate. The system will then recalculate the corresponding secondary currency amount.

       • Only applicable when the secondary currency and account currency are not the same!

     • The “Total Debit” and “Total Credit” amount will be displayed at the bottom.
       The system will automatically display if the account is balanced or not!

       Note!

       The difference between debit and credit should equal 0.

4. Verify Account Balance

   • The "Total Debit and Credit" amounts will be displayed at the bottom of the table.

   Note!

   The difference between the "Total Debit" and "Total Credit" must equal zero. The system will automatically indicate whether the account is balanced.
   An unbalanced account cannot be saved.

5. Save the Journal Voucher (Top right corner)

   • Once Journal Voucher is balanced, click:
     • “Save” (Clicking "Save" finalizes the Journal Voucher, this action will either submit the voucher for approval or directly post it)
     • “Save as Draft” (Clicking "Save Draft" saves the Journal Voucher in an incomplete state. This allows you to return and apply further edits before the final submission or posting)

Edit Journal Voucher

• If Journal Voucher is posted, click "Reset to Draft" at the top right corner of the screen!

To edit a journal voucher, proceed with the following steps:

1. Navigate to Accounting / Journal Voucher.

2. Right-click on the desired journal voucher entry and select "Edit".

3. The following fields could be modified:

   • Date (Required: Specify the date)
   • Project (Optional: Select the project for the journal voucher - options listed depend on the projects created in the Project Module)
   • Reference (Optional: Enter journal entry reference)
   • Description (Required: Provide a clear and concise description for the journal entry.)
   • Attachments (Optional: Click to browse and attach files from your computer.)

   (Scroll down to the Journal Entry Table)

   • Account (Required: Change the selected account for the entry.)
   • Description (Required: Provide a clear and concise description for the journal entries.)
   • Debit (Required or Zero: Enter the debit amount in account currency)
   • Credit (Required or Zero: Enter the credit amount in account currency)

   Note!

   The system will automatically display the prevailing exchange rates for primary and secondary currencies, and calculate the corresponding amounts.

   • Primary Currency Amount: Enter the amount you want in primary currency.

     • If "Debit" this should be positive, if "Credit" this should be negative.

   • Secondary Currency Amount: Enter the amount you want in secondary currency.

     • If "Debit" this should be positive, if "Credit" this should be negative.
       ( Only if multi-currency is ON)

   • Primary Currency Rate: To override the standard exchange rate for the primary currency, click the exchange rate field and enter the desired new rate. The system will then recalculate the corresponding primary currency amount.

     • Only applicable when the primary currency and account currency are not the same!

   • Secondary Currency Rate: To override the standard exchange rate for the secondary currency, click the exchange rate field and enter the desired new rate. The system will then recalculate the corresponding secondary currency amount.

     • Only applicable when the secondary currency and account currency are not the same!

     --> The “Total Debit” and “Total Credit” amount will be displayed at the bottom.

     Note!

     The difference between the "Total Debit and Credit" must equal zero.
     The system will automatically indicate whether the account is balanced.
     An unbalanced account cannot be saved.

4. Save the Journal Voucher

   • Once Journal Voucher is balanced, click:
     • “Save” (Clicking "Save" finalizes the Journal Voucher, this action will either submit the voucher for approval or directly post it)
     • “Save as Draft” (Selecting "Save Draft" saves the Journal Voucher in an incomplete state. This allows you to return and apply further edits before the final submission or posting)

Clone Journal Voucher

To copy a journal voucher, proceed with the following steps:

1. Navigate to Accounting / Journal Voucher.

2. Right-click on the desired journal voucher entry and select "Clone".

   • A new "Journal Voucher" copy will be displayed, pre-filled with information from the original entry.

3. The following fields could be modified:

   • Date (Required: Specify the date)
   • Project (Optional: Select the project for the journal voucher - options listed depend on the projects created in the Project Module)
   • Reference (Optional: Enter journal entry reference)
   • Description (Required: Provide a clear and concise description for the journal entry.)
   • Attachments (Optional: Click to browse and attach files from your computer.)

   (Scroll down to the Journal Entry Table)

   • Account (Required: Choose the entry account)
   • Description (Required: Provide a clear and concise description for the journal entries.)
   • Debit (Required or Zero: Enter the debit amount in account currency)
   • Credit (Required or Zero: Enter the credit amount in account currency)

   Note!

   The system will automatically display the prevailing exchange rates for primary and secondary currencies, and calculate the corresponding amounts.

   • Primary Currency Amount: Enter the amount you want in primary currency.

     • If "Debit" this should be positive, if "Credit" this should be negative

   • Secondary Currency Amount: Enter the amount you want in secondary currency.

     • If "Debit" this should be positive, if "Credit" this should be negative.
       ( Only if multi-currency is ON)

   • Primary Currency Rate: To override the standard exchange rate for the primary currency, click the exchange rate field and enter the desired new rate. The system will then recalculate the corresponding primary currency amount.

     • Only applicable when the primary currency and account currency are not the same!

   • Secondary Currency Rate: To override the standard exchange rate for the secondary currency, click the exchange rate field and enter the desired new rate. The system will then recalculate the corresponding secondary currency amount.

     • Only applicable when the secondary currency and account currency are not the same!

     --> The “Total Debit” and “Total Credit” amount will be displayed at the bottom.

     Note!

     The difference between the "Total Debit and Credit" must equal zero.
     The system will automatically indicate whether the account is balanced.
     An unbalanced account cannot be saved.

4. Save the Journal Voucher

   • Once Journal Voucher is balanced, click:
     • “Save” (Clicking "Save" finalizes the Journal Voucher, this action will either submit the voucher for approval or directly post it)
     • “Save as Draft” (Selecting "Save Draft" saves the Journal Voucher in an incomplete state. This allows you to return and apply further edits before the final submission or posting)

Reset to Draft

This action reverts the Journal Voucher to an editable "Draft" status, removing any prior submission or posting designations.
To reset a Journal Voucher to draft, proceed with the following steps:

1. Navigate to Accounting / Journal Voucher.
2. Click on the desired journal voucher entry to view.
3. Click the “Reset To Draft" button. (Top right corner)
4. A confirmation pop-up will appear to ensure the action is intentional.
   Click “Confirm” to continue

Reverse Journal Voucher

This action will create a new Journal Voucher with reversed journal entries.

To reverse a Journal Voucher, proceed with the following steps:

1. Navigate to Accounting / Journal Voucher
2. Click on the desired journal voucher entry to view
3. Click “Reverse" button” (Top right corner, next to the “Reset to Draft” button.)
4. A confirmation pop-up will appear to ensure the action is intentional.
   Click “Confirm” to continue

Cancel Journal Voucher

To cancel a Journal Voucher, proceed with the following steps:

1. Navigate to Accounting / Journal Voucher.
2. Click on the desired journal voucher entry to view.
3. Click “Cancel” (Top right corner, next to the "Reverse" button.)
4. A confirmation pop-up will appear to ensure the action is intentional.
   Click “Confirm” to continue

Delete Journal Voucher

To delete a Journal Voucher, proceed with the following steps:

1. Navigate to Accounting / Journal Voucher.
2. Right-click on the desired journal voucher entry and select "Delete".
3. A confirmation pop-up will appear to ensure the action is intentional.
   Click “Confirm” to proceed.

Other Options:

Auto Close

When creating a journal voucher, it is essential that:

• Total Debit and Credit amounts balance to zero

To utilize this feature:

1. Navigate to Accounting / Journal Voucher.

2. When creating, editing, or cloning a journal entry, proceed to enter the required journal entries.

3. Activate the "auto-close" option (Located directly above the Journal Entry Table.)

   • As you enter journal entries, the system will automatically calculate and adjust the balancing entry to ensure Total Debits equal Total Credits, thus balancing the Journal Voucher.

Reset All Entries

To utilize this feature:

1. Navigate to Accounting / Journal Voucher
2. When creating, editing, or cloning a journal entry, you can access the Reset option.
3. Click the "Reset" button. (Located above the Journal Entry Table, adjacent to the "Auto Close" button.)
4. A confirmation pop-up will appear to ensure the action is intentional.
   Click “Confirm” to continue

Note: To access detailed instructions on common system actions, please refer to the following resource: "Common Actions"