How to Set Up Voucher Number

Introduction:

The “Voucher Numbering” is a Journal Type Sequence Numbering system that will be used
in Sun6 in lieu of the Sun5.41 Ref2 Ledger Analysis Dimension.

The completion of the Journal Type Numbering setup is composed of several sub routine
setups to come up with the “Journal Type Sequence Number.

The following are the order of the Sub-routine setups to create the Journal Type Sequence
Number:
1. “VNS” Voucher Number Stream Setup
2. “TRS” Transaction References Setup
3. “JNCSP” Journal Class Setup
4. “JNPSP” Journal Preset Setup
5. “JNTSP” Journal Type Setup

Before starting to set up Voucher Number Stream, be sure that the “Voucher Numbering”
tab in the Ledger Set up will have the same data in each of the field as display below:
While in the “Ledger Setup”, click the “Journal Classes” tab and be sure that all the fields in
this tab are populated with the same data as shown below:

The Voucher Number Stream Setup

The voucher number stream (VNS) is the function where you can create the “Journal
Type Sequence Number” which is a unique reference for each balancing transaction
reference posted in a single posting.

To the JV Journal type, this is the JV No., to the CR Journal Type, this is the Cash
Receipt No., to the MG Journal Type, this is the Check Register No., to the PC Journal
Type, this is the Petty Cash Journal Type No., etc.

In this screen, you could also check the number of balanced transaction references
processed through a specific Journal Type as detail line button will show you this
information if you click it.

Another way of checking the number of transactions processed through a specific journal
type is via the “VVN” View Voucher Number. This function will show all the voucher
numbering streams and the number of transactions processed by each journal type.
Be sure that all fields in the “Voucher Numbering Stream” setup is populated like below:

The Transaction Reference Format Setup

The format of a transaction reference can be broken down into four parts, each of which has
a separate section on the form so they can be defined individually. It is not mandatory that
all four parts are used.

The Transaction Reference is where you can control the display of the Journal Type
Sequence number field.

This setup is where you assign Journal Class field to reflect the Journal Class prefix, the
Accounting Period Year field where the transaction is posted by using code no. “6”, and then
define the “-“ parameter between the year field and the last field where you enter the
voucher numbering stream code you have created in “VNS”. This is where you assign also
the no. of characters per field to display the process information.
Be sure that the Transaction References Fields are populated like in the example below:

The Journal Class

Journal classes allow you to classify journals at a basic accounting level, for example,
receipts, payments, transfers, and so on. Journal classes allow you to group journals
according to their business function.

Unlike journal types, journal classes are optional; you do not need to use them to post
journals to a financial ledger. However, if you are using voucher numbering it is
necessary to create journal classes and to categorize each journal type as part of a journal
class. To do this, from SunSystems, select Journal Types Setup (JNCSP) and set the
Journal Class field as appropriate on each journal type record.

If you are using journal classes, a journal class code is automatically stored as part of
each ledger transaction, merely by its association with the journal type.

A journal class cannot be deleted once it has been used, that is, once the journal class has
been assigned to a journal type, or has been used as the default value for a system batch
process (defined in Ledger Setup).

To create the Journal Classes, go to “JNCSP” Journal Classes Setup and create journal
classes for each of the journal type or group of journal types. Create also journal class for
revaluation, accounts payable processing, system processes and fixed assets processing.
Or you can assigned the “SY” System Journal Class for all system generated journal type
for the system generated transactions.
It is necessary to create all the journal classes for various system functions as they are to
be attached in the Ledger Setup “Journal Classes” tab.

The Journal Class is linked to the Journal Type, and the Transaction Reference Format is
link to the Journal Class, so when you process transactions through a Journal Type, the
system knows what transaction reference format for the voucher number to display for
that specific journal type.

Below is the screen that shows the various fields you need to populate when you create
journal classes:

It is not the Journal Class Code that will be displayed by the system as part of the Journal
Type Sequence No., but the “Prefix” data in the Prefix field in the Journal Class setup. The
info in the “Prefix Field” is the data that will be displayed by the system in the Journal Type
Sequence No.

The Journal Preset

Journal Presets (JNPSP) is used to set up and maintain journal presets. Journal presets are
used to predefine some, or all, of the line entries for a specific journal. The preset values can
be enforced or used to provide default values only, depending on the Force Presets option.

Each journal preset is identified by a unique code, and this is referenced on a journal type
to determine the preset journal lines.

Each of the preset fields can have an entry of '-' hyphen, to indicate a preset of blank, or '..'
two dots to indicate that an entry should be duplicated from the equivalent field on the
previous line of the journal.
There are three screens that you have to set up in the “Journal Preset”.

The fields in the preset screen should look like the ones below:

The second screen should be filled like the example below:

Please take note that in the “currency screen” only the “Debit/Credit” field that the data is
preseted.

The third screen to be preseted in the Journal Preset is the “Analysis Screen”.
Below is the sample screen.

The only dimension to be populated in this preset screen is in the Ledger Analysis 3
dimension, which is the “Fund” dimension code.

The Journal Type

Every group of ledger transactions (journal) you enter into Financials must belong to a
journal type. The journal type determines the input and validation rules that apply to the
transactions in that journal. Journal types are defined using Journal Types (JNTSP).

There are two screens that you need to populate in the Journal Type set up to create a
journal type. The first one is the “General” Screen as you can see it below:
The second screen have to populate is the “Analysis Screen” which is below:

In this screen, only the “Fund Dimension” is checked to be sure that the Ledger Analysis
Dimension code is required to all entries in this journal.

General Suggestion on the coding of the various routine that pertains to a specific Journal
Types:

1. All codes must be similar for the Voucher Numbering Stream, Transaction
References, Journal Class Prefix, Journal Preset and Journal Type.
2. For “MG” Manually Generated Check Journal Type, the Voucher Number Stream,
Transaction References and Journal Prefix must be the bank initials as codes, but the
Journal Class Code, Journal Preset Code, Journal Type Code must be the “MG” code.