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Adding, Editing, Deleting & Printing General Vouchers in Ginesys Web

Owned by Aparajita Basu Roy
Last updated: May 31, 2022 by Subhasree Banerjee (Unlicensed)

A voucher is a document that reflects payable bills that need approval of appropriate authority. A voucher is essentially the backup document for accounts payable. Accounts payable are the short-term bills owed by companies to vendors and suppliers with whom they use petty cash transactions.

A voucher is often a pre-numbered form used in the accounts payable department to standardize and enhance a company's internal control over payments to its vendors and service providers.


Example of a Voucher

  • The vendor's invoice
  • The company's purchase order
  • The company's receiving report
  • Payee/vendor name
  • Discount terms
  • Amount and date to be paid
  • General ledger account numbers to be charged
  • Authorizing signatures

 Add General Voucher

Prerequisites

  1. The users' role must have access to the General Voucher feature by enabling Add app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Finance > Operations > Vouchers > General Voucher.

  2. General Voucher module will open.

  3. Click on Add button.

  4. Add: General Voucher Details window will open.



  5. You will get group of icons at the top right corner of the window.



    1. The icons name from left to right are - Expand All, Collapse All, Print Document Report, Attachments, Clear Form and Open Side Panel.

      1. Expand All: Clicking on this icon, all the sections will be Expand if they are collapsed.

      2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.

      3. Print Document Report: Clicking on the Down Arrow beside this icon, you will get Print Preference option with already created Report File Template. This option is used to print document.

      4. Attachments: You can Upload some required documents from this option.

      5. Clear Form: Clicking on this icon, you can Clear all the data already entered. 

      6. Open Side Panel: Clicking on this, you will get the details of the current General Voucher.

  6. You will get four section in the General Voucher main form - Document Information, Expense/Income Details, Payment Information.

  7. Document Information:


    1. Select the Owner Site (Mandatory Field) for which you want to create the General Voucher.

    2. Select a Voucher No. (Mandatory Field) which is already created.

    3. Select the Cash/Bank (Mandatory Field) from the lookup window.

    4. Balance will be populated as per Cash/Bank selection.

    5. System Date will be populated in the Date field (Mandatory Field).

  8. Expense/Income Details:


    1. Click on the Add icon to add new row General Ledger. 

    2. Select the General Ledger.

    3. The selected GL will be populated with GL Group Name, Sub Ledger, Ledger Narration, Expense, Income etc.

    4. If you click on the  button left side of the populated GL, you will get a drop down list.

    5. You will get Delete Record option.
      1. Delete Record: You can delete the populated GL from the list as per your requirement.

  9. Payment Information:

    1. Select the Payment Mode from the drop down list. 

    2. Put in the Instrument No., Instrument Date, Cheque Level, Down On and Reference.

  10. Click on the Save button to save General Voucher. You will get a message - "<General Voucher No.> Created Successfully."

 Copy Voucher

You can copy vouchers from existing voucher in only Add mode. Steps are as follows:

  1. Click on the Copy button.

  2. A LOV window will open with - Voucher Number, Voucher Date, Cash/Bank Name, Payment Amt (Cr), Receipt Amt (Dr) etc.

  3. You can select a transaction to copy or you can cancel/escape the copy operation.

  4. On selecting the transaction to copy, you will get a message: ”This action will clear the transaction and all details will be copied. Do you want to proceed?”

  5. If you click on Yes (default selected), the existing data will be cleared.

  6. The selected voucher details will be populated in the particular fields - Cash/Bank, Reference, Ledger, Expense, Income, All UDF Details etc.

 Edit General Voucher

Prerequisites

  1. The users' role must have access to the General Voucher feature by enabling Edit app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

  2. General Voucher must be created.

  3. Voucher must be Un-Posted.

Step-by-step guide

The process is divided in the following steps:


  1. Go to Ginesys Web > Finance > Operations > Vouchers > General Voucher.

  2. General Voucher module will open.

  3. Previously created vouchers will be listed here.

  4. Select the Voucher No. from the lookup window. 

  5. All others details will be populated in the particular fields. 

  6. Modify the required fields as per your requirement.

  7. Click on the Save button to save modified General Voucher. You will get a message - "<General Voucher No.> Updated Successfully."

 Delete General Voucher

Prerequisites

  1. The users' role must have access to the General Voucher feature by enabling Delete app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

  2. General Voucher must be created.

  3. Voucher must be Un-Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Finance > Operations > Vouchers > General Voucher.

  2. General Voucher module will open.

  3. Previously created vouchers will be listed here.

  4. Select the Voucher No. from the list.

  5. Go to Action > Delete.

  6. You will get a message - "Document once deleted cannot be retrieved. Do you want to delete this document?"

  7. If you click on Yes, you will get a confirmation message "<General Voucher No.> - Deleted Successfully".
 Release General Voucher

Prerequisites

  1. The users' role must have access to the General Voucher feature by enabling Release app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

  2. General Voucher must be created.

  3. Voucher must be Un-Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Finance > Operations > Vouchers > General Voucher.

  2. General Voucher module will open.

  3. Previously created vouchers will be listed here.

  4. Select the Voucher No. from the list.

  5. Go to Action > Release.

  6. You will get a message - "Document(s) once released cannot be modified. Do you want to proceed?"

  7. If you click on Yes, you will get a confirmation message "<General Voucher No.> - Released Successfully".
 Revert General Voucher

Prerequisites

  1. The users' role must have access to the General Voucher feature by enabling Revert app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

  2. General Voucher must be created.

  3. Voucher must be Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Finance > Operations > Vouchers > General Voucher.

  2. General Voucher module will open.

  3. Previously created vouchers will be listed here.

  4. Select the Voucher No. from the list.

  5. Go to Action > Revert.

  6. You will get a message - "Finance postings of the selected document(s) will be reverted. Do you want to proceed?"

  7. If you click on Yes, you will get a confirmation message "<General Voucher No.> - Reverted Successfully".
 Print General Voucher

Prerequisites

  1. The users' role must have access to the General Voucher feature by enabling Print app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

  2. General Voucher must be created.

  3. Printer must be connected and installed.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Finance > Operations > Vouchers > General Voucher.

  2. General Voucher module will open.

  3. Previously created vouchers will be listed here.

  4. Select the Voucher No. from the list.

  5. Go to Action > Print.

  6. You will get previously created template.

  7. Click on the required template to print.

  8. A new window will open.

  9. The document will be printed. 

    Note: You can print using Print Preference.

Online Printing option is now available from version 12.6.6 onwards.