Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Adjustment Journal (Journal Voucher) preparation options.
Before we begin, let us understand about the need of Adjustment Journal Entry and the relevance of this particular activity.
Sometimes you need to make some adjustments in your books of accounts which are entered through Adjustment Journals. Adjustment transactions are transactions where actual movement of goods or funds are not involved but to give a true and fair view of your accounts you need to adjust certain accounts specially at the closing of Financial Period. Examples – Making provisions for unpaid expenses, depreciation, Direct Taxes payable etc.
You can create an Adjustment Journal under Finance Module of AlignBooks.
The key functions of Adjustment Journal Module are:
Creation of a New Adjustment Journal,
Modification of an existing Adjustment Journal;
Deletion of an existing Adjustment Journal
Configuration
AlignBooks provide you the facility to configure your Adjustment Journal documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
Let’s now understand how to create a New Adjustment Journal in simple steps
You have three ways to prepare a Adjustment Journal;
Enter fresh data for the first time;
Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
If you have data in an Excel Format, Import data and make the required changes.
Let’s enter the fresh set of data for the first time;
Location / Branch
: Under this field, You can select the location, if you are handling Multi Locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup and System will fill the default Location if you have configured the Default Location under Data Access Rights.
If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on . You can delete it by click on .
: If you are want to classify your document in different categories,select the applicable category from the drop down menu. For Example if you want to maintain Expenses wise classification of Vouchers you can create brand names in category.
: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
: System will generate voucher number based on the Voucher Numbering configuration, if you have opted to maintain "auto prefix” and “auto numbering”.
Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. This field will not be available if you have opted "Not required".
Number: While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
: If you are preparing Invoice in a foreign currency, select a Currency from the drop down menu.
This field is available only if you have configured Multi Currency : "ON” in General Setup. If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu.
: Under this field, System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here.
So far we have entered the relevant details to clearly identify the Adjustment Journal.
Finance Detail Grid
We will now enter the specific ledger details to generate a Adjustment Journal;
: Click here to add a Row to the table. You can also add a row by clicking on “Add Lines”
: Click here to delete a row from the table.
Ledger : Select a Ledger from the drop down list. Click on to add a new Ledger.
Party : If ledger selected by you is Customer / vendor control ledger, selecta customer/vendor from the drop down menu.
Debit/Credit : Select from drop down Dr. or Cr. i.e. the selected ledger is to bedebited or credited. The counter effect will automatically be given to Cash/Bank ledger selected above.
Amount : Enter the amount to be Debited / Credited. If the payment is received / made in foreign currency , enter the amount in that currency only without converting it in local currency. For example if you have paid $ 41625, you should enter 41625.
Amount : Here is displayed the amount converted into Local currency. System will calculate the Amount in LC automatically i.e. with the Amount in FC x conversion rate.
Remark : If you wish to put any remark against this transaction, enter here.
Bank Ref : Enter the issuing party bank reference, if applicable.
Cheque No. : Enter the cheque No., if applicable
Cheque Date : Enter the cheque Date, if applicable
Beneficiary : Enter the beneficiary name, if applicable.
Attribute : These fields are available only if you have selected to use attributes in General Ledgers (Finance Attributes).
The field will be active only if a attribute is linked with the ledger selected by you.
Same way you can enter multiple rows. Mind it, it is a adjustment voucher, therefore the total of amount debited to any Ledger(s) should be equal to amount credited to other ledger(s) i.e. total of amount debited should tally with amount credited.
On the bottom right corner of the voucher, you can see total of Debits and credits in voucher entered by you. The total amount is shown both in Foreign and Local currency
: System will open a new Input Panel to enter the details like Debit/Credit, Amount, remarks and Attribute and tender details etc., the input of all fields will be transferred to Item Grid Table. You can also click on the Icon to open the Input Panel, This Input Panel feature helps to reduce the unnecessary scrolling in Item Grid to input detail of the mentioned fields. Click here Input Panel - Attribute to know more about this utility.
If selected Ledger is Under "Non-Current Investments" , System will open a new Input Panel to enter the details of Investment like Type of securities with their quantity. You can select the investment ledger/master along with financial values and quantities in separate fields. You can also click on the Icon to open the Input Panel, Click here Input Panel - Investment to know more about this utility.
You can add a new Investment Master by clicking on Icon or option within the dropdown menu.
: Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of relevant document. You can browse the location to attach the same. Click on “X” to remove the attachment.
You have completed creation of New Adjustment Journal.
Clear Detail
: Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
: Click on this Button, If you want to send a Email (with Attachment). Click on beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
: Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This button will be active only when document is open an existing document and when Manage Document History : “ON” in General Setup.
: Click on this button to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
: If you wish to delete any existing voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button to delete the Voucher.
: If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "Edit Remark" field then Click here to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
: If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "Edit Remark" field then Click here to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.
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option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on 
. The Location will be opened in Edit mode and you can edit it and save by click on 
. You can delete it by click on 
. 
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: 
: 
Icon or 
option within the dropdown menu and input a name. 
: 
: Under this field,
to add a new Ledger.
: System will open a new Input Panel to enter the details like Debit/Credit, Amount, remarks and Attribute and tender details etc., the input of all fields will be transferred to Item Grid Table. You can also click on the Icon to open the Input Panel, This Input Panel feature helps to reduce the unnecessary scrolling in Item Grid to input detail of the mentioned fields. Click here 
If selected Ledger is Under "Non-Current Investments" , System will open a new Input Panel to enter the details of Investment like Type of securities with their quantity. You can select the investment ledger/master along with financial values and quantities in separate fields. You can also click on the Icon to open the Input Panel, Click here 
: 
: 
: 
: 
: 
: 
: 
beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
: 
. Click here 
: Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This 
button will be active only when document is open an existing document and when 
: 
: 
: If you wish to delete any existing voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button 
to delete the Voucher.
: 
: If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "
to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
: If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "
to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.