Let’s look at two business scenarios:
- Maria, the accountant at OEC Computers, wants to save a draft of a journal entry. She enters a very long salary expense journal entry every month and would like to be able to save and close the entry at any time. She would like to reopen it later to add more data before posting it to the permanent journal entry file.
- A student intern helps Maria record manual journal entries to the accounting system. Maria wants to review the journal entries the student is entering before they are registered permanently to the journal entries file.
The solution for Maria is journal vouchers.
SAP Business One offers a two-stage procedure for creating journal entries. You can create the journal entries first as a draft (that is journal vouchers), then correct and post them later:
- You can create multiple entries in a journal voucher. The journal voucher is basically a folder for storing several journal entry drafts.
- You can save unbalanced journal entries in a journal voucher as long as the journal voucher is in the draft mode. This is useful when you have entries with many lines that you want to save during the process, before the journal entry is complete and balanced.
- You can use the journal voucher process to enable reviewing and editing journal entries by another user.
- You can change journal vouchers as long as they have not been posted yet. You can access the journal voucher, make any necessary corrections, and post the journal voucher.
- You can remove a journal voucher or delete an entry from a journal voucher, as long as they have not been posted yet.