Adding General Ledger Transactions

You can add transactions to the general ledger, whether manually line by line, or by uploading a file with a predefined format.

Adding Data Manually

Manually add rows to the general ledger, for example to do adjustments or corrections.

  1. Go to Accounting Rules > Voucher > Manual Voucher > Voucher and click New Voucher.
  2. Go to Voucher Postings section and click New + to create new lines.
  3. Complete the details for each line.
  4. Once you have finished, click Create Voucher.
    The voucher page is displayed.
  5. Click Set Approved from the top bar.
  6. To update the general ledger:
    • You can immediately send the new voucher lines to the general ledger: click Instant Update General Ledger.

    • Or else, wait for the automatic update at the end of the day.
Once the lines are sent to the general ledger, they appear on GL Voucher Rows Analysis page.

Adding Data Using an External File

If you have a lot of data to upload to the general ledger, you can import a CSV file containing all the lines. This CSV file must have been exported in a compatible format from another software application.

  1. Go to Accounting Rules > Voucher > External Voucher > External Voucher Assistant.
  2. Select a Parameter Set and a File Template according to the type of data you upload. The file template will match the fields in the file with the corresponding fields in IFS.
  3. Add the external file as an attachment, then click Next.
  4. Check that all the parameters are correct, and update the Load Type field according to your case.
    For example, if this is a voucher for external travel expenses, select ETX.
  5. Click Finish.
    The page displays a message indicating if there are errors.
  6. On the top menu bar, click External Voucher Load Information to display the uploaded line.
  7. Select the line, then click Show Transactions to see the details of the transaction lines. If needed, you can correct errors or update the lines.
  8. Come back to External Voucher Load Information page (for example using the recently visited page view), then select the line and click Check External Voucher to verify the validity of the transactions.
    • If there are no errors, the load status changes to Checked.
    • If the validity check finds errors: select the line, then click Show Transactions. Modify the transaction lines accordingly.
  9. Click Create Voucher in the top menu bar.
  10. To send the transaction lines to the general ledger, you can:
    • Wait for the automatic update at the end of the day,
    • Or, to immediately update the general ledger: go to the page Update GL Vouchers. Select filters if needed and click Next. Select the lines to send and click OK.
Once the lines are sent to the general ledger, they appear on GL Voucher Rows Analysis page.