Product Announcement

  • This is a new process that has been added within the last six months. 


What This Process Does

  • This process allows the user to reclassify vouchers to different expenditure or revenue account codes (voided vouchers are automatically excluded; additionally, while you can reclassify an existing balance sheet voucher to an expenditure account or revenue account, you cannot reclassify a voucher as a balance sheet type voucher with this new process). The voucher can be completely reclassified or partially to single or multiple expenditure/revenue accounts.


Best Practice

  • This process would be used for processed vouchers (distributed and cleared) as non-processed vouchers can be edited without the need to create offsetting entries and new vouchers.
  • The reclassify process automatically sets the bank rec updated flag to true and the updated by flag to RECLASSIFIED on the process tab in the voucher as soon as the reclassification entries are verified (there is no effect on Bank Reconciliation as the offsetting and new vouchers will be to the same bank identification as the original voucher).


Recommendation

  • It is recommended that reclassified checks and electronic transmittals be re-archived after reclassification if the stubs contain accounting information (be sure to range on check number or electronic number; and select cleared and not cleared).


Steps to Reclassify Voucher


  1. Procurement → Vendor Payments → Vendor Master → Vouchers (see additional information for alternative menu path)
  2. Select the voucher that you want to reclassify.
  3. From the Accounting Tab, click on the Reclassify Voucher button to the right of the Amount Reclassified field.
  4. The table below describes the various fields on each tab.


Defaults/Invoice

FIELDSOpt.Rec.Req.Description
Override Values♦——Set to TRUE to override values
Calendar Year——♦Calendar Year of Vendor Voucher
Calendar Month——♦Calendar Month of Vendor Voucher
Fiscal Year——♦Fiscal Year of voucher
Fiscal Month——♦Fiscal Month of voucher
Vendor ID——♦Unique ID of Vendor
Vendor Name——♦Name of vendor; prints on Checks
Invoice ID——♦Unique ID assigned to voucher
Voucher Amount——♦Dollar amount of Vendor Voucher
Transaction #——♦Unique number assigned when voucher created
Voucher Description—♦—Unique description used for Vendor Voucher


Reclassify Tab

FIELDSOpt.Rec.Req.Description
Expenditures———Display Only Expenditure Totals for Reclassify Spreadsheet
Revenues———Display Only Revenue Totals for Reclassify Spreadsheet
Account Code Browse——♦Select the magnifying glass to get a browse list of Account Codes
Reclassify Amount——♦Dollar amount of original voucher to be reclassified
Account Type——♦Usually expenditure, but may be Revenue or Balance Sheet
Account Code——♦Account Code Vendor Voucher is being reclassified to
Amount——♦Dollar amount of line item


G/L Tab

FIELDSOpt.Rec.Req.Description
Use Clearing Fund♦——If a clearing fund is being used, this boolean will be flagged
Use Vendor Default Codes—♦—If default account codes were established in the Vendor Master, set to true to use those accounts
Debit Code——♦Debit Code of Vendor Voucher
Payable Code——♦Payable Code of Vendor Voucher
Credit Code——♦Credit Code of Vendor Voucher
Cash Code♦——Required if clearing fund is being used, otherwise it will be grayed out
Due From Code♦——Required if clearing fund is being used, otherwise it will be grayed out


Previous Tab

FIELDSOpt.Rec.Req.Description
Expenditures——♦Expenditure Total for vouchers added in current session
Vendor Total——♦Vendor Total for vouchers added in current session
Revenues——♦Revenue Total for vouchers added in current session
Invoice Total——♦Invoice Total for vouchers added in current session
Debits——♦Debit Total for vouchers added in current session
Credits——♦Credit Total for vouchers added in current session
Previous Adds List——♦List of previous vouchers added in current session
View Voucher♦——Click to view the current voucher
Opt. = Optional  Rec. = Recommended  Req. = Required