1.2 Input section
General Journal Entry
Applicable operation: Post transactions that do not belong to a specialized module: adjusting entries, prepaid expense allocation (142→642), expense accrual (642→335), period-end profit/loss transfer (911→421).
Example: Voucher GL26/030116 dated 31/03/2026 — Accrual of social insurance, health insurance, unemployment insurance for Vietnamese employees Mar/2026 (company portion): Debit 62716 / Credit 3383, amount 7,991,550 VND. Total voucher amount shown is 264,980,405 VND with 5 journal lines.
To enter a general journal voucher, the user proceeds as follows:
Click Add New to create a new voucher; the Reference Number field displays
<NEW>or a temporary number per configuration.Enter the Voucher Date and verify the Accounting Period. These two must match for the voucher to be saved in the correct ledger.
Select the Processing Method, Currency, and Exchange Rate. For VND transactions, the exchange rate is usually 1.00; for foreign currency, verify the exchange rate before entering details.
Enter at least one Description VN / EN / KR for future reference and lookup.
Enter each journal line in the detail grid: Debit Account, Credit Account, Amount, invoice/payable information, and allocation codes as required by the transaction.
Verify the total amount and transaction lines; if using tax or payable vouchers, review the Customer/Vendor Code, Invoice Number, Serial Number, Invoice Date.
Click Save. After saving in Hold status, go to Processing Section → Release Multiple Vouchers to post when verification is complete.
Header Information:
Reference Number: Default
<NEW>when adding; press F3 to search for existing vouchers.Voucher Date / Accounting Period / Voucher Number: System auto-displays based on current date and configuration rules.
Processing Method / Currency / Exchange Rate: Select voucher status and currency (default VND, rate 1.00).
Description VN / EN / KR: Enter a summary of the transaction for future reference.
Detail Journal Line Grid:
Debit Account / Credit Account: Enter directly or press F3 to select the Debit/Credit account.
Amount / Converted Amount: Transaction amount in original currency and after conversion.
Customer/Vendor Code, Invoice Number, Serial Number, Invoice Date: Enter payable/receivable and VAT invoice information if applicable.
Cost Code / Job / Profit: Select the corresponding allocation category (used for cost reports by center).
Function Buttons:
Previous / Next: Navigate to adjacent vouchers.
Export Grid: Export journal lines to Excel.
Print Voucher: Print or export PDF using template.
Import Data: Toggle import mode for journal lines from Excel file.
Template File: Export the correctly structured Excel template for accountants to fill before import.
Save / Copy / Add New / Delete / Close: Standard operations.
Operational Notes:
Vouchers in Released status are posted; users should not edit directly but must unrelease/adjust according to assigned permissions.
When importing from Excel, Currency and Exchange Rate are taken from the Header on screen, not from the Excel file. Select correctly before clicking Import Data.
If the account requires cost code, job code, or profit code, all codes must be entered for management reports to display correct figures.
For payable accounts or transactions with invoices, enter complete entity codes and invoice information for payable reconciliation, VAT, and future voucher inquiry.
System validations on Save:
Voucher date must fall within the correct accounting period and the period must not be closed.
Voucher number must not duplicate within the same period and must follow numbering rules.
At least one journal line is required, and each line must have valid Debit Account, Credit Account, and amount.
Accounts must be within the permitted posting scope for the General Ledger module.
If the account requires payable/receivable tracking, cost, job, or profit codes, the system will require the corresponding codes.
For tax accounts 133/333 with tax information, pre-tax amount must be entered when the system requires.
Note: After saving, the voucher is in Hold status. Go to Processing Section → Release Multiple Vouchers to batch-post.
Payable/Receivable Offset
Applicable operation: Perform offset between receivables and payables for the same entity (a customer who is also a vendor), offset between different entities, or offset prepayments against invoices.
Example: Voucher OF26/010001 dated 05/01/2026 — 5% warranty accrual for wastewater treatment system (HTC): Debit 3311 amount 5,744,310 VND for entity HTC 1 / Credit 3311 amount 5,744,310 VND for entity MOITRUONGH... Difference on screen is 0.00.
To enter a payable/receivable offset voucher, the user proceeds as follows:
Click Add New to create an offset voucher; the Reference Number field displays
<NEW>or a temporary number.Enter the Voucher Date, verify the Accounting Period and Voucher Number for the offset period.
Select the Processing Method. When entering and needing further review, keep the voucher in Hold status.
Select Currency and Exchange Rate. For VND transactions, the exchange rate is usually 1.00.
Enter a description for the offset transaction, such as the reason for offsetting payables or warranty/prepayment items.
Enter the detail grid following the principle of 1 Debit line offset against one or more Credit lines, or vice versa.
Verify the total Debit, total Credit, and Difference. Save only when the difference equals 0.00.
Click Save, then post according to the voucher processing procedure when the transaction has been verified.
Header Information:
Reference Number: Default
<NEW>when adding; press F3 to search for existing vouchers.Voucher Date / Accounting Period / Voucher Number: System auto-displays based on current date.
Processing Method / Currency / Exchange Rate: Select voucher status and currency (default VND).
Description VN / EN / KR: Enter a summary of the transaction.
Detail Journal Line Grid:
Account + Debit/Credit: Enter in offset pairs — 1 Debit line and multiple Credit lines or vice versa.
Amount / Converted Amount: Transaction amount in original currency and after conversion.
Customer/Vendor Code, Invoice Number, Serial Number, Invoice Date: Required for detailed payable/receivable tracking by invoice.
Cost Code / Job / Profit: Select allocation categories if needed.
Function Buttons:
Previous / Next: Navigate to adjacent vouchers.
Export Grid: Export journal lines to Excel.
Print Voucher: Print or export PDF using template.
Import Data: Toggle import mode from Excel file.
Save / Copy / Add New / Delete / Close: Standard operations.
Operational Notes:
Total Debit and total Credit must be equal; if there is a difference, the voucher cannot be saved/posted.
Offset requires correct entity codes on each line to prevent sub-ledger discrepancies for customers/vendors.
Accounts used for offset must be appropriate payable/receivable accounts; avoid using revenue, expense, or cash accounts for pure payable offset transactions.
When importing from Excel, currency and exchange rate are taken from the Header on screen; the file data is only for accounts, amounts, entities, and invoice information.
System validations on Save:
Voucher date must match the accounting period and the period must be open.
A description in at least one language (VN/EN/KR) is required.
Each line must have an account, currency, valid Debit/Credit amount, and must not be negative.
All detail lines must use the same currency as the Header.
For payable accounts, the system requires a customer/vendor code or employee code when the account requires entity tracking.
The offset structure must be 1 Debit - multiple Credits or 1 Credit - multiple Debits, and total Debit must equal total Credit.
Note: Total Debit must equal total Credit before saving. After saving, the voucher is in Hold status — posting is required to reflect in the General Ledger.
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