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You are here : Finance > Transaction > Miscellaneous Transaction Entry Miscellaneous Transaction Entry
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This option allows you to add and maintain details of transactions that do not require any purchase formalities. For example purchase of any stationary items does not need a purchase order or for that matter a goods receipt note.
A list of already defined Miscellaneous Books is available to make respective entries.
A list of already existing Vouchers will be displayed as follows -
Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.
IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized', 'Pending for Authorization' or 'Deleted'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized. Selecting 'Deleted' will display all the deleted records.
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Once a Miscellaneous Transaction is raised, it may or may not need to be authorized.
Authorization of Miscellaneous Transaction is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Document Control Master option
 in Administrator Tools Module.  Read more... |
Miscellaneous Transactions can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.
To 'Add' a Miscellaneous Transaction, click on the 
button and to 'Edit', click on the 
icon on its corresponding record. Click on 
icon to 'Delete' a particular Miscellaneous Transaction. To 'View' details of a particular Miscellaneous Transaction, <DoubleClick> on that record. As a result, following screen will be displayed -
Please note that IMMS allows
to 'Add', and 'Edit'
transactions belonging to either current financial year or the previous
financial year only. Although you can view transactions belonging to any
existing financial year through 'View'
mode.
Please note that you can NOT 'Edit' or 'Delete' an authorized Voucher.
While 'Adding', a list of all Miscellaneous Books created through Book Master Maintenance option is displayed in a popup. Select the desired Book by selecting it from the popup.
In case of 'Edit' , and 'View', Book will be displayed automatically for the selected record. It can not be changed.
Displays the details of Voucher.
While 'Adding', current financial year is displayed by default. You can change it to previous financial year if you want to change or add transactions belonging to the previous year.
In case of 'Edit' , and 'View', Year will be displayed automatically for the selected record. It can not be changed.
Group:
Denotes the Group of the Voucher.
Please note that the selected Miscellaneous Book Code will be displayed automatically. You can NOT change it.
Site:
Denotes the Site of the Voucher.
While 'Adding', the currently logged in Site will be displayed by default. You can change it. Click on the field to access a list of already defined Sites for the currently selected Company through Site Master option of Administrator Tools Module. Select your desired Site from the list by clicking on it. Alternatively you can also enter the Site Code.
Please note that only those Sites will be displayed/accepted for which the logged-in user has the rights to access.
In case of 'Edit' , and 'View', Site will be displayed automatically for the selected record. It can not be changed.
Number:
(Type : Alphanumeric, Length : 6)
While 'Adding', Voucher Number is either generated automatically or entered manually by the user.
In case of 'Edit' , and 'View', Number will be displayed automatically for the selected record. It can not be changed.
Date:
Specifies the Date of the Voucher.
While 'Adding' a new Miscellaneous Entry, today's date is displayed by default.
In case of 'Edit', and 'View', Date is displayed automatically as per the selected Voucher Number. It can be changed but should be entered as per the criteria mentioned above.
Click on the 
button to continue.
While 'Adding' a new Miscellaneous entry, a blank screen will be displayed. You can enter narration if any related to the transaction. Please note that the narration should be entered in the same way as it should be printed in the Voucher.
In case of 'Edit', and 'View', Narration will be displayed automatically as per the selected Voucher Number. You can change the narration in 'Edit' mode as long as the Transaction has not be authorized.
Click on the button to continue.
While 'Adding' a new Miscellaneous entry, a blank grid will be displayed. You can start entering the details.
In case of 'Edit', and 'View', the grid will be automatically populated and displayed with Transaction Details belonging to the selected Voucher Number. You can change the data in 'Edit' mode as long as the Transaction has not be authorized.
Field Description of the grid -
Gr. Code:
Specifies the Code of Account Group.
Click on the field to access a list of Account Groups and Sub Groups defined through Account Master Entry option. Select your desired Account Group or Sub Group from the list by clicking on it. Alternatively you can also enter the Account Group Code or Sub Group Code. Press <TAB>. The system will check whether the right Code has been entered or not.
Please note that IMMS will not allow to enter/accept all those Account Groups and Sub Groups that are associated with any Bank Book or Cash Book through Book Master Maintenance option.
Group Name:
Name of the selected Account Group Code or Sub Group Code will be displayed automatically.
Acc. Code:
Specifies the Account Code.
Click on the field to access a list of Accounts belonging to the selected Account Group or Sub Group defined through Account Master Entry option. Select your desired Account from the list by clicking on it. Alternatively you can also enter the Account Code. Press <TAB>. The system will check whether the right Code has been entered or not.
You can not select an Account that has been deactivated through Account Master Entry option. The help list will also not display such Accounts.
Account Name:
Name of the selected Account Code will be displayed automatically.
Narration:
Click on the field. Now enter the Narration if any related to the Account Transaction.
Tran. Currency:
Automatically displays the Currency of the selected Account as entered through Account Master Entry option. You can NOT change it.
Exchange Rate:
Displays the latest Exchange Rate in case the Account is in Foreign Currency. You can change it.
Depending upon the Voucher Date, this field will automatically display the latest Exchange Rate for the foreign currency of the Account by default. Please recall that exchange rates for foreign currencies are maintained through Exchange Rate Master Entry in Administrator Tools Module.
Amount [DC]:
(Type : Numeric, Length : 9.4)
Click on the field. Enter the Amount of Miscellaneous entry in Domestic Currency. Press <TAB>.
Please note that in case the Account is in Foreign Currency, this field will automatically display the Foreign Currency Amount entered through Amount[FC] field into Domestic Currency after taking into account the latest Exchange Rate.
Amount [FC]:
(Type : Numeric, Length : 9.4)
Click on the field. Enter the Amount of Miscellaneous entry in Foreign Currency. Press <TAB>.
The amount paid in Foreign Currency will be converted into Domestic Currency after taking into account the latest Exchange Rate and displayed in 'Amount in [DC]' field.
Click on the Cost Center/Profit Center wise breakup of the Amount. Please note that Cost/Profit Center breakup can be entered only for Income and Expense Accounts. Read more about it...
Credit/Debit:
Specifies whether the entered Amount has to be Debited or Credited in the selected Account.
Choose 'Debit' or 'Credit' from the given popup. Press <TAB>.
TDS Category:
Specifies the TDS Category applicable. This field will be enabled only if the selected Account is a Creditor's Account. Otherwise it will remain disabled.
Click on the field. A list of TDS Category descriptions defined through TDS Category Master option is displayed. In case the TDS Category for the selected Vendor has already been specified through Vendor Master Entry option of Purchase Module, it will be displayed as selected by default. You can change it. Select your choice from the list by clicking on it. Press <TAB>.
As a result a grid populated with the TDS Rate Codes applicable to the TDS Rate Structure that has been linked with the selected TDS Category will be displayed.
Tax Value:
Displays the Rate Value of the Tax Rate as specified through TDS Tax Rate Master option for your reference. It can NOT be changed.
Rate Amount:
In case of 'Percentage', the Rate Amount field in the grid is calculated automatically as 'Tax Value' % of Amount. In case of 'Value', the ' Tax Value' is displayed as it is.
But if the Account is in Foreign Currency, than in case of 'Percentage', the Rate Amount field in the grid is calculated automatically as 'Tax Value' % of Amount (in foreign currency). In case of 'Value', the 'Tax Value' is displayed as it is.
Actual Amount:
IMMS allows to enter the 'At Actual' amount of tax through this field. By default the automatically calculated tax amount is displayed which you can change.
Once done, click on 'Save' button to save the taxes and continue further. The control will go back to previous grid and the Code of selected TDS Category will be displayed in the field. Click on 'Cancel' button to discard and continue further.
TDS Amount:
This field automatically calculates and displays the TDS Amount in Domestic Currency by adding up all the values in 'Actual Amount'. You can not change it here.
But if the Account is in Foreign Currency, this field automatically calculates and displays the TDS Amount in Foreign Currency by adding up all the values in 'Actual Amount'. You can not change it here.
Amount After TDS:
This field automatically calculates and displays the Amount in Domestic Currency after deducting the taxes.
Amount After TDS = Amount [DC] - TDS Amount. You can not change it.
But if the Account is in Foreign Currency, this field automatically calculates and displays the payable Amount in Foreign Currency after deducting the taxes.
Amount After TDS [FC] = Amount [FC] - TDS Amount[FC]. You can not change it.
Bill No:
(Type : Alphanumeric, Length : 40)
Enter the Bill Number for the Miscellaneous Transaction made to the selected Creditor's Account. Press <TAB>.
Bill Date:
Enter the Bill Date for the Miscellaneous Transaction made to the selected Creditor's Account. Press <TAB>.
This field will automatically display the total Credit for your information. It is always in Domestic Currency and can not be changed.
This field will automatically display the total Debit for your information. It is always in Domestic Currency and can not be changed.
Once you have entered all the information related to the Miscellaneous Voucher, click on 'Save' button to finally save the Ledger or 'Cancel' button to discard. The control will go back to the list.
Please note that before saving the transaction, the system will check
whether the Total Debit amount is same as Total Credit amount
or not. If not, the system will display an appropriate message.
The system will also check whether the selected Account is blocked or not for manual postings . If it is blocked, IMMS will not allow to save the transaction and will display an appropriate messaged. If unblocked, the transaction will be saved.
button to finally authorize the selected records.