What is a Journal Voucher?

A journal voucher is a document on which is stored the essential information about an accounting transaction. It also constitutes a written authorization to make a transaction entry. Thus, the accounting staff is not allowed to record an accounting transaction until the associated journal voucher has been approved by an authorized person. Given this authorization aspect of journal vouchers, they are a key document that is routinely examined by auditors as part of their audit procedures.

What is Included in a Journal Voucher?

A journal voucher typically includes the following items:

Date of the transaction. This is the specific date on which the transaction is recorded, which helps in the chronological tracking of entries.
Voucher number. This is a unique reference number assigned to the voucher for easy identification and tracking.
Transaction description. This is a brief but clear explanation of the nature of the transaction or reason for the adjustment.
Account names and codes. This is the accounts impacted by the transaction, often with specific account numbers or codes for precise identification in the ledger.
Debit and credit amounts. This is the monetary values to be debited and credited to the respective accounts, ensuring that the entry balances.
Supporting documents. This is any additional documents (e.g., invoices, bills, contracts) that provide evidence for the transaction, which might be required during audits.
Notes. This is a more detailed explanation of the entry, sometimes provided to clarify complex transactions or adjustments.
Approval signatures. This is the authorized signatures from responsible personnel (e.g., manager, accountant) who approve the entry, confirming it complies with internal controls.

These elements together ensure that the journal voucher serves as a comprehensive record, supporting the accuracy and completeness of financial transactions in the general ledger.