Voucher

Purpose:

This form allows the user to add, modify and delete Vouchers. They are used as a way of Increasing the company’s accounts Payable account without returning merchandise to any vendors. Vouchers will always credit the Accounts Payable Account for the selected vendor and debit all accounts added to the grid at their respective amounts. Vouchers can be printed and posted from here. Once a Voucher is posted, it cannot be modified. This form also allows you to apply reference charges to a receiving of merchandise. This will recalculate the Real Cost of the Items involved in that Receiving.

Usage:

Create a New Voucher

1- Press the New Button in the Lower left hand side of the screen. This will clear all contents from the form and position the cursor over the customer search button. If you have an unsaved Voucher when you click new, the system will prompt you to save the data before continue

2- The “Date” field will show today’s date by default. However, you can change that information by clicking in the date/time picker selection button. The Due Date Field will show the appropriate date according to the Payment terms. The “Req. Date” Field will also show the current date and changing this Reference Field is optional.

3- Search for a vendor either by pressing the Yellow Folder Button or entering the vendor Id in the text box and pressing enter.

4- When you bring the vendor information to the screen all the Bill To/Remit to fields are filled with the customer information. In addition to that, the Ship Via and Payment Terms are added based in the Vendor’s Information, you can change that by opening the drop down list. Moreover, the order by field is shows the User logged in.

5- If you want to edit the vendor information or you need to add a new vendor to the company, click the “Red Notebook” button to open the vendor setup form (See Customer Setup)

6- Enter any reference number (if available) in the “Order Document” field. In addition to that, you can enter the vendor’s invoice number this Voucher represents in the “Vendor Invoice#” field.

7- To add Accounts Directly to the Voucher, enter the Account Number below the “GL Account” label, press Enter and the system will query the database for that account. If the account is found, it is added to the grid below. If the Item is not found, the GL Accounts search screen will open.

8- The GL Accounts search screen can also be opened either by pressing the “GL Acc” button on the Voucher. This form will allow you to search for an Item based on the Account Number, Description or Type. Once you find the Account you are searching for you can press the select button to bring it to the Voucher.

9- After the user has added an account to the Grid, he/she can modify the Description Columns with the Appropriate Information. This can be a brief explanation as to why that account is being debited.

10- The user also has to enter the amount that he/she wants to debit to each of the accounts added to the grid. Those amounts will be totaled at the bottom of the form and that’s what will be credited to the customer’s AP account.

11- The user can also press the button in each cell of the PO Number’s column to Search the Database for a receiving. The amounts on this line will be allocated to that receiving Real Cost Calculation. This case is very common when a user posts a receiving with zero freight and he/she receives an invoice from the freight company at a later date. The user should then enter that Freight Invoice as a Voucher and search the appropriate Receiving document adding it to the grid.

12- If a Receiving Document Was selected, you need to press the button in the “Charge Type” column to select a type of charge from the list. Those charges come straight from the “Purchasing Preferences” form.

13- Before Saving, Updating or posting the user can enter a discount percentage that will be applied to the subtotal of the Voucher. In addition to this, the user can add a miscellaneous charge percentage or a shipping amount. All of those figures will affect the Voucher total and will post to the appropriate accounts that were setup in the “Purchasing Preferences” Form

14- When all the information is in place, Press the Save Button to complete the Voucher and assign a Voucher number. This action is not going to affect any Inventory levels in the company. The Accounts Payable and all of the other accounts involved won’t be affected until the Voucher is posted.

Edit Voucher

1- After you have saved a Voucher and closed the form, you can always come back and edit that information if the Voucher is not posted yet. If you know the Voucher number you can enter in the appropriate field to bring that Voucher up. In addition to that you can press the Search button to find the intended Voucher by Salesperson, Order Document or Vendor.

2- After you have the Voucher in the form, you can make any changes to it and press update. The Update button will save your changes to that database and it will let you know if someone else is working on the same Voucher. If that is the case you will be prompted to refresh your data, make the changes and Update again.

Computer Check

1- Check this field to generate a check for this voucher at the time of posting. Before you do that you need to select the appropriate bank account where this payment will be taken from. Once you do that, the check number field will show the next check number for that bank account.

2- Enter the amount of the check to be printed. This has to be a positive number with two decimal places. You can pay the whole Voucher total or less than that amount. Any unpaid amounts will show in the Pay One Vendor and Pay Many Vendors Form.

3- The Balance due box will show the difference between the Balance Due and the Check Amount. This is a read only field

4- Select the appropriate payment method from the list. If you need to select a payment method that does not exists in the company, you can always add it to the Setup Payment Methods screen (See Setup Payment Methods)

5- Enter the Date of this check. This is the date the payment will show when posted to the GL.

Post Voucher

1- Click the post button if you are sure about posting the Voucher. The system will ask you for confirmation. If you click yes, the system will check for possible flaws in the Voucher like Accounts with no description or amount zero. After the Voucher is posted you get a confirmation message. You cannot make any changes to a posted Voucher. This action won’t affect any inventory information. It will increase the Accounts Payable balance for the selected vendor. The user can apply payments to this Voucher using the Pay One Vendor and Pay Many Vendors form.

2- If the Computer checks option was selected, the system will remember you to put the appropriate check in the printer. Then a preview of the check will show in the screen. You can print the check or close the preview. Another confirmation will show asking you if the check was printed correctly. If that is the case, the Voucher Transaction is posted. On the other hand if the check did not print correctly it won’t post the Voucher and It will ask you for the next valid check number. The system does that to prevent Jammed checks from being used and to cover somebody forgetting to put the check in the printer.

Replace Invoice #

1- After the Voucher has been posted, the user cannot change any of its information. However, there is a way of changing the Vendor’s Invoice number field. Just search for the appropriate transaction, change that number and hit the “Replace Invoice #” button.