Difference between revisions of "Voucher Transaction"

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[[Category:Checks]][[Category:Payables]]
 
[[Category:Checks]][[Category:Payables]]
 
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
 
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
<tr style="text-align: center; ">
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<tr>
     <td>Required Software Version: [[:Category:Release Notes|Not Yet Available]]</td>
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     <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|September 2015]]</td>
 
</tr>
 
</tr>
 
<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
 
<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
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<li>[[Vendor Profile]]</li>
 
<li>[[Vendor Profile]]</li>
 
<li>[[Vendor Tab]]</li>
 
<li>[[Vendor Tab]]</li>
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<li>[[Voucher Transaction: Sample Voucher Templates]]</li>
 
<li>[[Training 6: Accounting]]</li>
 
<li>[[Training 6: Accounting]]</li>
 
</ul>
 
</ul>
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*Vouchers are the replacement for [[Non-Policy Related Checks|non-policy related checks]].  
 
*Vouchers are the replacement for [[Non-Policy Related Checks|non-policy related checks]].  
  
== From the My Newton Campus Forum: Frequently Asked Questions ==
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== Frequently Asked Questions (FAQ) ==
All Agency Systems customers are invited to join the [http://www.mynewtoncampus.com/forum/ My Newton Campus user community forum].
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*[[Talk:Voucher_Transaction#How_do_I_record_an_advertising_expense_reimbursement.3F|How do I record an advertising expense reimbursement?]]
*[http://mynewtoncampus.com/forum/index.php?topic=96.0 Do I need to create a vendor profile for a one-time expense check?]
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*[[Talk:Voucher_Transaction#Do_I_need_to_create_a_vendor_profile_for_a_one-time_expense.3F|Do I need to create a vendor profile for a one-time expense?]]
*[http://mynewtoncampus.com/forum/index.php?topic=84.0 How do I change the G/L Sub-Type for an expense account?]
 
  
 
== Voucher Transaction: Navigation ==
 
== Voucher Transaction: Navigation ==
Select '''AP -> Voucher Transaction'''. ''(Requires Security System: '''AP -> Voucher Transaction -> View''')''
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Select '''Vendor -> Voucher Transaction'''. ''(Requires Security System: '''AP -> Voucher Transaction -> View''')''
  
[[File:Voucher-toolbar.png]]
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[[File:Vendor-voucher-toolbar.png]]
  
 
Voucher Transaction Menu Options
 
Voucher Transaction Menu Options
*'''New:''' Create a [[#Voucher Transaction: Create|new voucher]].
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*'''Create New:''' Create a [[#Voucher Transaction: Create|new voucher]].
 +
*'''History:''' View transactional history for a voucher.  
 
*'''Delete:''' [[#Voucher Transaction:Delete|Delete the current voucher]].
 
*'''Delete:''' [[#Voucher Transaction:Delete|Delete the current voucher]].
*'''Save:''' Save a new voucher, or make changes to an editable voucher.
 
*'''History:''' View transactional history for a voucher.
 
 
*'''Template:''' Create a [[#Voucher Transaction: Create From Template|recurring voucher template]] for future use.  
 
*'''Template:''' Create a [[#Voucher Transaction: Create From Template|recurring voucher template]] for future use.  
 
*'''Reports:''' Shortcuts to the Check Register, Check Summary, GL Detail and Income & Expense reports.  
 
*'''Reports:''' Shortcuts to the Check Register, Check Summary, GL Detail and Income & Expense reports.  
 
*'''Wiki:''' Opens the help documentation on the Newton Wiki for the voucher transaction screen.  
 
*'''Wiki:''' Opens the help documentation on the Newton Wiki for the voucher transaction screen.  
*'''Exit:''' Close the voucher transaction window.  
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*'''Save:''' Save a new voucher, or make changes to an editable voucher.
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*'''Exit:''' Close the voucher transaction window.
  
 
== Voucher Transaction: Create ==
 
== Voucher Transaction: Create ==
A voucher can be created from the [[Vendor tab]], or from the voucher transaction screen.  To create or use a voucher template, [[#Voucher Transaction: Create From Template|see the section below]].
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A voucher can be created from the [[Vendor Tab]], or from the voucher transaction screen.  To create or use a voucher template, [[#Voucher Transaction: Create From Template|see the section below]].
  
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#Select '''Vendor''' -> '''Voucher Transaction'''.
 
#Select a '''Vendor Code'''.  This value will pre-fill if '''Create Voucher''' is selected from the [[Vendor Tab|vendor tab]].
 
#Select a '''Vendor Code'''.  This value will pre-fill if '''Create Voucher''' is selected from the [[Vendor Tab|vendor tab]].
 
#Verify the '''Payable G/L'''.  This value will pre-fill from your Agency profile, and is typically 2130: Vendor Payable.  
 
#Verify the '''Payable G/L'''.  This value will pre-fill from your Agency profile, and is typically 2130: Vendor Payable.  
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#Enter the '''General Ledger Code''' or '''General Ledger Account Name''', '''Department''', and '''Amount''' for the first distribution.
 
#Enter the '''General Ledger Code''' or '''General Ledger Account Name''', '''Department''', and '''Amount''' for the first distribution.
 
#:Enter name of the account, and the drop list will filter only items with partial or complete matches.  
 
#:Enter name of the account, and the drop list will filter only items with partial or complete matches.  
#:[[File:Voucher-create-glfilter.png]]
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#:[[File:Vendor-voucher-create-glfilter.png]]
 
#Repeat the process for each line until all general ledger distributions are entered. ''(At any time, select the '''red X''' to the right of a distribution to remove an entry.)''
 
#Repeat the process for each line until all general ledger distributions are entered. ''(At any time, select the '''red X''' to the right of a distribution to remove an entry.)''
 
#Select '''Save''' when done to create the voucher.  
 
#Select '''Save''' when done to create the voucher.  
#:[[File:Voucher-create.png]]
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#:[[File:Vendor-voucher-create.png]]
  
 
See: [[#Voucher Transaction: Payment|Voucher Transaction: Payment below]] for payment details.
 
See: [[#Voucher Transaction: Payment|Voucher Transaction: Payment below]] for payment details.
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To create a voucher template, enter the voucher details, and select '''Template'''.  Enter a name for the template, and select '''Ok'''. (This will not create a voucher, only the template.)  
 
To create a voucher template, enter the voucher details, and select '''Template'''.  Enter a name for the template, and select '''Ok'''. (This will not create a voucher, only the template.)  
:[[File:Voucher-create-template.png]]
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:See: [[Voucher Transaction: Sample Voucher Templates]].
 +
:[[File:Vendor-voucher-create-template.png]]
  
 
After a template has been created, enter a '''Vendor Code''', then select the '''Voucher Template''' from the next drop-down.  
 
After a template has been created, enter a '''Vendor Code''', then select the '''Voucher Template''' from the next drop-down.  
:[[File:Voucher-create-template-use.png]]
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:[[File:Vendor-voucher-create-template-use.png]]
  
Modify any values and verify the date and description.  Select '''Save''' when finished.  
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Modify any values and verify the date and description.  Select '''Save''' when finished.
  
 
== Voucher Transaction: Payment ==
 
== Voucher Transaction: Payment ==
 
When a voucher is created, the Agency Systems will automatically prompt to '''pay now''', '''pay later''', or '''pay multiple'''.  
 
When a voucher is created, the Agency Systems will automatically prompt to '''pay now''', '''pay later''', or '''pay multiple'''.  
:[[File:Voucher-pay.png]]
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:[[File:Vendor-voucher-pay.png]]
  
 
Select '''Pay Now''' to create a regular or wire check to pay a single voucher.  Enter the check details, and select '''OK'''.  
 
Select '''Pay Now''' to create a regular or wire check to pay a single voucher.  Enter the check details, and select '''OK'''.  
:[[File:Voucher-pay-now.png]]
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:[[File:Vendor-voucher-pay-now.png]]
  
 
Select '''Pay Multiple''' to create a regular or wire check to pay '''multiple vouchers for the same vendor'''.  Select the desired vouchers, enter the check details and select '''Apply'''.  
 
Select '''Pay Multiple''' to create a regular or wire check to pay '''multiple vouchers for the same vendor'''.  Select the desired vouchers, enter the check details and select '''Apply'''.  
:[[File:Voucher-pay-multiple.png]]
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:[[File:Vendor-voucher-pay-multiple.png]]
  
 
== Voucher Transaction: Delete ==
 
== Voucher Transaction: Delete ==

Latest revision as of 16:35, 15 March 2019

Ic info black 24dp.png Required Software Version: September 2015
Related Pages
Related Categories

A voucher is a non-policy related invoice with expense distributions, typically entered as vendor payables or payroll payables. Voucher invoices are created when an expense is received, and can be paid immediately, or at a later date.

Frequently Asked Questions (FAQ)

Voucher Transaction: Navigation

Select Vendor -> Voucher Transaction. (Requires Security System: AP -> Voucher Transaction -> View)

Vendor-voucher-toolbar.png

Voucher Transaction Menu Options

  • Create New: Create a new voucher.
  • History: View transactional history for a voucher.
  • Delete: Delete the current voucher.
  • Template: Create a recurring voucher template for future use.
  • Reports: Shortcuts to the Check Register, Check Summary, GL Detail and Income & Expense reports.
  • Wiki: Opens the help documentation on the Newton Wiki for the voucher transaction screen.
  • Save: Save a new voucher, or make changes to an editable voucher.
  • Exit: Close the voucher transaction window.

Voucher Transaction: Create

A voucher can be created from the Vendor Tab, or from the voucher transaction screen. To create or use a voucher template, see the section below.

  1. Select Vendor -> Voucher Transaction.
  2. Select a Vendor Code. This value will pre-fill if Create Voucher is selected from the vendor tab.
  3. Verify the Payable G/L. This value will pre-fill from your Agency profile, and is typically 2130: Vendor Payable.
  4. Select a Payable Date.
  5. Optionally enter a vendor invoice reference number and voucher description.
  6. Enter the total Payable Amount for the voucher.
  7. Enter the General Ledger Code or General Ledger Account Name, Department, and Amount for the first distribution.
    Enter name of the account, and the drop list will filter only items with partial or complete matches.
    Vendor-voucher-create-glfilter.png
  8. Repeat the process for each line until all general ledger distributions are entered. (At any time, select the red X to the right of a distribution to remove an entry.)
  9. Select Save when done to create the voucher.
    Vendor-voucher-create.png

See: Voucher Transaction: Payment below for payment details.

Voucher Transaction: Create From Template

Voucher templates are used to pre-fill the voucher distribution details when creating a new voucher. Multiple templates can be saved for each vendor.

To create a voucher template, enter the voucher details, and select Template. Enter a name for the template, and select Ok. (This will not create a voucher, only the template.)

See: Voucher Transaction: Sample Voucher Templates.
Vendor-voucher-create-template.png

After a template has been created, enter a Vendor Code, then select the Voucher Template from the next drop-down.

Vendor-voucher-create-template-use.png

Modify any values and verify the date and description. Select Save when finished.

Voucher Transaction: Payment

When a voucher is created, the Agency Systems will automatically prompt to pay now, pay later, or pay multiple.

Vendor-voucher-pay.png

Select Pay Now to create a regular or wire check to pay a single voucher. Enter the check details, and select OK.

Vendor-voucher-pay-now.png

Select Pay Multiple to create a regular or wire check to pay multiple vouchers for the same vendor. Select the desired vouchers, enter the check details and select Apply.

Vendor-voucher-pay-multiple.png

Voucher Transaction: Delete

A voucher can be modified or deleted if voucher payable date general ledger month is open, and if no payments are attached. (Requires Security System: AP -> Voucher Transaction -> Global)

To remove a payment from a voucher, first load the voucher list on the Vendor tab. Expand the voucher and left-click on the payment to open the check transaction. Select Void to remove the voucher payment.

After all payments are removed, simply select Delete on the Voucher Transaction toolbar.