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Voucher Entry
Function
Batch control information may be entered or changed and batches may be posted or unposted to the GL. Enter, change, print, delete, or find in the voucher entry form.
Things You Should Know
Document Attachments
During Voucher data entry, you have the ability to attach an external document to the voucher or voucher batch control. Some examples are a pdf image of an invoice, correspondence in a Word document or an Excel spreadsheet. To accomplish this, once the Voucher is open click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to VR. The Batch# and Doc# fields will also automatically be populated. At this point you can open Windows Explorer or My Computer and locate the document you wish to attach. Then simply drag and drop the document by placing the cursor over the document name, left click and drag it to the New Document form in GMS. Once the cursor is anywhere on the New Document form simply let go of the cursor button and the complete file name and path will appear in the File Name field. Then save the document attachment. Another option is to click on the >> symbol to the right of the File Name field. Locate the document to be attached and double left click on it and click on Save.
Should you wish to add additional documents to the Voucher, once the grid appears with the currently attached document(s) click on the New button on the bottom of the form and repeat the attachment process.
Once a document is attached, the path to this document will appear on the File List tab. Should you wish to view a document already attached, click on the path listed on the File List tab.
Should you wish to “un-attach” a document from the voucher, highlight the existing file name and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the Voucher.
Auto attach documents – If you have several documents to be attached in a batch stored in a specific folder you can select Auto Attach from the New Document form. Then in the File Name box identify a document within the folder where the attachments are stored. The system will then automatically attach all documents in that folder that start with the corresponding entry number in the batch. For example, if you have entry numbers 356 and 357 in a batch, the system will automatically attach documents that are named 356 xxx and 357 xxx to the appropriate entry in the batch. Note: in order for this procedure to work properly the documents to be attached must be named with the corresponding entry number to which they are to be attached followed by a space then followed by a description of your choice. For example, a document to be attached to entry number 356 in a batch could be named 356 Approval Memo.
Note: If you have supplement #327 Complete Purchase Orders installed, there will be an option to Attach Document to PO. If this box is checked the document will also be attached to the applicable Purchase Order.
Operating Instructions
Batch Control tab
Batch #: Batch numbers are automatically assigned when entering and saving a new batch. This field cannot be changed or edited.
Description: You can enter a description for the batch that will print on the batch control, batch register and Batch Analysis.
Posting Period: Enter a posting period to reflect the last day of the month in which the batch is to be posted.
Posted: This field will display True if the batch has been posted to the GL or False if it has not been posted to the GL. This field cannot be changed or edited.
Print Options: You may select to include signature lines when you print your Voucher Batch. Additionally, you may select the order the vouchers print – Alpha, Date, or Document #.
Voucher Entry Tab
New: Click on the New button to enter a new voucher.
Edit: This allows you to edit an existing voucher including referencing additional POs. If payments have been made against the voucher you will only be able to edit the element and GL codes.
Batch #: This field displays the current batch number and cannot be changed or edited.
Vendor: Several options are available for you to use in connection with the vendor code.
(1) Enter a valid vendor code.
(2) Click on the combo box arrow and select a vendor code from the list of codes displayed.
(3) Click on the combo box arrow in the vendor name field and select a vendor name. The vendor number will automatically be displayed after leaving the vendor name field.
Date: Today’s date will be displayed. If the voucher date is different from the date shown, click on the combo box arrow and the current month and date will be displayed. Use the left or right arrows to select the desired month and then click on the day of the month that is desired. Or, instead of using the combo box option the dates may be manually changed. Once you change the date, that same date will automatically be displayed on additional vouchers entered in that batch. After entering several vouchers in a batch, if you change the date of the next voucher, the vouchers entered after that will display the date of the last voucher entered.
Amount: Enter the voucher amount.
Voucher #: This field displays the current voucher number that is automatically assigned when the voucher is saved. It cannot be changed or edited.
Invoice: This field is activated if supplement #396 Invoice Checking is installed. Enter the invoice number and tap enter. You will be asked if you want to enter another invoice for this vendor. Answering Yes will allow you to enter another invoice. One line of invoice numbers will appear on the accounts payable check stubs.
Due Date: Enter the desired due date in this field for the current voucher. Be sure to put a checkmark in the box if you wish to use the Due Date field.
PO: This field is activated if supplement #327 Complete Purchase Orders is used. Enter the PO number or click on the combo arrow and select a purchase order number from the list. Tap enter to display the purchase order on the grid. The grid will be completed based upon information from the Purchase Order. If you wish to pay a different amount, edit the debit column of the grid. Click the Save button. If you enter an amount to be paid that exceeds the PO Balance for any particular distribution line, it will give you a message and ask if you want to override. If paying multiple purchase orders in the voucher, continue entering the purchase order number and the amounts. After you click on Save, a question will appear asking if you want to clear the PO.
Amt Paid: This field shows the amount already paid on this voucher, if any.
Description: Enter up to 240 characters for the description of the voucher. Approximately 70 characters, including spaces, will print on each description line of the Accounts Payable check stub. Normally two lines of description will print on the stub. If Supplement #396 Invoice Checking is used, only one line of description and one line of invoice numbers will print. If a slash (/) is entered in the first digit of the description, it will repeat the previous voucher’s description.
Element: The first line will automatically be populated with element 997000 General Ledger to record the Accounts Payable Credit. On the second line and thereafter, enter the program element code or click on the combo box arrow to choose an element from the list. If the charges are to an asset or liability account, 997000 will automatically appear in this field. If the charges are to a fringe benefit code set up in the fringe benefit pool, 998000 will automatically appear.
GL Code: The first line will automatically be populated with the default Accounts Payable GL Code set up in Tools, Organization, Default GL Codes to record the Accounts Payable Credit. On the second line and thereafter, enter the appropriate general ledger transaction code or click on the combo box arrow to choose a code from the list. When creating a new voucher or editing an existing one, you will not be able to code the debit entry to the A/P control account or control accounts 50500 and 59700.
Debit: Enter the dollar amount for this line item. Generally, this is the column you will be entering amounts in, unless it is an overpayment in which you are seeking credit.
Credit: Generally, this column will not be used for entering amounts, unless it is an overpayment in which you are seeking credit. The first line of the voucher will automatically put your voucher total in this credit box as you enter the second and subsequent lines.
PO: This field shows the Purchase Order that this information was pulled from.
Print Options: Before clicking the Print button, select from the Print Options at the bottom of the screen. You may select to Include signature lines on your batch print-out. If you select to Include all the vouchers in the batch, you will then have the option to print the batch in either Alpha or Voucher # order. If you do not print all vouchers in the batch, they will be printed in voucher # order.
Note: If Alpha is selected it will be sorted by the Alpha code in the vendor file.
Separate Check: Check this box if you wish to have a separate check issued for this voucher, even if multiple vouchers for this vendor will be selected for payment.
Save: Click on the Save button to save the voucher.
Unpaid Items Listing: Click this button to view the Unpaid Items Listing.
To Void a Voucher: To void a voucher, start a new voucher batch. You cannot void a voucher in the same batch as the original voucher.
If a voucher has been paid by a check, you must first void the check before voiding the voucher. Click on the Voucher Entry Tab and click on Void. Enter the Voucher number that you want to void. The message “Make sure the voucher amount is the amount you need to void” will be displayed. Click on OK. The original voucher will be displayed with a minus sign in front of each debit and credit. At this point the voucher description field is available to enter a reason for voiding the voucher. If this field is left blank, the system will default to "Void Voucher". If you wish to void the entire voucher, click on Save Void.
Should you be voiding a partially paid voucher, the form will populate with the amount remaining to be voided. Follow the same procedure described above.
Print and post the batch to the GL.
Batch control information may be entered or changed and batches may be posted or unposted to the GL. Enter, change, print, delete, or find in the voucher entry form.
Things You Should Know
- There is no limit on the number of vouchers that can be entered in a batch.
- Vouchers are entered in batches to record charges to the accounting system. The voucher is normally preceded by several events leading up to its preparation - purchase order, receipt of goods, receipt of invoice. After vouchers have been prepared and entered in batches, they will automatically appear in the accounts payable file. Accounts payable procedures must be followed to process the check and the batch must be posted to GL for it to be included when processing month end procedures.
- After a voucher has been saved, you cannot change the vendor name because you may have referenced a PO on the voucher. After a voucher has been paid, the voucher cannot be deleted or amounts or vendors changed. Vouchers for manual checks do not need to be maintained in separate batches. In fact, often you will not know whether the check will be issued manually at the time you prepare a voucher.
- If a batch has been posted to the GL, you must unpost the batch before making any corrections. After the batch is entered, proofed and printed in final form, you should file the report and post it to the GL.
- Except for unusual circumstances, no other changes should be made to the batch after the above actions are complete.
- You may print your batch reports as often as you wish without any disruption to the accounting system. Whenever you add, delete, or change data in a batch, you should always print and proof the batch report and file it - replacing any previous copy that may exist.
- The grid displays all VR batches and the corresponding hash totals. Columns can be sorted ascending or descending by clicking on the column heading. The VR batch can also be posted or unposted in the grid.
Document Attachments
During Voucher data entry, you have the ability to attach an external document to the voucher or voucher batch control. Some examples are a pdf image of an invoice, correspondence in a Word document or an Excel spreadsheet. To accomplish this, once the Voucher is open click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to VR. The Batch# and Doc# fields will also automatically be populated. At this point you can open Windows Explorer or My Computer and locate the document you wish to attach. Then simply drag and drop the document by placing the cursor over the document name, left click and drag it to the New Document form in GMS. Once the cursor is anywhere on the New Document form simply let go of the cursor button and the complete file name and path will appear in the File Name field. Then save the document attachment. Another option is to click on the >> symbol to the right of the File Name field. Locate the document to be attached and double left click on it and click on Save.
Should you wish to add additional documents to the Voucher, once the grid appears with the currently attached document(s) click on the New button on the bottom of the form and repeat the attachment process.
Once a document is attached, the path to this document will appear on the File List tab. Should you wish to view a document already attached, click on the path listed on the File List tab.
Should you wish to “un-attach” a document from the voucher, highlight the existing file name and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the Voucher.
Auto attach documents – If you have several documents to be attached in a batch stored in a specific folder you can select Auto Attach from the New Document form. Then in the File Name box identify a document within the folder where the attachments are stored. The system will then automatically attach all documents in that folder that start with the corresponding entry number in the batch. For example, if you have entry numbers 356 and 357 in a batch, the system will automatically attach documents that are named 356 xxx and 357 xxx to the appropriate entry in the batch. Note: in order for this procedure to work properly the documents to be attached must be named with the corresponding entry number to which they are to be attached followed by a space then followed by a description of your choice. For example, a document to be attached to entry number 356 in a batch could be named 356 Approval Memo.
Note: If you have supplement #327 Complete Purchase Orders installed, there will be an option to Attach Document to PO. If this box is checked the document will also be attached to the applicable Purchase Order.
Operating Instructions
Batch Control tab
Batch #: Batch numbers are automatically assigned when entering and saving a new batch. This field cannot be changed or edited.
Description: You can enter a description for the batch that will print on the batch control, batch register and Batch Analysis.
Posting Period: Enter a posting period to reflect the last day of the month in which the batch is to be posted.
Posted: This field will display True if the batch has been posted to the GL or False if it has not been posted to the GL. This field cannot be changed or edited.
Print Options: You may select to include signature lines when you print your Voucher Batch. Additionally, you may select the order the vouchers print – Alpha, Date, or Document #.
Voucher Entry Tab
New: Click on the New button to enter a new voucher.
Edit: This allows you to edit an existing voucher including referencing additional POs. If payments have been made against the voucher you will only be able to edit the element and GL codes.
Batch #: This field displays the current batch number and cannot be changed or edited.
Vendor: Several options are available for you to use in connection with the vendor code.
(1) Enter a valid vendor code.
(2) Click on the combo box arrow and select a vendor code from the list of codes displayed.
(3) Click on the combo box arrow in the vendor name field and select a vendor name. The vendor number will automatically be displayed after leaving the vendor name field.
Date: Today’s date will be displayed. If the voucher date is different from the date shown, click on the combo box arrow and the current month and date will be displayed. Use the left or right arrows to select the desired month and then click on the day of the month that is desired. Or, instead of using the combo box option the dates may be manually changed. Once you change the date, that same date will automatically be displayed on additional vouchers entered in that batch. After entering several vouchers in a batch, if you change the date of the next voucher, the vouchers entered after that will display the date of the last voucher entered.
Amount: Enter the voucher amount.
Voucher #: This field displays the current voucher number that is automatically assigned when the voucher is saved. It cannot be changed or edited.
Invoice: This field is activated if supplement #396 Invoice Checking is installed. Enter the invoice number and tap enter. You will be asked if you want to enter another invoice for this vendor. Answering Yes will allow you to enter another invoice. One line of invoice numbers will appear on the accounts payable check stubs.
Due Date: Enter the desired due date in this field for the current voucher. Be sure to put a checkmark in the box if you wish to use the Due Date field.
PO: This field is activated if supplement #327 Complete Purchase Orders is used. Enter the PO number or click on the combo arrow and select a purchase order number from the list. Tap enter to display the purchase order on the grid. The grid will be completed based upon information from the Purchase Order. If you wish to pay a different amount, edit the debit column of the grid. Click the Save button. If you enter an amount to be paid that exceeds the PO Balance for any particular distribution line, it will give you a message and ask if you want to override. If paying multiple purchase orders in the voucher, continue entering the purchase order number and the amounts. After you click on Save, a question will appear asking if you want to clear the PO.
Amt Paid: This field shows the amount already paid on this voucher, if any.
Description: Enter up to 240 characters for the description of the voucher. Approximately 70 characters, including spaces, will print on each description line of the Accounts Payable check stub. Normally two lines of description will print on the stub. If Supplement #396 Invoice Checking is used, only one line of description and one line of invoice numbers will print. If a slash (/) is entered in the first digit of the description, it will repeat the previous voucher’s description.
Element: The first line will automatically be populated with element 997000 General Ledger to record the Accounts Payable Credit. On the second line and thereafter, enter the program element code or click on the combo box arrow to choose an element from the list. If the charges are to an asset or liability account, 997000 will automatically appear in this field. If the charges are to a fringe benefit code set up in the fringe benefit pool, 998000 will automatically appear.
GL Code: The first line will automatically be populated with the default Accounts Payable GL Code set up in Tools, Organization, Default GL Codes to record the Accounts Payable Credit. On the second line and thereafter, enter the appropriate general ledger transaction code or click on the combo box arrow to choose a code from the list. When creating a new voucher or editing an existing one, you will not be able to code the debit entry to the A/P control account or control accounts 50500 and 59700.
Debit: Enter the dollar amount for this line item. Generally, this is the column you will be entering amounts in, unless it is an overpayment in which you are seeking credit.
Credit: Generally, this column will not be used for entering amounts, unless it is an overpayment in which you are seeking credit. The first line of the voucher will automatically put your voucher total in this credit box as you enter the second and subsequent lines.
PO: This field shows the Purchase Order that this information was pulled from.
Print Options: Before clicking the Print button, select from the Print Options at the bottom of the screen. You may select to Include signature lines on your batch print-out. If you select to Include all the vouchers in the batch, you will then have the option to print the batch in either Alpha or Voucher # order. If you do not print all vouchers in the batch, they will be printed in voucher # order.
Note: If Alpha is selected it will be sorted by the Alpha code in the vendor file.
Separate Check: Check this box if you wish to have a separate check issued for this voucher, even if multiple vouchers for this vendor will be selected for payment.
Save: Click on the Save button to save the voucher.
Unpaid Items Listing: Click this button to view the Unpaid Items Listing.
To Void a Voucher: To void a voucher, start a new voucher batch. You cannot void a voucher in the same batch as the original voucher.
If a voucher has been paid by a check, you must first void the check before voiding the voucher. Click on the Voucher Entry Tab and click on Void. Enter the Voucher number that you want to void. The message “Make sure the voucher amount is the amount you need to void” will be displayed. Click on OK. The original voucher will be displayed with a minus sign in front of each debit and credit. At this point the voucher description field is available to enter a reason for voiding the voucher. If this field is left blank, the system will default to "Void Voucher". If you wish to void the entire voucher, click on Save Void.
Should you be voiding a partially paid voucher, the form will populate with the amount remaining to be voided. Follow the same procedure described above.
Print and post the batch to the GL.
