Add a Voucher

Vouchers allow you to recognize outgoing expenses before they are paid. This helps to ensure that you keep enough money in your bank account to cover all of your bills.

1. Access the Vouchers area.

   1. To access the General Ledger area from the Home screen, do one of the following:

   1. • Click General Ledger on the navigation panel.
      • Click Areas > General Ledger on the menubar.
      • Click the down arrow next to Home on the options bar and select General Ledger.

   To access the General Ledger from another area of the program, do one of the following:

   • Click Home > General Ledger on the menubar.
   • Click the down arrow next to Home on the options bar and select General Ledger.

   2. Click Vouchers on the navigation panel or Areas > Vouchers on the menubar.

2. Do one of the following:

   • Click the Add button to the left of the Vouchers list.

   • Click New > Voucher on the options bar.

   • Click File > New > Voucher on the menubar.

   • Press [Ctrl]+N.

   • With focus on the list, press [Insert] on your keyboard.

3. Select the Bank account.

4. Enter the Effective date, or click the down arrow to the right of the field to choose the correct date from the dropdown calendar.

5. Choose the Accounting month and year.

6. Select a Default entry if applicable.
   
   Note: If you choose a default entry, some or all of the voucher information is filled in automatically.

7. Enter a Description of the voucher.

8. In the Pay to the Order of section, select the account Type.

9. Enter the account lookup code, or click the lookup button to locate the correct account.

   • Broker, Client, or Other Interest
     1. Make the desired selection in the Locate by dropdown menu.
     2. Enter at least one character of your Locate by selection.
     3. Click Locate.
     4. Click on the correct account in the list that displays and then click Finish.
   • Company, Employee, Finance Company,  or Vendor
     1. Enter at least the first letter of the lookup code.
     2. Click Locate.
     3. Click on the correct account in the list that displays and then click Finish.

10. The primary contact defaults into the Payee field but can be changed if necessary. Enter the name of the Payee or click the lookup button to the right of the field to choose a different contact associated with the account. Select the correct contact and click Finish or press [Enter].

11. Enter the Invoice and Account # if known.

12. Enter the Invoice date, or click the down arrow to the right of the field to choose the correct date from the dropdown calendar.

13. Enter the invoice Due date, or click the down arrow to the right of the field to choose the correct date from the dropdown calendar.

14. The primary contact defaults into the Contact field. This is the contact to whom the invoice will be addressed. To choose a different contact on the account, click the lookup button to the right of the field. Select the correct contact and click Finish or press [Enter].

15. The address defaults but can be changed if necessary.

16. On the Cheque tab, select the Print checkbox if a cheque should be printed for this invoice.

17. If you selected Print, the Include cheque stub detail option is selected by default. Deselect this checkbox if you want to print the cheque only, with no supporting detail.

18. If this is an Electronic Funds Transfer, select the EFT checkbox and a payment method from the corresponding dropdown menu.

19. Optionally enter Memo and Remittance information.

20. In the Routing field, optionally enter any information dictating where the cheque should be sent (for example, if it should go to another employee before being mailed to the payee).

21. Use the Comments field to enter any additional information that you want to print on the cheque stub.

22. If the Payee is a vendor that offers a discount if you pay early, click the Discount tab.
    
    Note: The discount information must be set up in Vendor Detail first.

    1. Enter the amount in the Calculate on field.

    2. Choose the Type (flat amount or percentage).

    3. The Percent or Amount defaults, based on the settings in Vendor Detail.

23.  Click Continue. The next steps vary, depending on the payee type.

Client, Finance Company, or Other Interest

• If you select the Premium checkbox

  24. Make a selection in the Apply to dropdown menu:
      • Account: The account displays.
      • Client: Click the lookup button in the field to the right. Locate the client and click Finish or press [Enter].
      • Policy: Click the Select Policy link label. Locate the correct account and click Finish or press [Enter]. Choose the correct policy in the list and click Finish or press [Enter].
      • Selected Items: Click the Pay Items link label. Click on the appropriate outstanding item in the list. Click the Full Payment button to pay the item in its entirety.
        
        To pay for a portion of an item, click the Partial Payment button. Enter the Amount to pay and then click Finish or press [Enter].
        
        Click Finish or press [Enter] to record the payment.
  25. Optionally select a GL Schedule from the dropdown menu.
  26. The current system date defaults in the Invoice date field but can be changed if necessary.
  27. Enter an Invoice # and P.O. # if known.
  28. The Description defaults from the previous screen but can be changed if necessary.
  29. If you chose anything but Selected Items in the Apply to field (step 24) enter an Amount and select Credit or Debit.
  30. To add another item to this voucher, click the Add button to the left of the list. Fill in the enabled fields.
      
      To delete an item in this list, click to highlight it and click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if necessary.
      1. Click the Select Columns link label on the right side of the header bar.

      The Select Columns window displays.

      2. Select the checkbox next to each column that should be included in the list.

      Deselect the checkbox next to each column that should be removed from the list.

      

      3. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  31. Click Finish to complete the workflow.
      
      Click the Add button to add another voucher.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.

• If you do not select the Premium checkbox

  24. Enter the GL account number in the fields provided. To look up the correct account, click the lookup button .
      
      Type at least the first digit of the account in the first field, or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
      
      Highlight the appropriate account and then click Finish or press [Enter].
  25. Select a GL Schedule in the dropdown menu.
  26. The current system date defaults in the Invoice date field but can be changed if necessary.
  27. Enter an Invoice # and P.O. # if known.
  28. Enter a Description and Amount.
  29. Select the Debit or Credit radio button.

  30. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.

  31. Choose an Agency and Branch.

  32. Select a Department and Profit Center if applicable.

  33. Click the Add button to the left of the list to add another item to this voucher. Fill in the enabled fields.
      
      To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if necessary.

      1. Click the Select Columns link label on the right side of the header bar.

      The Select Columns window displays.

      2. Select the checkbox next to each column that should be included in the list.

      Deselect the checkbox next to each column that should be removed from the list.

      

      3. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  34. Click Finish to complete the workflow.
      
      Click the Add button to add another voucher.
      Click Cancel or press [Esc] to exit the workflow without saving the information.

Broker

• If you select the Premium checkbox and select Return
  24. Make a selection in the Apply to dropdown menu:
      • Account: The account displays.
      • Client: Click the lookup button in the field to the right. Locate the client and click Finish or press [Enter].
      • Policy: Click the Select Policy link label. Locate the account and click Finish or press [Enter]. Choose the correct policy in the list and click Finish or press [Enter].
      • Selected Items: Click the Pay Items link label. Click on the appropriate outstanding item in the list. Click the Full Payment button to pay the item in its entirety.
        
        To pay for a portion of an item, click the Partial Payment button. Enter the Amount to pay, and then click Finish or press [Enter].
        
        Click Finish or press [Enter] to record the payment.
  25. Optionally select a GL Schedule from the dropdown menu.
  26. The current system date defaults in the Invoice date field but can be changed if necessary.
  27. Enter an Invoice # and P.O. # if known.
  28. The Description from the previous screen defaults but can be changed if necessary.
  29. If you chose anything but Selected Items in the Apply to field (step 24), enter an Amount and select Credit or Debit.
  30. To add another item to this voucher, click the Add button to the left of the list. Fill in the enabled fields.
      
      To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if necessary.
      1. Click the Select Columns link label on the right side of the header bar.

      The Select Columns window displays.

      2. Select the checkbox next to each column that should be included in the list.

      Deselect the checkbox next to each column that should be removed from the list.

      

      3. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  31. Click Finish to complete the workflow.
      
      Click the Add button to add another voucher.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.
• If you select the Premium checkbox and select Advance
  24. Make a selection in the Apply to dropdown menu:
      • Broker, Client, Finance Company, or Other Interest: Enter the account Code. If you do not know the account code, click the lookup button to locate the correct account. In the Available Accounts window that displays, enter at least one letter of the lookup code and then click Locate. Click to highlight the correct account.
        
        Click Finish or press [Enter] to choose the highlighted account.
      • Policy: Click the Select Policy link label. Locate the account and click Finish or press [Enter]. Choose the correct item in the list and click Finish or press [Enter].
      • Selected Items: Click the Pay Items link label. Click on the appropriate outstanding item in the list. Click the Full Payment button to pay the item in its entirety.
        
        To pay for a portion of an item, click the Partial Payment button. Enter the Amount to pay, and then click Finish or press [Enter].
        
        Click Finish or press [Enter] to record the payment.
  25. The GL account # defaults.
  26. Optionally select a GL Schedule from the dropdown menu.
  27. The current system date defaults in the Invoice date field but can be changed if necessary.
  28. Enter an Invoice # and P.O. # if known.
  29. The Description from the previous screen defaults but can be changed if necessary.

  30. If you chose anything but Selected Items in the Apply to field (step 24), enter an Amount.

  31. Click the Add button to the left of the list to add another item to this voucher.
      
      To delete an item in this list, click to highlight it and click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if necessary.

      1. Click the Select Columns link label on the right side of the header bar.

      The Select Columns window displays.

      2. Select the checkbox next to each column that should be included in the list.

      Deselect the checkbox next to each column that should be removed from the list.

      

      3. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  32. Click Finish to complete the workflow.
      
      Click the Add button to add another disbursement. Fill in the enabled fields.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.

  33. To close the window, click the X next to the voucher on the navigation panel.

• If you do not select the Premium checkbox
  24. Make a selection in the Apply to dropdown menu:

  1. • Cash on Account: The disbursement pulls from the company's Cash on Account required account. Click the Return Commission link label.
       
       In the Return Commission window, select the Outstanding Item that you want to pay and click either Full Payment or Partial Payment.
     • If you click Full Payment, you pay the entire amount.
     • If you click Partial Payment, enter the Amount you want to pay and click Finish.

  Click Finish or press [Enter] when you are finished.

  18. • Commission Statement: After you have completed all other required fields, click either Pay Items link label.
        
        In the Pay Statements window, select the Include statements for all payment addresses checkbox if applicable.
        
        Click on the statements to be paid in the list. Press [Ctrl] while clicking to select more than one. Click Finish or press [Enter] when you are finished.
      • General Ledger: Enter the GL account number in the fields provided. To look up the correct account, click the lookup button .
        
        Type at least the first digit of the account in the first field, or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
        
        Highlight the appropriate account and click Finish or press [Enter].
      • Premium Statement: After you have completed all other required fields, click the Pay Items link label.
        
        In the Pay Company Statements window, select the Include direct bill statements checkbox if applicable.
        
        Note: Direct bill statement amounts display with the opposite sign. Because paying a positive direct bill statement in vouchers actually reduces the amount being paid, positive direct bill statements display as negative, and vice versa.
        
        Click on the statements to be paid in the list. Press [Ctrl] while clicking to select more than one. Click Finish or press [Enter] when you are finished.
        
        Note: If any of the selected statements pays a statement associated with an agency that is not associated to the current bank account, a warning message displays: "Agency associated to this statement is not associated with the selected bank account.  Do you wish to continue and generate interagency journal entries?" Click Yes if you want to use the selected agency to perform inter-company payments, or click No to choose another.

  25. Select a GL Schedule in the dropdown menu.
  26. The current system date defaults in the Invoice date field but can be changed if necessary.
  27. Enter an Invoice # and P.O. # if known.
  28. Enter a Description and Amount.
  29. Select the Debit or Credit radio button.

  30. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.

  31. Choose an Agency and Branch.

  32. Select a Department and Profit Center if applicable.

  33. Click the Add button to the left of the list to add another item to this voucher. Fill in the enabled fields.
      
      To delete an item in this list, click to highlight it and click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if necessary.

      1. Click the Select Columns link label on the right side of the header bar.

      The Select Columns window displays.

      2. Select the checkbox next to each column that should be included in the list.

      Deselect the checkbox next to each column that should be removed from the list.

      

      3. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  34. Click Finish to complete the workflow.
      
      Click the Add button to add another voucher.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.

  35. To close the window, click the X next to the voucher on the navigation panel.

Company

• If you select the Premium checkbox

  24. Make a selection in the Apply to dropdown menu:
      • Broker, Client, Finance Company, or Other Interest: Enter the account Code. If you do not know the account code, click the lookup button to locate the account. In the Available Accounts window that displays, enter at least one letter of the lookup code and then click Locate. Click to highlight the correct account.
        
        Click Finish or press [Enter] to choose the highlighted account.
      • Policy: Click the Select Policy link label. Locate the account and click Finish or press [Enter]. Choose the correct item in the list and click Finish or press [Enter].
      • Selected Items: Click the Pay Items link label. Click on the appropriate outstanding item in the list. Click the Full Payment button to pay the item in its entirety.
        
        To pay for a portion of an item, click the Partial Payment button. Enter the Amount to pay, and then click Finish or press [Enter].
        
        Click Finish or press [Enter] to record the payment.
  25. The GL account # defaults.
  26. Optionally select a GL Schedule from the dropdown menu.
  27. The current system date defaults in the Invoice date field but can be changed if necessary.
  28. Enter an Invoice # and P.O. # if known.
  29. The Description from the previous screen defaults but can be changed if necessary.
  30. If you chose anything but Selected Items in the Apply to field (step 24), enter an Amount.

  31. Click the Add button to the left of the list to add another item to this voucher.
      
      To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if necessary.

      1. Click the Select Columns link label on the right side of the header bar.

      The Select Columns window displays.

      2. Select the checkbox next to each column that should be included in the list.

      Deselect the checkbox next to each column that should be removed from the list.

      

      3. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  32. Click Finish to complete the workflow.
      
      Click the Add button to add another voucher. Fill in the enabled fields.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.

  33. To close the window, click the X next to the voucher on the navigation panel.

• If you do not select the Premium checkbox

  24. Make a selection in the Apply to dropdown menu:

  1. • Cash on Account: The voucher pulls from the company's Cash on Account required account. Click the Return Commission link label.
       
       In the Return Commission window, select the Outstanding Item that you want to pay and click either Full Payment or Partial Payment.
     • • If you click Full Payment, you pay the entire amount.
       • If you click Partial Payment, enter the Amount you want to pay and click Finish.

  Click Finish or press [Enter] when you are finished.

  18. • General Ledger: Enter the GL account number in the fields provided. To look up the account, click the lookup button .
        
        Type at least the first digit of the account in the first field, or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
        
        Highlight the appropriate account and click Finish or press [Enter].
      • Premium Statement: After you have completed all other required fields, click the Pay Items link label.
        
        In the Pay Statements window, select the Include direct bill statements checkbox if applicable.
        
        Note: Direct bill statement amounts display with the opposite sign. Because paying a positive direct bill statement in vouchers actually reduces the amount being paid, positive direct bill statements display as negative, and vice versa.
        
        Click on the statements to be paid in the list. Press [Ctrl] while clicking to select more than one. Click Finish or press [Enter] when you are finished.
        
        Note: If any of the selected statements pays a statement associated with an agency not associated to the current bank account, a warning message displays: "Agency associated to this statement is not associated with the selected bank account. Do you wish to continue and generate interagency journal entries?" Click Yes if you want to use the selected agency to perform inter-company payments, or click No to choose another.

  25. Select a GL Schedule in the dropdown menu.
  26. The current system date defaults in the Invoice date field but can be changed if necessary.
  27. Enter an Invoice # and P.O. # if known.
  28. Enter a Description and Amount.
  29. Select the Debit or Credit radio button.

  30. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.

  31. Choose an Agency and Branch.

  32. Select a Department and Profit Center if applicable.

  33. Click the Add button to the left of the list to add another item to this voucher. Fill in the enabled fields.
      
      To delete an item in this list, click to highlight it and click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if necessary.

      1. Click the Select Columns link label on the right side of the header bar.

      The Select Columns window displays.

      2. Select the checkbox next to each column that should be included in the list.

      Deselect the checkbox next to each column that should be removed from the list.

      

      3. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  34. Click Finish to complete the workflow.
      
      Click the Add button to add another voucher.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.

  35. To close the window, click the X next to the voucher on the navigation panel.

Employee

• Click here for instructions

  24. Enter the GL account number in the fields provided. To look up the account, click the lookup button .
      
      Type at least the first digit of the account in the first field, or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
      
      Highlight the appropriate account and then click Finish or press [Enter].
  25. Select a GL Schedule in the dropdown menu.
  26. The current system date defaults in the Invoice date field but can be changed if necessary.
  27. Enter an Invoice # and P.O. # if known.
  28. Enter a Description and Amount.
  29. Select the Debit or Credit radio button.

  30. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.

  31. Click the Add button to the left of the list to add another item to this voucher. Fill in the enabled fields.
      
      To delete an item in this list, click to highlight it and click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if necessary.

      1. Click the Select Columns link label on the right side of the header bar.

      The Select Columns window displays.

      2. Select the checkbox next to each column that should be included in the list.

      Deselect the checkbox next to each column that should be removed from the list.

      

      3. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  32. Click Finish to complete the workflow.
      
      Click the Add button to add another voucher.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.

Vendor

• Click here for instructions
  24. Make a selection in the Apply to dropdown menu:
      • General Ledger: Enter the GL account number in the fields provided. To look up the account, click the lookup button .
        
        Type at least the first digit of the account in the first field, or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
        
        Highlight the appropriate account and click Finish or press [Enter].
      • Government Statement: Click the Pay Items link label. The Pay Statements window displays.
        
        Optionally check Include statements for all payment addresses to view statements for payment contacts on the vendor account other than the contact selected when the disbursement was entered.
        
        Select the statement(s) to be paid and click Finish.
  25. Select a GL Schedule.
  26. The current system date defaults in the Invoice date field but can be changed if necessary.
  27. Enter an Invoice # and P.O. # if known.
  28. Enter a Description and Amount.
  29. Select the Debit or Credit radio button.
  30. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
  31. Click the Add button to the left of the list to add another item to this voucher. Fill in the enabled fields. For help with this, start again at step 24.
      
      To delete a detail row, select it and click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if necessary.
      1. Click the Select Columns link label on the right side of the header bar.

      The Select Columns window displays.

      2. Select the checkbox next to each column that should be included in the list.

      Deselect the checkbox next to each column that should be removed from the list.

      

      3. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  32. Click Finish to complete the workflow.
      
      Click Add to add another voucher.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.