Default/Recurring Vouchers

If you often make payments using the same bank account, GL account, payee, distribution among branches, etc., you can use a default voucher.

You can also set the system up to recognize a recurring expense, such as rent, before the check is cut each month.

Note: This article contains printing instructions that are only applicable if Applied Epic is installed locally on your computer. If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you cannot print directly from within the system. See Printing for more information about the printing capabilities available from Epic Browser. All other steps in this article are applicable to both methods of accessing Epic unless stated otherwise.

From the Home screen, do one of the following:

Click Configure on the navigation panel.
Click Areas > Configure on the menubar.
Click the down arrow next to Home on the options bar and select Configure.

From any other area of the program, do one of the following:

Click the down arrow to the right of the Home options bar button and select Configure.
Click Home > Configure on the menubar. The Configure screen displays.

Click Accounting on the navigation panel or Areas > Accounting on the menubar.

Click Default/Recurring Entries on the navigation panel.

Click Default/Recurring Entries on the view filter and select Vouchers.

Do one of the following:

Click the Add button.
Click File > New > Default/Recurring Entry on the menubar.
Click New > Default/Recurring Entry on the options bar.

Default Entries

Add a Default Voucher
1. The active language displays in the Language dropdown menu and is based on your Primary Language in Regional Settings Configuration.
2. Enter a Description of the voucher.
  1. If you have more than one language available, the Description you enter populates for every language.
  2. To change the Description that will display in a different language, select the Language from the list or the dropdown menu and enter a Description.
3. Click on the Summary tab.
4. Choose the appropriate Bank account.
5. Enter a Description of the bank account.
6. Select an entity Type. Enter the entity's lookup code in the field to the right, or click the lookup button , make a Locate by selection in the popup window, enter at least one letter of the account name, and click Locate. Click the correct account in the list and click Finish or press [Enter].
7. The main contact for the specified account defaults into the Payee field. To choose a different contact, click the lookup button to the right of the field, choose the correct contact in the popup window, and click Finish or press [Enter].
8. If a check should print for this voucher, click Print. The Include check stub detail option is selected by default. Deselect it if only the check should print, without any supporting detail.
9. Optionally enter a Memo and/or Remittance.
10. Optionally enter Routing information. This field is typically used to dictate where a check should be sent (for example, if it should go to another employee before it is sent to the payee).
11. Enter any additional Comments. Text entered here will print on the check.
12. Click the Discount tab. If a discount applies, enter the applicable amount in the Calculate on field and the appropriate number in the Valid for ___ days field. Make a Type selection, and enter a Percent or Amount.
13. Click the Detail tab.
14. Enter the GL account # for this entry. To locate the account number, click the lookup button, enter at least the first digit of the account number in the field provided, and click Locate.
15. Choose an Agency, Branch, Department, and Profit Center as applicable.
16. Optionally select a GL schedule.
17. Enter a Description.
18. Enter an Amount and ensure that Debit is selected.
19. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
20. To add another item to this voucher, click Add next to the Detail list and repeat steps i through n.
21. Click Finish or press [Enter].
Edit a Default Voucher
1. Click the entry in the list.
2. Do one of the following:
  - Click Edit .
  - Click File > Open on the menubar.
  - Press [Enter] on your keyboard.
3. Amend items on the Summary and Detail tabs as necessary.
4. Click Finish or press [Enter] when you are done.
Inactivate a Default Voucher
1. Click the entry in the list.
2. Do one of the following:
  - Click Actions > Inactivate/Reactivate on the options bar.
  - Click Actions > Inactivate/Reactivate on the menubar.
  - Right click the entry and select Inactivate/Reactivate.
3. You are prompted, "Do you wish to inactivate this entry?" Click Yes.
Print a List of Default Vouchers
1. Do one of the following:
  - Click the Print button next to the list.
  - Click Print > Listview on the options bar.
  - Click File > Print > Listview on the menubar.
2. The Print window displays. Print this list as you would any other document.
Reactivate a Default Voucher
1. Click the Include Inactive link label on the view filter.
2. Click the entry in the list.
3. Do one of the following:
  - Click Actions > Inactivate/Reactivate on the options bar.
  - Click Actions > Inactivate/Reactivate on the menubar.
  - Right click the entry and select Inactivate/Reactivate.
4. You are prompted, "Do you wish to reactivate this entry?" Click Yes.

Recurring Entries

Add a Recurring Voucher
1. Click the Recurring radio button.
2. Click the Revise Recurrence link.
3. In the Recurring Detail popup window, select the correct radio button:
  - As part of the month-end procedure: Entries are created when the agency's month is closed. If the agency whose month is being closed is on a recurring entry, that recurring entry files. Recurring entries with different agencies still file only once, even if the different agencies' months are closed at multiple times. You will not see these entries within month-end, but you will see them in the various GL areas when the closing process is complete.
  - On the ___ of the month: Choose the day of the month on which to apply the voucher.
  - Every ___ days: Enter the number of days between entries.
4. Choose a Next recurrence month and year.
5. If applicable, select a Last recurrence month and year.
6. The active language displays in the Language dropdown menu and is based on your Primary Language in Regional Settings Configuration.
7. Enter a Description of the disbursement.
  1. If you have more than one language available, the Description you enter populates for every language.
  2. To change the Description that will display in a different language, select the Language from the list or the dropdown menu and enter a Description.
8. Click on the Summary tab.
9. Choose the appropriate Bank account.
10. Enter a Description of the voucher.
11. Select an entity Type. Enter the entity's lookup code in the field to the right, or click the lookup button , make a Locate by selection in the popup window, enter at least one letter of the account name, and click Locate. Click the correct account in the list and click Finish or press [Enter].
12. The main contact for the specified account defaults into the Payee field. To choose a different contact, click the lookup button to the right of the field, choose the correct contact in the popup window, and click Finish or press [Enter].
13. If a check should print for this voucher, click Print. The Include check stub detail option is selected by default. Deselect it if only the check should print, without any supporting detail.
14. Optionally enter a Memo and/or Remittance.
15. Optionally enter Routing information. This field is typically used to dictate where a check should be sent (for example, if it should go to another employee before it is sent to the payee).
16. Enter any additional Comments. Text entered here will print on the check.
17. Click the Discount tab. If a discount applies, enter the applicable amount in the Calculate on field and the appropriate number in the Valid for ___ days field. Make a Type selection, and enter a Percent or Amount.
18. Click the Detail tab.
19. Enter the GL account # for this entry. To locate the account number, click the lookup button, enter at least the first digit of the account number in the field provided, and click Locate.
20. Choose a Structure, Branch, Department, and Profit Center as applicable.
21. Optionally select a GL schedule.
22. Enter a Description.
23. Enter an Amount and ensure that Debit is selected.
24. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
25. To add another item to this voucher, click Add next to the Detail list and repeat steps n through r.
26. Click Finish or press [Enter].
Edit a Recurring Voucher
1. Click the entry in the list.
2. Do one of the following:
  - Click Edit .
  - Click File > Open on the menubar.
  - Press [Enter] on your keyboard.
3. Amend items on the Summary and Detail tabs as necessary.
4. Click Finish or press [Enter] when you are done.
Inactivate a Recurring Voucher
1. Click the entry in the list.
2. Do one of the following:
  - Click Actions > Inactivate/Reactivate on the options bar.
  - Click Actions > Inactivate/Reactivate on the menubar.
  - Right click the entry and select Inactivate/Reactivate.
3. You are prompted, "Do you wish to inactivate this entry?" Click Yes.
4. If future occurrences are scheduled for the selected voucher, you are prompted again. Click Yes.
Print a List of Recurring Vouchers
1. Do one of the following:
  - Click the Print button next to the list.
  - Click Print > Listview on the options bar.
  - Click File > Print > Listview on the menubar.
2. The Print window displays. Print this list as you would any other document.
Reactivate a Recurring Voucher
1. Click the Include Inactive link label on the view filter.
2. Click the entry in the list.
3. Do one of the following:
  - Click Actions > Inactivate/Reactivate on the options bar.
  - Click Actions > Inactivate/Reactivate on the menubar.
  - Right click the entry and select Inactivate/Reactivate.
4. You are prompted, "Do you wish to reactivate this entry?" Click Yes.