Batch Process Vouchers
This option is used to batch process vouchers due to be paid, generate disbursements for those vouchers, and print checks or issue electronic payments, depending on the voucher type. Select the vouchers to process by cash journal, due date, accounting month, and/or type of payee. After selecting the desired vouchers, view them, process them, and print the checks generated for them. If necessary, skip individual vouchers that should not be processed.
Note: The program allows you to print checks generated for vouchers through this option or the Print Checks option on the Accounts Payable window.
- From Home Base, click the Accounting button.
- Click the Vouchers button.
- The Accounts Payable screen displays. Click Batch Process Vouchers.
- Double click in the Journal Number field to select from the list of cash journals. Select a Journal Number and press [TAB]. The account number, name, and balance of the cash journal display to verify your selection.
- Double click in the Agency field to select from a list of agencies. If only one agency has been installed or if the selected cash journal is used by only one agency, the agency code defaults.
- Click a radio button to choose whether to process vouchers due through a selected date, due through a range of dates, or by accounting month.
If you choose Select Items Through a Due Date, enter the desired date and press [TAB]. All vouchers due up to and through the specified date are selected.
If you choose Select Items by Range of Due Dates, enter the desired range of dates and press [TAB]. All vouchers due within the specified dates are selected.
If you choose Select Items by Accounting Month, enter the desired accounting month and press [TAB]. All vouchers from the specified month are selected.
- Select the Payee Type for which to process vouchers. If you choose All Types, go to step 10. If you choose a specific type of voucher, go to the next step.
- Click a radio button to select One Payee or All Payees of the type selected, e.g., all vendor vouchers.
- If you selected One Payee, double click in the Payee field and select a Payee from the list, then click [TAB].
- Click one of the following buttons to select the desired option:
- View Pending Vouchers: Choose View Pending Vouchers to view the vouchers selected to process.
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- Voucher information displays in the following columns:
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- The first column displays a G if this voucher is grouped with other vouchers for the same payee, and an I if the voucher is to be processed as an individual disbursement. An M indicates that this is a miscellaneous voucher and will not generate a check.
- Payee
- Voucher number
- P.O. (purchase order) number
- Invoice number
- Description
- Amount
- The last column displays an S if the voucher is selected for this batch (all vouchers on this screen should initially display an S in this column) or an R if the voucher has been removed by clicking the Remove Voucher button.
- Click one of the following buttons to perform the desired function.
- Remove Voucher: Remove voucher from batch to be processed. The S in the right column changes to an R.
- Select Voucher: Reselect a removed item. The R in the right column changes to an S.
- Locate Voucher #: Locate specific voucher number. Enter the voucher number, then click OK.
- Print Vouchers: Print a list of the vouchers selected to process.
- Process Vouchers: Select this option from the Batch Issue Payable Checks window to generate disbursements for the vouchers.
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- Click Yes to process the checks .
- TAM generates the checks for the vouchers from the selected cash journal, crediting the balance of the cash journal and debiting the balance of Pending Accounts Payable.
- If any discounts were taken on the vouchers, the discount amounts reduce the amount of the cash disbursement and are offset to the Discounts Taken account.
- Those vouchers removed from the list through View Pending Vouchers and those not selected when you initiated the Process Vouchers option are not affected.
- Once vouchers are processed, the corresponding checks may be printed through Print Checks (next button) or through Print Checks on the Accounts Payable or Cash Disbursements windows.
- Print Checks: Use this option to print the checks generated for the processed vouchers. See Print Checks.