Enter Vouchers

Use Enter Vouchers to record vouchers payable by the agency. Any bill or invoice the agency must pay in the future can be entered as a voucher. The following are examples of items that may be entered as vouchers:

• Enter vouchers for vendor invoices for office supplies, electrical bills, heating bills, etc.
• Enter vouchers for customers, brokers, lienholders, or finance companies on return premiums processed at month-end but not paid until the fifteenth of the following month.
• Calculate producer payables at month-end and enter them as vouchers if you are not paying them at month-end.
• Enter and group vouchers for advances to a company so you can send one check to the company for all advances instead of one for each advance.
• Enter vouchers for employee expense reimbursement.
• Enter a voucher for a one-time charitable contribution that you are paying later in the month.
• Enter miscellaneous vouchers for regularly scheduled electronic fund transfers.

Use the following steps to enter vouchers:

1. From Home Base, click the Accounting button.
2. Click Vouchers.
3. Click Enter Vouchers.
4. Enter the Journal Number from which to pay the voucher. Double click in the Journal Number field to select from the list of cash journal accounts. The program displays the account number, name, and balance of the cash journal to verify your selection.
5. Double click in the Agency field to select from the list of installed agencies.  If only one agency has been installed or if the selected cash journal is used by only one agency, no agency code is required. 
   
   Note: The program automatically assigns a Voucher Number to the item.
6. Select the Check radio button if you will be printing a check for this voucher when it is processed, or select Miscellaneous if this voucher will be processed as an electronic fund transfer.
7. Enter the Invoice Date as printed on the invoice or bill. Press [TAB] if the displayed date is correct or if no invoice was received for the item.
8. Enter the Invoice Number from the invoice or bill. If no invoice was received, leave this field blank.
9. Enter the P.O. (purchase order number) on which the agency's purchasing department requisitioned the items on the invoice. If no purchase order was issued for the items on the invoice, leave this field blank.
10. Enter the voucher Type, indicating the type of entity to which the voucher is due: Customer, Broker, Finance Company, Lienholder, Insurance Company, Producer, Employee, or Vendor. If the voucher does not relate to a particular payee, select Miscellaneous. (You are only able to select the Type of Miscellaneous if you selected Miscellaneous in step 6). If the voucher will most likely be made only once, select One Time.
11. Enter the code of the payee. Double click the Payee field to select from a list of possible payees.
    
    If the payee is a company for which multiple addresses have been installed, TAM will alert you and ask if you wish to select an address other than the primary. For some company vouchers, you must also confirm that you have selected the appropriate company.
    
    If the payee is an entity not yet stored in the TAM files, you will be prompted to add a new usercode and address. Click OK after entering the information to store the payee in the appropriate file. If you are entering a One Time voucher, TAM assigns a vendor code to the payee and stores the payee's information in the Vendor File. After the one-time voucher is printed, TAM flags the vendor for deletion in six months. This allows reprinting of such checksif needed.
12. Enter an optional Schedule value. The Schedule field is used to group or categorize cash receipts, cash disbursements, and journal entries. By entering a schedule description, you can keep track of a "line" of expenditures or income, e.g., each offsetting entry for FICA, federal, state tax, etc., on a payroll check. Scheduled entries are listed in groups on the Schedules Report.
    
    Double click the Schedule field to select from a list of possible Schedule values.
13. Enter an Amount for the voucher, then a brief Description. If you chose a payee stored in the TAM files, the name of the payee defaults into the Description field.
14. The Due Date and the accounting Month and Year default into the appropriate fields. Use the dropdown menus to adjust each field as necessary.
15. At the bottom of the screen, select Group by payee to group into a single disbursement with other vouchers for this payee when vouchers are processed, or select Individual check if this voucher should be an individual disbursement when vouchers are processed.
    
    If you selected Customer, Broker, Finance Company, or Lienholder in step 10, proceed to step 16.
    If you selected Company in step 10, proceed to step 18.
    If you selected Producer or Miscellaneous in step 10, proceed to step 21.
    If you selected Employee in step 10, proceed to step 19.
    If you selected Vendor or One Time in step 10, proceed to step 20.
    
16. If you are making a payment to a Customer, Broker, Finance Company, or Lienholder, indicate whether the voucher is a Returned Premium Check (click the Yes or No radio button). If you select No, proceed to step 17. If you select Yes, you must choose one of the following options:
    • Single Item: Enter the item number to which to apply the voucher and click OK.
    • Select Items: If you do not know the invoice number to which the voucher should be applied, click Select Items to view the client's open invoices. Click the desired item in the list, then click one of the following buttons:
    • • Full Return: Apply all available funds of the voucher to the transaction.
        
        Select the desired item, click Full Return. The only portion of the RET that will be attached to the item is for any credit item left outstanding.
      • Partial Return: Apply a portion of the voucher to the transaction.
        
        Select the desired item, click Partial Return.
        
        Enter the amount to apply to the transaction, then click OK. The only portion of the RET that will be attached to the item is for any credit item left outstanding.
      • Journal Entry: Select J/E Between Items to apply a debit item to a credit item. Select J/E Writeoffs to write off the balances as bad debts or small balances, or reverse inappropriately applied late charges.
        
        Note: Refer to Enter Journal Entries for more information about these functions.
      • View Accounting Note: Display any notes attached to the transaction.
      • Detail View: View the transaction in full detail. Options are provided to move to the next and previous invoice for the client and to return to the list of invoices.
      • History View: Display the transaction history of the client to which the invoice belongs.
        
        Click OK to accept the payment method.
17. If the client has no open items or if you did not select an invoice to which to apply the voucher, click OK to leave the voucher on the payee's account.
    
    Click Yes to leave the item on account. Choose whether to apply it to a specific policy.
    
    Click Yes to select the policy to which to apply it from the customer's policy list.
    
    Select the desired policy, then click OK.
    
    When you are finished making selections on the Entering Vouchers screen, proceed to step 21.
    
18. If you are making a payment to a Company, select whether to make a direct bill advance for a customer or enter a miscellaneous voucher to the company. If you selected Miscellaneous, proceed to step 21. If you selected Direct Bill Advance, double click in the Client Number field to select the client for which the advance is being made. The client's information will automatically appear below in the Name and Balance fields. Press [TAB] and you may choose one of the following options:
    • Single Item: Enter the item number to which to apply the voucher and click OK.
    • Select Items: If you do not know the invoice number to which the voucher should be applied, click Select Items to view the client's open invoices. Click the desired item in the list, then click one of the following buttons:
    • • Full Return: Apply all available funds of the voucher to the transaction.
        
        Select the desired item, click Full Return. The only portion of the RET that will be attached to the item is for any credit item left outstanding.
      • Partial Return: Apply a portion of the voucher to the transaction.
        
        Select the desired item, click Partial Return.
        
        Enter the amount to apply to the transaction, then click OK. The only portion of the RET that will be attached to the item is for any credit item left outstanding.
      • Journal Entry: Select J/E Between Items to apply a debit invoice to a credit invoice. Select J/E Writeoffs to write off the balances as bad debts or small balances, or reverse inappropriately applied late charges.
        
        Note: Refer to Enter Journal Entries for more information about these functions.
      • View Accounting Note: Display any notes attached to the transaction.
      • Detail View: View the transaction in full detail. Options are provided to move to the next and previous invoice for the client and to return to the list of invoices.
      • History View: Display the transaction history of the client to which the invoice belongs.
        
        Click OK to accept the payment method. Proceed to step 21.
19. If you are making a payment to an Employee, select the Yes or No radio button to determine whether or not this is a Payroll Check, and then proceed to step 21.
20. If you selected Vendor or One-Time, fill out the following discount information, if applicable:
    • Days till Due: Days until the invoice is due. This should match the Due Date. Changing the Days till Due updates the Due Date field accordingly and vice versa.
    • Discount Days: Days for which a discount will be given for early payment.
    • Discount %: Discount percentage offered.
    • Discount Date: Last day that the discount will be given. This is calculated by adding the Discount Days to the Due Date. Changing the Discount Date updates the Discount Days field accordingly and vice versa.
    • The Discount Amount is automatically calculated by multiplying the Discount % times the voucher Amount. You are unable to make direct revisions to this field.
21. Click Detail to display and modify offsetting entries. The credit to the Pending Accounts Payable account entered on the previous screen displays in this window. Enter the following information for each offsetting line of the voucher entry. Double click in each field to select from a list of field choices (where applicable).
    • B
    • D
    • Account
    • Schedule
    • Description
    • Debit/Credit
22. Click one of the following buttons to perform the desired function:
    • Accept: Confirm the offsetting entry.
    • Delete: Delete the highlighted entry from the window.
    • Allocate: Allocate expenses to specific General Ledger accounts.
    • • On the Cost Allocation Entries window, select the predefined allocation entry you wish to use.
      • When you click OK, additional detail rows are automatically created according to the allocation entry's setup in Utilities. See Define Cost Allocation for more information.
    • Default List: View and print Employee Defaults or Vendor Defaults. TAM automatically saves employee and vendor vouchers as defaults, since these types of vouchers are likely to be repeated often.
    • Check Message: Enter a message to appear on the check. This will display on the check's memo line.
    • Accounting Note: Enter an internal accounting note for the voucher. Accounting notes are not printed but are saved with the voucher record.
    • View Entry: Return to prior Entering Vouchers screen.
      
      Note: Double click the entry crediting the pending payables account (the first entry) to revise the voucher entry. Click Yes to return to the prior screen and revise the voucher information.
23. Click OK to confirm the voucher entries.
24. Click Yes to file the voucher.
25. Repeat steps 4 through 24 for each voucher to record.