Create Vouchers

Written by Nick Miles

Last published at: June 18th, 2020
  1. Select Vouchers from the Home page.
  2. Click Create.
  3. Search for a Vendor and select from the drop-down menu, or click Show List and select from the a list of all vendors.
  4. If you clicked Show List, select the name of the vendor from the list.
  5. Select the Address where you want the check to go.
    • This will default to the address that was designated as Pay in the Profile.
    • If there isn't a Pay address noted in the Profile then it will default to the Primary address.
  6. Click the calendar icon and select the Voucher Date.
  7. Begin typing the name of the Fund that the voucher will be paid from, and select it from the drop-down menu.
  8. Enter a Reference Number.

    The Reference Number is usually located on the invoice. If this is left blank, a unique ID number will be assigned to the voucher.

  9. Click Choose File to attach a copy of an invoice, or related documentation.
  10. If applicable, click the calendar icon and select a Due Date for the voucher.
  11. Check the box next to Reduce Spendable to pay the voucher from the associated fund's spendable balance.
  12. For each line item, select an Expense Account, then enter a Description of the voucher, Qty (quantity), and Unit Cost.
    • The Expense Account is the account being charged.
    • If the Qty (quantity) is left blank, it will default to 1.
    • Unit Cost is the amount from the bill.
  13. Click Save.

For repeat vouchers, select Copy from your list of Recent Vouchers. The Account, Description, Quantity and Amount will all be duplicated - so remember to enter the new charges and date as needed. This is only available after you have created at least one voucher for the vendor.