This document will help you create vouchers to pay vendors.
From the Main Menu go to 7.1.1, Voucher Entry.
Type in a period (.) for a new Voucher Number. Type in a period (.) for a new Batch Number.
(Note: batch numbers are helpful in that they allow the user to batch together their work. If you make 10 vouchers in one sitting, then use the same batch number for all 10. You will hit a period (.) the first time for the new batch number, but in all the other vouchers you are creating you can just hit ENTER to accept the same batch number).
The Accounting Period is field 2; it defaults to the setup in System Management. You may override the accounting period here to be whatever you need. (Example 06/05)
You may enter in a description if needed, or hit ENTER to skip.
Enter the Vendor Code or use the “?” to lookup a vendor if needed.
Enter the Invoice Number from the Vendor, or hit ENTER to skip.
Enter the Invoice Date, or hit ENTER to accept today’s date as default.
Enter the Terms you have with this vendor. Use the “?” as a lookup if you do not know how to enter the exact term.
Enter the Discount Date (when you should have a discount from this purchase.)
Enter the Gross Amount on field 9. (Example, for $100 type in 100 and hit ENTER.)
Enter the Due Date, when you know this is due for the vendor, or ENTER to accept the default.
If there is a discount, enter it in field 11.
If the vendor already has a GL account number in his vendor file, field 12 will automatically be filled. If the vendor does not have a GL account setup, the cursor will stop here and you will need to choose a General Ledger account number for this vendor. To choose an account use the “?” to see the index. Choose a GL account for this vendor. If you are unsure what the GL account is, then ask your accountant.
After selecting the GL Account, hit ENTER through all the fields. It will give you the opportunity to add another account, as you may desire to divide the amount of money between accounts in the General Ledger.
If you do not need another GL account, simply hit ENTER to go down to the next line.
Field 13 is used only if you need to write out a manual check by hand. Fill in line 13 for manual checks only. Otherwise, ENTER through to the bottom of the screen.
Here, at the bottom of the screen at Enter Selection, you can hit “S” to Save the voucher or "P" to post the voucher.
If you haven't posted the voucher, you will now need to print a proof report. It is always a good idea to print a proof report to help eliminate errors. Go to 7.1.2 from the Main Menu.
In Voucher Proof Report, it first asks you for the Batch #. Enter the Batch number you were working on, or hit ENTER for all batches.
Next, enter the Vendor you are working on or, if there are multiple Vendors hit ENTER for ALL.
If you are looking for a specific invoice number, then you may enter it, otherwise, hit ENTER for all Invoice Numbers.
Then enter the Beginning Date Entered and the Ending Date Entered.
You will also have the option to see <D>etail or <S>ummary.
After you have printed the report, your last step is to post these Vouchers to make them Payables (Payables are Bills you are going to pay).
To post Vouchers, go into 7.1.3 from the Main Menu.
It will simply ask for the batch # you were working on, or you can hit ENTER to allow all batches to be posted. It will then ask “Is this Correct (Y/N)?” Answer accordingly.
Once it says “Post Complete. Press <ENTER>” you are finished.
REMINDER: All modules in the system run out of a basic premise: you make it, proof it and post it. You made a voucher then proofed the vouchers you made, then you posted them. This is the same for Invoices, Payments, Adjustments, Journal Entries, and the like. If you posted the voucher from the voucher entry screen, it will not show up on the proof report since it is already posted.
