23.2 Voucher Data Entry Screen

The date of the voucher also represents the accounting period in which the voucher is included for month end financial reports. A January date includes the transaction in all of the January financial reports.

Each voucher is catalogued with a unique code of identification within the file system. Once a voucher code is used, no other voucher within the accounts payable file system, can use the same code.

It is possible to have the voucher number automatically incremented. To get your voucher numbers to automatically increment, you must first enter an initial voucher and store the voucher within the record system. For the second voucher; enter the date and TAB to the Voucher field. While in the Voucher field, press RETURN. This produces the next voucher number in sequence.

The Vendor field is the unique code which was previously set up when you entered the vendor's name and address. The vendor must be included within the vendor master file.

If you cannot remember the vendor code, access the vendor file by first pressing the VALID button (GOLD <F1> key and then the V key). The vendor validation screen is displayed. Press the QUERY <F2> button, and enter a search pattern. Press the FIND NEXT <F3> button until the desired vendor is displayed. Press the GOLD <F1> key and then the E key to redisplay the original screen with the desired vendor code entered in the Vendor field.

The vendor's full name, as was entered in the vendor master file, is displayed here after a valid vendor code is entered.

The vendor's current balance is displayed in this field after a valid vendor code is entered. This balance includes all transactions relevant to the vendor.

The reference date represents the date of the vendor's invoice. It is used with the information in the Pay Terms field to calculate default values for the Disc Date and Pay Date fields. Input to this field is required.

The vendor reference represents the invoice number of the vendor's invoice. The vendor's reference is included on cash disbursement checks for easy application to the vendor's books. Input to this field is optional.

P.O. Number

Enter here the number of the purchase order you are vouchering. If the Purchase Order system is present, the number entered here must be present in the purchase order journal file.

The information entered into this field is used along with the data in the Ref Date and Voucher Total fields to calculate the default values for Disc Date, Disc Amount, and Pay Date fields. The pay terms entered here must have been previously entered into the payment terms file. The payment terms file may be examined through the validation screen associated with this field.

If the pay terms was entered in the vendor master file for the vendor identified by the Vendor field, the vendor master value becomes the default value for this field (leave the field blank and press the RETURN key).

Input to this field is required.

Specify the bank account to be used when paying this voucher. Enter the general ledger account representing the appropriate bank account. Multiple bank accounts are possible with the C/Books Accounts Payable System.

If you cannot remember the General Ledger account to enter here, access the General Ledger file by pressing the VALID button (GOLD <F1> key and then the V key). The general ledger validation screen is displayed. Press the QUERY <F2> button, and enter your search pattern. Press the FIND NEXT <F3> button until the desired general ledger account is displayed. Press the GOLD <F1> key and the letter E to redisplay the original screen with the desired general ledger account entered in the Bank field.

If you wish to include a comment to the vendor, it should be entered here. Perhaps you short paid a voucher. Enter any comments which you would want your vendor to read. This message appears on all checks and remittance advices.

The total amount of the voucher without discount is entered here. All distribution to general ledger accounts are entered on the detail lines which appear on the lower half of this screen. The sum of the distribution in the lower half of the voucher screen must equal the amount in this field.

All vouchers carry with them the option to make partial payments. The unpaid balance of the individual voucher is displayed here when querying vouchers.

Disc Date

All discounts have a required date of payment for the discount to be allowed. Vouchers paid after this date do not have the discount applied. The default value for this field is based on the date in the Ref Date field and the payment terms entered in the Pay Terms field. To make the system calculate the discount date, enter values into the Ref Date and Pay Terms fields, leave this field blank and press the RETURN key. Input to this field is optional.

The discount amount, if any, is entered here as a total dollar value. The default value for this field is based on the Pay Terms and the Voucher Total fields. To make the system calculate the discount amount, after entering data into the Pay Terms and Voucher Total fields, leave this field blank and press the RETURN key. Input to this field is optional.

Discounts, when taken advantage of, create income to the payer. That income can be itemized with a single general ledger account on your income statement. If a discount is applicable to the voucher, enter the general ledger account where the discount amount should be applied. The general ledger account must have been previously entered into the general ledger master file. The general ledger master file can be searched for unknown/forgotten account numbers through the validation screen associated with this field.

If a discount account was entered in the vendor master file for the vendor in the Vendor field, that account is the default value for this field (displayed by leaving this field blank and pressing the RETURN key).

All vouchers require a date when you expect payment to be made to the vendor. This date can be updated later, so that changes in your company's cash flow don't require you to follow through on each original planned payment date.

The payment date can be calculated from the Ref Date and the Pay Terms fields. To make the system calculate this date, enter values in the Ref Date and Pay Terms fields, leave this field blank and press the RETURN key. Input to this field is required.

When you are satisfied with the contents of the upper half of the screen, press the STORE <F5> button to access the lower or detail half of the screen. The lower part of the voucher screen appears as follows:

This part of the screen is where the voucher distribution is done. The form is repeating and accepts an unlimited number of detail lines. The sum of the detail lines must equal the voucher total entered in the upper half of the voucher.

Each detail line of the voucher begins with the name of the journal. Enter the journal code, but remember that the journal code and the account must be compatible. For example; when making an entry to the general ledger, Journal = gl, you must use a general ledger account. Should you be entering an amount to the fixed asset journal, Journal = fa, you must use a fixed asset code. The following list shows the journal code, journal name, and the appropriate entry to the Account/Job.Act/Product field. This list includes the journals most commonly used in distributing vouchers.

Journal Code Journal Name Account/Job.Acct/Product

gl General Ledger general ledger account

in Inventory inventory product code

fa Fixed Asset fixed asset code

jc Job Cost job activity code

The Account, Job.Act, or Product must be compatible with the journal which was entered in the previous field. See the chart above for specific combinations.

For inventory control or job costing, enter the number of units for each detail line. Like the balance amounts, the units field is incremented each time a transaction is posted. Through the use of the units field, you add items to inventory or track units of material used on a job.

Enter the dollar amount for each detail line. The sum of all the detail lines must equal the total amount of the voucher which you entered in the body of the voucher above. Trying to exit with an unbalanced voucher will produce a message telling the operator that more or less is needed. Each detail line requires you to store the record by pressing the STORE <F5> button.