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Overview
Vouchers are created in the enter voucher screen. They can be thought of as a pre-check or a requisition to make payment. Vouchers record the receipt of a Vendor Invoice. This process is necessary for checks to be cut, but TRX separates entering Vendor invoices from cutting checks to allow for more user control over permissions.
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Create Voucher
PO Receipt/Freight Screen
The PO Receipt/Freight button in the header will open a screen to quickly create a PO Receipt or PO Freight Voucher.
Open the screen
Hit the PO Receipt/Freight button
Select Type
PO – This type is for PO Receipts
PO Freight – This type is for PO Freight
Enter Vendor
Type Vendor # or hit F9 to find it
Enter the Invoice number
Enter Invoice Date
Enter Amount
This must equal the sum of all PO Receipts selected
Enter PO Receipts
PO # - Type or hit F9 to find
Waybill - Type or hit F9 to find, will auto-fill if PO # is selected with F9
Amount - The amount to Invoice the PO Receipt
Finish the Entry
Process Voucher - Hit the Process Voucher button
Populate and Return - Hit the Populate and Return Button
PO Receipt Example
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PO Freight Example
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Manual Entry
Enter the voucher header information
Go to AP > Voucher Processing > Enter Vouchers
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Und. Amount - The detail lines of a voucher must equal the voucher amount. This field shows the difference between the detail lines and the voucher amount. A voucher cannot be saved until this amount is zero.
Date - This is the voucher date. The current date is the default value and is also the date of the General Ledger posting for this voucher. This date must be in an open General Ledger period.
Invoice - This is the Vednor invoice number being paid. If a voucher was previously entered for this invoice, a warning is displayed (making sure an invoice isn't paid twice). This becomes searchable in other screens.
Invoice Date - This is the date on the invoice. The discount and due dates are calculated using this date.
Disc Date - This is the date the voucher needs to be paid in order to take advantage of any discount. This date is calculated based on the terms on the Voucher (defaulted from Vendor) and the Vendor Invoice date (must be manually entered).
Due Date - This is the date the voucher needs to be paid so the invoice is not overdue.
AP Subledger - This is the General Ledger account to credit when posting the voucher. It will default in based on the Vendor record but can be changed (Use F9 for a list). This must be an A/P subledger account.
Comments - Enter any comments about the voucher up to 50 characters. These comments print on the check on the comments or notes line.
Run Date - This is the scheduled check run the voucher will be paid on. It is automatically calculated based on the discount and due dates of the voucher. Normally, vouchers are scheduled on the latest check run that allows the user to take advantage of any discount. If there are no check runs scheduled before the discount date, the run date will revert to the last check run prior to the due date. If there is no discount amount, the voucher will be scheduled on the last check run prior to the due date.
Enter Voucher Detail
After entering the voucher header, enter the detail lines of the voucher.
There are six types of voucher line types, and each line of the voucher can be used for a different line type if needed. The total of the lines must equal the amount of the voucher.
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PJA Line Type - This line type allows you to post to the G/L expense account and to expense the project for future billing of the customer (when billable is checked). If the expense is not to be billed to the customer, mark it as non-billable, and it will become a cost to the project. You will need to enter a valid G/L expense account and the dollar amount to be posted. The user also enters the project number, task, and subtask. You cannot post to a canceled project. If a project has been closed, you will be asked if you still want to post to the closed project.
RMA Line Type - This line type is for posting a credit from a vendor for an RMA entered for the vendor in the Purchasing module. RMA can only be used when entering a credit voucher. Simply enter the RMA number and hit OK.
Prepay PO Line type - Use this to prepay an open purchase order. Only un-received purchase orders can be prepaid. When the PO is received, it is matched with the voucher. Enter any combination of amounts and % for the overall Purchase Order and/or line by line.
SO Freight Line type – Use this line type when you need to write freight back to a Sales Order. It will post the amount back to the Sales Order as a cost. Enter the Order Number, the Order Freight Costs (to note any additional expense to be written back to the salesperson), and/or the Order Freight Sell to allow you to charge the Customer if you have our Plus Freight feature on.
PO Freight Line type – Use this line type when you need to write freight back to a Purchase Order.
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More Info on Line Types
Prepaid Purchase Orders
You can apply a Voucher for payment against a Purchase Order that has not yet been received. Select Prepay PO as the line type and enter the number of the open purchase order. Enter any combination of amounts and % for the overall Purchase Order and/or line by line. Then, Process the voucher and print the check normally.
When the purchase order is received, it will automatically be matched with the voucher. Using this method, you cannot account for any discrepancies between the cost of items on the purchase order and the cost of the items on the invoice. The variance will be zero.
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Credit vouchers are used when a credit is received from a vendor. The user enters credit vouchers the same as other types of vouchers, just choose Credit for the voucher type. Credit vouchers are still assigned a check run as the credit will be paired with a normal voucher to reduce the amount of the check. If there are no normal vouchers for a vendor, the credit remains open until a normal voucher is entered.
Credit voucher lines cannot be used for purchase order receipts. If a Project Accounting line type is used on a credit voucher, a negative expense is posted to the project.
Prepaid Vouchers
Prepaid vouchers are used when the vendor has already been paid either via a manually written check or a wire transfer. Prepaid vouchers require a bank account and a check number as part of the entry. When processed, prepaid vouchers create the check and process it, and the voucher is immediately marked as paid.
Void Vouchers
Voucher numbers must be sequential with no gaps. Once voucher entry has begun, the voucher cannot be deleted since it would cause a gap in the numbering - leaving a glaring hole in the audit trail. If the user decides they do not want to complete the voucher entry at any point (possible due to invoice discrepancies noticed partway through entry), click on the delete icon. The system will ask if the voucher should be voided. Select yes. This marks the voucher as void and the amount of the voucher is set to zero. The voucher is still processed with other vouchers, but no other entries are made.