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.
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
PO Freight Example
Manual Entry
Enter the voucher header information
Go to AP > Voucher Processing > Enter Vouchers
Type – This drop down sets the type of voucher that will be created. There are four types:
Normal vouchers are used to record the need to pay a vendor's invoice. A normal voucher can pay any expense as well as be tied into a purchase order receipt or record an expense for a project - which can then be billed to a client.
Credit vouchers are used when a vendor sends an account credit. Credit vouchers are combined with other normal vouchers to reduce the total amount on a check. Checks cannot be created for negative amounts so the amount of a credit voucher must be less than the total of normal vouchers on a check or equal to it (for correction purposes).
Prepaid vouchers are entered when the check was handwritten, and the vendor has already been paid. This is a way of recording the payment information.
Void vouchers are simply vouchers that have been voided during the entry process. Vouchers are sequentially numbered with no breaks in the sequence. If a voucher needs to be deleted during voucher entry, the voucher is voided rather than deleted. This preserves the sequence of voucher numbers and leaves an audit trail to track/avoid possible theft and Vendor Discrepancies.
Vendor – This is the number of the vendor to be paid. Press F9 to search for vendors.
Voucher – This is the voucher number. Voucher numbers are automatically numbered and cannot be changed.
Terms – These are the terms used to calculate the discount date, discount amount, and due date of the voucher. The vendor's terms will default in but can be changed. Press F9 for a list of terms.
Amount - This is the total amount of the invoice being entered. If you are going to pay it in installments, you can split the payments in the View/Edit Check Run schedule under A/P>Check Runs>View/Edit Check Runs.
Discount - This is the amount of discount to take if the voucher is paid on or before the discount date. It is automatically calculated based on terms and the amount entered in the $ to Discount Field, but any discount amount can be entered as well.
$ to Discount – This field is the amount of the voucher that will be discounted.
Note: Quite often it will not be the whole amount of a voucher that will be subject to terms discount amount. To accommodate this we have created the $ to discount field. This field will default to take the amount entered into the voucher amount field, but if you place the actual dollar amount that qualifies for discount in this field, we will calculate the discount amount for you. EX: If you have 20 Net 10 for the total of $100, you would get a $20 discount. If you put only $80 in the $ to discount field, you would get a $16 discount.
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.
GL Line Type - Allows the user to post a dollar amount directly to a General Ledger Expense account. You must use a valid G/L expense account. Enter as many lines as needed using different expense accounts. We will caution you about posting directly to a subledger account as it will affect your Month End numbers, possibly causing you to be out of balance.
PO Line Type - Tie out to a purchase order receipt. The system will ask for a purchase order and receipt waybill. You will need to enter the purchase order number and the waybill of the receipt or use F9 to pull in both at once. The items on the receipt are automatically displayed with the quantities and unit costs. Vouchers for PO Receipts are entered as normal vouchers, and the line type should be PO.
The PO Receipts tab is then displayed showing the items that were received and the unit cost from the purchase order. If the costs on the invoice are different than the purchase order, and you weren't going to contest the discrepancy with the vendor, enter the cost from the Invoice in the Invoice Cost column. This will create a variance that is posted to the Purchase Variance account. When all of the costs are correct, click on the Invoice All button.
When the voucher is processed, the PO receipt is updated with the invoice number. The receipt is then removed from the Uninvoiced Receipts report in the Purchasing module.
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.
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.
Sales Order Freight
You can post freight costs back to sales orders by choosing the S/O Freight line type. Tab through and enter the sales order number to which the freight is to be applied. At this point, the fields will be populated with information from the Order. Press tab and enter the dollar amount of the Freight Cost. This will add freight cost to that sales order. If you use a negative amount, it will remove cost. Be sure to use the Freight Cost Already on Order, Total Order Freight Cost, and the Charge Back Amount to ensure that you are changing the cost to the correct amount. You can also enter in any Freight Sell Amount you will be charging the Customer.
If this process is done after the Order has been completed, a $0 debit memo will be created with cost to affect commissions.
Purchase Order Freight
You can post freight costs back to Items by choosing the PO Freight line type. Tab through and enter the Purchase order number to which the freight is to be applied.
Credit Vouchers
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.