Vouchers

Vouchers separate keying from posting. One person enters a numbered batch of invoices or payments, another reviews and approves it, and only then does it reach the ledger.

• Batch types for payables, payments, payment reversals and general ledger entries.
• A batch carries its own number and description, and stays open until it is approved.
• Review the whole batch on one screen before anything posts.
• Approve or un-approve a batch; posting is one action for the batch, not per document.
• Print a batch listing for the file, or for whoever signs it off.
• Pay a batch of approved vouchers in a single payment run.
• The audit trail records who entered the batch and who approved it.

Where to find it Vouchers › Payable  ·  Vouchers › Payment  ·  Vouchers › General Ledger  ·  Vouchers › Reports › All Batches

Working in batches

1. Open Vouchers › Payable (or Payment, Payment Reversal, General Ledger), give the batch a description and posting date, and press Continue.
2. Key each voucher — a vendor invoice, a payment, a journal entry — on the usual screen. Instead of posting to the ledger it is saved into the batch with a voucher number.
3. Keep adding until the batch is complete; close the screen and come back to it from Reports › All Batches at any time.
4. The reviewer opens the batch, checks the vouchers and their total against the paperwork, ticks it and presses Post Batches. Only then does anything reach the ledger.
5. A batch that is wrong is edited or deleted before posting; nothing has to be reversed.