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Everything about vouchers

What are vouchers?

Resolution: 

Vouchers are how we refer to invoices from creditors/suppliers. Other common names are creditor invoices, supplier invoices, bills, etc. 

• Adding a new voucher: 
• • New vouchers are added through the Creditor invoice management. 
  • To add a new voucher click on the Create new voucher button, and fill in the details. 
  • If your WorkBook has been setup for it, you are able to attach the voucher file (meaning a scanned copy of the invoice). 
  • When you have clicked OK you can define if this voucher is to be posted to a job or a finance account (Project entry or Operating entry).
  • Either way you will not need to select the job or account as this can be filled later in the workflow by the approver(S). 
• Margin factor:  When selecting a project entry it sets the margin factor from the price list on the job. Calculating the cost amount x margin factor = sale amount. 
• Goods or services: Good or services can be set dependent on your local jurisdiction. 
• Approving vouchers:  Dependent on the approval setup for the company, different approval settings can apply. In order to go to the next level (being either For approval or For booking) the buttons below will let you do this. You can select more than one voucher in the list and send them all off to the next step.  To check the approval status of a voucher:  Open the filter sidebar and Apply the filters accordingly. 
• Reversing a voucher: If for some reason a voucher has been booked to the finance and you want to reverse it (not getting a credit note from the creditor that equalizes the voucher) you can reverse the voucher by clicking the Piece of Paper with two arrows button 
• Blocking for payment: If you use the Creditor payment proposal functionality, then you can block a specific voucher from appearing by blocking/unblocking the payment using these buttons: P 
• Parking the voucher: If you wish to stop any voucher going through an internal approval workflow, then you can park this specific voucher from appearing by parking/cancel parking the voucher using these buttons: P w/ a circle around it 
• Voucher approvals:  Once a voucher has been sent for your approval, the system will notify you in the Conversation & Notification center. In here you will find a notification regarding the voucher that needs approval.
  As you can see from the screen below, you are able open and view the voucher file (often a PDF). Also you can change what job it must be booked on or if the entire or part of the amount most go to a finance account. There are many rules and options that can be applied for setting up your own voucher approval workflow, so please check with your finance team for any specifics.  Once you have approved a voucher it might go to the next approver or, if you are the last one, directly to Project postings in the finance. The list of approvers can be seen under the voucher details. 
• Add/remove approver: If you'd like to manually add or remove to a voucher simply do it in the bottom grid of the creditor invoices, you can add, delete and move approvers.  Any approver you manually add will have the role Manually added approvers. You can also move the approval to another employee, remove an approver or add a comment. 
• • Priority in approvers: 
  • • Approver priority 1 – First approver 
    • Approver priority  2 – Second approver 
    • Approver priority  3 – Third approver … etc. 
  • Should you want to prioritize the approvers connected to the approval flow of a voucher this is also possible. Prioritizing means that priority 2 does not receive any approval notification before priority 1 has approved.  When adding a new approver you can select Increase existing approvers priority by 1 to make sure the new approver added is the first in the row. 
• Approval details:  Once the voucher is set for approval you will find the date of approval for each approver under Approval date.  You might also experience other automated approvers being added. You can see their role under Primary approver role.  These automatically added approvers can be adjusted under Creditor invoice approval under Settings. 
• Approval notification:  Once the approval flow has been set in motion each approver will receive a notification according how the flow is set up. A notification looks like this and hold all the information needed to approve or reject an entry.  If you have several vouchers for approval you will see more than one. From the vertical four buttons you can view Voucher line details, Log, Approvers and Dimensions. All this should help make an informed decision of either approving or rejecting the voucher. 
• Reject vouchers awaiting for approval:  In Conversations & Notifications you can now reject vouchers waiting for approval 
• Open vouchers:  This manual will show you how to use the administrative follow-up open vouchers.  This administrative follow-up shows you all of the open vouchers. For a voucher to be booked it needs to be in status 50. 
• Reversing a voucher:  To book a voucher, first you must have one that is approved and finalized (if you need to know more about this, we have this guide about PO’s). 
• Book a voucher:  To book a voucher, navigate to project postings. This is where you book vouchers, expenses, invoices and more. You can also filter by date and see the vouchers for booking in the sub grid 
• Reversing voucher:  In order to reverse the voucher after booking, go to creditor invoice management. To make it easier to find the correct voucher, you can filter by status. In this case, the status should be booked. Then, find the icon (highlighted in the picture below)  to reverse the selected voucher. When the dialogue create copy/reverse voucher appears, it is important to give the reversed voucher a new name. 
• Approving reversed voucher: Once the voucher is reversed, we need to adjust the filter. The status of the voucher will no be 10 – ‘ new voucher’ and this is where you will be able to find it. If and when we want to approve this voucher again, you may do so with the top icon 
• Booking reversed voucher: Once the voucher is approved again, it will be ready to book once more. This is done as normally, in the project postings. You will be able to see your reversed voucher in the sub grid. The voucher will now be booked again and will be found in creditor invoice management, use the filter to find vouchers with status booked. 
• Vouchers blocked for payment:  In Vouchers blocked for payment you find a list of vouchers currently blocked for payment. A user can set this status if there is something wrong with the delivery and you don't want to pay the vendor until the issue has been resolved 
• How to pay vouchers with a credit card:  Paying vouchers using a credit card in WorkBook.
• Make the holding account: First, create a holding account for the credit card.
• Create the payment method: Next, create a payment method called Credit card and tie it to the new holding account you have created.  
• Set the payment method on the creditor: Now, set the payment method on the creditor. You do this in the creditor list in the tab payment and payment proposal settings. 
• Create a payment proposal:  Finally, make a creditor payment proposal. The payments will now be debited on the creditor involved and credited directly on the finance account associated with the holding account. 
• Setting up voucher sequences: 
• • Purpose:  In this section you will learn how to set up voucher sequences. Voucher sequences are used in several places in WorkBook. Sales invoices, creditor invoices, journals, inter-company vouchers, expense entries are just some of them.  
  • Your WorkBook has a number of predefined voucher sequences for the most common voucher types used in WorkBook. 

Columns in the grid: 

• Code Name a recognizable abbreviation for your voucher sequence 
• Description Description of your vouchers sequence 
• Type You have three options: 
• • Check no. 
  • Journals 
  • Vouchers 
• Prefix Type a prefix for your voucher sequence. It’s highly recommended to surround your voucher numbers with either a prefix or a suffix 
• Suffix Type a suffix for your voucher sequence. It’s highly recommended to surround your voucher numbers with either a prefix or a suffix 
• Start value State a numeric value for each voucher sequence to start with 
• End value State a numeric value for each voucher sequence to end with 
• Uninterrupted Uninterrupted means the system will use the next start value you set, and not the next available value the system finds. If there are gaps in the sequence, then these will be filled out before continuing with the next number 
• Provisional value Showing the last entered value of this voucher sequence 
• System variables related to vouchers:
• • System variable 511 – allow to re-use voucher number