Miscellaneous Vouchers can be used to authorize payments for non-Inventory goods or services. You might use a miscellaneous Voucher, for example, to authorize payment for Utility bills or other non-Inventory expenses. To enter a Miscellaneous Voucher, select the "Enter New Miscellaneous Voucher" option. The following screen will appear:
Note
A Voucher posts to the General Ledger effective on the Invoice Date entered on the Voucher—not on the date it is posted, as might be assumed.
When entering a new Voucher, you are presented with the following options:
- Voucher #
Next available Voucher Number will automatically display, unless your system requires you to enter Voucher Numbers manually. Default values and input parameters for Voucher Numbers are configurable at the system level.
- Vendor #
Enter the Vendor number of the Vendor you want to enter a Miscellaneous Voucher for.
- Amount to Distribute
Specify the dollar amount you intend to distribute to the Vendor for the Miscellaneous Voucher.
- Amount Distributed
Displays sum of all miscellaneous distributions for the Miscellaneous Voucher.
- Balance
Displays the difference between amount to distribute and amount distributed.
- Invoice Date
Enter an Invoice date for the Voucher. The Invoice date is used for determining the due date, based on the specified Terms.
- Distribution Date
Enter the date of the current distribution. When the Voucher is posted, this is the date when the posting will be recorded in the General Ledger.
- Due Date
Enter the date payment is due to the Vendor. The due date is derived when the specified Terms are added to the Invoice date.
- Terms
Specify the billing Terms for the Voucher.
- Vendor Invoice #
Enter the Vendor Invoice Number associated with the Miscellaneous Voucher.
- Reference
Use this field to enter any notation or reference required for further identification.
- Flag for 1099
Select to flag transaction for Form 1099 Tax reporting.
- Miscellaneous Distributions
Display lists miscellaneous Cost distributions related to the Miscellaneous Voucher.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without entering a new Miscellaneous Voucher, returning you to the application desktop.
- SAVE
Creates the Miscellaneous Voucher.
- NEW
Select to distribute Costs for the Miscellaneous Voucher.
- EDIT
Enables you to edit highlighted miscellaneous distributions. The edit screen is the same as that for creating a new miscellaneous distribution—except that when editing, the fields will contain miscellaneous distribution information. Double-clicking on a miscellaneous distribution will also bring you to the editing screen.
- DELETE
Highlight a miscellaneous distribution and then select this button to remove the miscellaneous distribution from the list.
In addition to Line Item specific distributions, you may also enter miscellaneous distributions to affect the Voucher as a whole. To enter a miscellaneous distribution, select the NEW button from the main Voucher screen. The following screen will appear:
When entering a miscellaneous Voucher distribution, you are presented with the following options:
- Distribution Options
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Select one of the following distribution options:
- Account
Select a General Ledger Account to use for the distribution.
- Expense Category
Select an Expense Category to use for the distribution.
- Amount to Distribute
Specify the amount of the miscellaneous distribution. If there is a balance still to be distributed once all Voucher Items have been distributed, then that remaining amount will be entered here by default.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen, returning you to the previous screen.
- SAVE
Saves the information and adds it to the list of miscellaneous distributions, simultaneously adjusting both the Voucher amount distributed and the balance distributed.