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xTuple for Service Businesses Demo Guide

  
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7.4. Miscellaneous Vouchers
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7.4. Miscellaneous Vouchers

Another option for paying vendors is to use miscellaneous vouchers. Many service businesses like using misc. vouchers because they avoid the overhead of purchase orders—while at the same time providing more control points than misc. checks.

For this scenario, we'll assume we need to pay United Parcel Service (UPS) for some recent shipping charges. There was no purchase order involved. But instead of simply cutting them a check, let's create a misc. voucher as an intermediate step designed to confirm payment should be made.

To pay a vendor using a misc. voucher, follow these steps:

  1. Go to Accounting > Accounts Payable > Workbench.

  2. Specify All Vendors or limit the view to the UPS vendor.

  3. On the Open Vouchers tab, select the NEW MISC. button.

  4. Enter "UPS" in the Vendor Number field using the magnifying glass—or type the number manually.

  5. Under the Misc. Distributions tab, select the NEW button so we can add the distribution information.

  6. On the Distribution screen, select the Expense Category option.

  7. Enter "Outbound Freight" in the Expense Category field using the magnifying glass—or type the code manually.

  8. In the Amount to Distribute field, enter an amount (e.g., $33.95).

  9. Finally add any notes to document the transaction.

  10. The screen should look as follows:

Misc. Voucher Distribution

After the distribution information has been added, there is only one more step here:

  1. Select the SAVE button.

Once you've saved the distribution information, you'll be brought back to the header for the misc. voucher. The following information is needed to complete the misc. voucher:

  1. Enter today's date as the invoice date, followed by the TAB key (which will cause the other dates to be filled in automatically).

  2. In the Vendor Invoice field enter any number representing the vendor's invoice number.

  3. In the Amount to Distribute field, enter the same amount as shown in the Amount Distributed field.

  4. In the Balance field, the amount should be "0.00".

  5. The screen should look as follows:

Misc. Voucher header

When you've entered the needed information, just do the following:

  1. Select the SAVE button.

The rest of the steps should be fairly familiar to you now, based on previous examples. All the tasks can be performed on the Payables workbench. The first thing to do is post the misc. voucher. To post the misc. voucher, follow these steps:

  1. Go to Accounting > Accounts Payable > Workbench.

  2. From the Open Vouchers tab, right-click on the misc. voucher you just created.

  3. Select the Post Voucher option, as shown in the following screen:

    Post Misc. Voucher

  4. Confirm the distribution date and click CONTINUE.

Now that the misc. voucher has been posted, the next step is to select it for payment. To select the voucher for payment, follow these steps:

  1. Go to Accounting > Accounts Payable > Workbench.

  2. Go to the Payables tab and select the QUERY button if the misc. voucher is not already shown in the list.

  3. In the Use default Bank Account field, select EBANK.

  4. Highlight the misc. voucher you just posted.

  5. Choose the SELECT LINE button.

  6. The screen should look as follows:

Select misc. voucher for payment

With the misc. voucher already selected for payment, we are ready to prepare the check run. To prepare the check run, follow these steps:

  1. Go to Accounting > Accounts Payable > Workbench.

  2. Select the Checks tab.

  3. In the Bank Account field, select EBANK.

  4. Then select the PREPARE button and follow the prompt to prepare the check run.

  5. Once the check run is prepared, the screen should look like this:

Prepare Check Run

The next step is to print the check. To print the check, follow these steps:

  1. Highlight the check we just created.

  2. Select the PRINT button, using the Selected Check option.

  3. The screen should look as follows:

Print Check

Notice on the Print Check screen that the next check number is shown. As we saw previously, the next check number is defined on the Bank Account screen. We are now ready to print the check:

  1. Select the PRINT button using the Selected Check option.

  2. Choose a printer from your operating system's printer dialog and print the check.

  3. Click YES to indicate the check was printed successfully.

Once the check has been printed, the Check Run screen will be updated to show the check's printed status. A check must be printed before it can be posted. To post the check, follow these steps:

  1. Highlight the check.

  2. Select the POST button, using the Selected Check option.

  3. The screen should look as follows:

Post Check

On the Post Check screen there is one final step:

  • Select the POST button.

And that's the end of the process flow for paying vendors with misc. vouchers used as an intermediate control step.

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7.3. Processing Checks Home 8. Financial Reporting