Vouchers
Every voucher in the chosen set of books (drafts, posted, reversed and cancelled), with filters and the menu to start a new voucher.
Vouchers
Every entry in the ledger is a voucher. This list shows all the vouchers in one set of books: drafts still being prepared, posted entries, reversed entries and cancelled drafts. Use it to find an entry, check what is still waiting to be posted, or start a new voucher.
Where to find it
In the sidebar, open the Accounting group and choose Vouchers. You can also get here from:
- the Vouchers button in a set of books' header, and the Vouchers count and quick link on the Books overview;
- the Show link beside the pending drafts when you close a fiscal year, which opens this list already filtered to Draft;
- the Vouchers breadcrumb on every voucher page.
The page has two tabs: Vouchers (this list) and Outstanding bills.
You need any permission on Vouchers to open the area. Without one the page shows "No access" and "You do not have permission to view vouchers. Ask your administrator." To see the list itself you need the View permission on Vouchers. In the default roles that is the Administrator, Finance Lead, Accountant, Project Manager, Sales Manager, Compliance Officer, Auditor and Rehab Officer.
Choosing the books
Every voucher belongs to one set of books (one per promoter company). The Books switcher at the top right shows which set you are looking at:
- with several sets of books it is a dropdown; inactive books read "<name> (inactive)";
- with only one set it is a link to those books;
- a red Inactive badge shows when the chosen books are inactive.
The app remembers your last choice in this browser, and the tabs keep it as you move around. Choosing books needs the View permission on Books. Without it you see "Choosing a set of books needs the Books read permission. Ask your administrator." If your organization has no books yet, the page shows "No books yet" and "Set up books for a promoter company first: that copies the chart of accounts, opens the fiscal year and seeds the voucher types.", with a Set up books button for people with the Create permission on Books.
Before you start
- The promoter company's books must be set up on Books.
- To create vouchers, the books need at least one active voucher type (see Voucher types).
What you see
The page header reads "Every entry in the ledger is a voucher: drafts are editable, posted vouchers are immutable and corrected by reversal. Bill-wise ledgers track what each bill still owes."
Above the grid you have:
- Search: part of the voucher number, the narration or the reference (placeholder "Search by number, narration or reference").
- Status: Any status, Draft, Posted, Reversed or Cancelled.
- Kind: Any kind, Receipt, Payment, Journal, Contra, Sales, Purchase, Credit Note or Debit Note.
- Voucher type: Any type, or one of the books' voucher types as "<name> (<code>)".
- Fiscal year: Any year, or "FY <name>".
- From date and To date.
- Project: Any project, or one project. Shown only with the View permission on Projects.
- Ledger: Any ledger, or one ledger; the list then shows only vouchers with a line on that ledger.
The grid columns:
| Column | What it shows |
|---|---|
| Date | The voucher date, with "FY <name>" underneath. |
| Voucher | The voucher number as a link, or "Draft" while it has no number yet. Underneath: the voucher type and "ref <reference>" when there is one. |
| Narration / ledgers | The narration (or "—"), with the codes of the ledgers the voucher uses underneath. |
| Context | Badges for the project, the booking number, and, for a voucher the app raised itself, where it came from (for example demand or payment). |
| Amount | The voucher total (its debits). "Unbalanced" appears under a draft whose debits and credits differ. |
| Status | The status badge. "Period locked" appears underneath when the voucher's accounting period is locked. |
| Actions | The row's shortcut icons. |
The list opens sorted by date, newest first. Click a column title to sort by it (Actions can't be sorted). When nothing matches the filters the grid reads "No vouchers match".
What you can do
New voucher
A menu in the header with one entry per active voucher type of these books, written "<type name> (<kind>)", for example "Receipt (Receipt)", in the order set on the voucher types. Choosing one opens New voucher for that type.
- Who: anyone with the Create permission on Vouchers. In the default roles that is the Administrator, Finance Lead and Accountant.
- When it isn't shown: without the permission, when the chosen books are inactive, or when the books have no active voucher type.
Open
The eye icon on each row (tooltip "Open"), or a click on the voucher number, opens the Voucher page.
- Who: anyone who can see this list.
Edit
The pencil icon (tooltip "Edit") opens Edit voucher draft.
- Who: anyone with the Edit permission on Vouchers. In the default roles that is the Administrator, Finance Lead and Accountant.
- When it isn't shown: on vouchers that are not a Draft, and without the permission.
Statuses
| Status | Meaning |
|---|---|
| Draft | Being prepared. It has no number, can be edited, and doesn't affect any balance. |
| Posted | In the ledger. It has its number and can no longer be changed. |
| Reversed | A posted voucher that has been cancelled out by a reversal. It stays in the ledger next to its reversal. |
| Cancelled | A draft that was set aside. It never reached the ledger. |
A draft becomes Posted with Post or Save and post, and Cancelled with Cancel draft. A posted voucher becomes Reversed with Reverse. See Voucher.
Things to know
- Posted vouchers can't be edited. A mistake in a posted voucher is corrected by reversing it and entering the right one. This keeps a full trail of what was recorded and when.
- Many vouchers are raised by the app itself. Issuing a demand, clearing or bouncing a payment, approving a commission, accruing tenant benefits, cancelling a booking and closing a fiscal year all post their own vouchers. The Context column names where each one came from.
- Numbers are given on posting. Drafts show "Draft" in the Voucher column until they are posted.
- Drafts block a year close. A fiscal year can't be closed while it holds drafts. Filter Status to Draft to find them, then post, cancel or delete each one.
- The Voucher type filter lists every voucher type of the books, including inactive ones, while the New voucher menu offers only active types.
- Your organization can rename the tab labels and the grid's column titles, so your screen may use different words.
Related
Related
- Outstanding billsScreen
The bills on bill-wise ledgers of the chosen books: what each bill was for, how much has been settled, what is still outstanding and how overdue it is.
- New voucherScreen
Enter a manual voucher (receipt, payment, journal, contra, sales, purchase, credit note or debit note) with its lines and bill allocations, and save it as a draft or post it straight away.
- VoucherScreen
One voucher with its lines and bill allocations, its reversal links, its history, and the actions to post, reverse, cancel or delete it.
- Edit voucher draftScreen
Change a draft voucher's details, lines and bill allocations before it is posted, then save it or post it.
- Voucher typesScreen
The voucher numbering series of a set of books, one per kind of voucher: add a series, or change its prefix, suffix, digits and whether it restarts each fiscal year.
- BooksScreen
The list of every set of books in your organization, one per promoter company, with the actions to set up books for a company, open a set or delete one.
- Day bookScreen
Every posted voucher line in a date range as a paged grid you can sort, resize and filter by column, with totals for what the filters match and CSV export.
- Vouchers, reversals and system vouchersConcept
A voucher is the only way an amount enters the ledger: a dated header with balanced debit and credit lines, editable as a Draft, numbered and frozen when posted, corrected only by a mirrored reversal; demands, payments, commissions, benefit accruals, cancellations, revenue runs and the year-end close post their own system vouchers the same way.
- Books, the active books switcher and cost centresConcept
A set of books is the ledger of one promoter company: every posting for a project lands in its promoter's books, every accounting screen works on the one set chosen in the Books switcher, and cost centres inside the books (usually one per project with a child per tower) let the ledger and reports be cut by project.
- Record a manual voucherHow-to
Enter a voucher by hand (a vendor bill, a bank charge, a TDS challan, a transfer between banks, a journal adjustment): choose its type, fill the header and the debit and credit lines, allocate bill-wise lines, and save it as a draft or post it.
- Post a draft voucher (maker-checker)How-to
As the checker, find the drafts an accountant has saved, review one, and post it so it gets its number and reaches the ledger.
- Books overviewScreen
The home page of one set of books: its company and settings, counts, fiscal years, and shortcuts to the chart of accounts, vouchers, reports and opening balances, with the actions to rename, deactivate or delete the books.
- Fiscal yearsScreen
The fiscal years of a set of books with their 12 monthly periods: lock or unlock a month, open the next year, and close or reopen a year at year end.