Voucher types

Each voucher gets its number from its voucher type when it is posted: a prefix, a zero-padded counter and a suffix, such as RCP-0007. This tab lists the numbering series of one set of books. The eight standard types are created with the books; add another when you want a separate series, for a branch or a project.

Where to find it

Open a set of books from Accounting > Books and choose the Voucher types tab, or click the Voucher types count on the Books overview.

You need the View permission on Books to see the list. Adding, changing and deleting voucher types need the Edit permission on Books; in the default roles that is the Administrator and the Finance Lead.

What you see

The tab opens with: "Each voucher gets its number on posting from its type: prefix, zero-padded counter, suffix. The eight seeded types cover the standard books; add one for a second series (a branch, a project)."

The grid columns:

Column	What it shows
Voucher type	The name, which opens the type, with its code underneath.
Kind	The kind of voucher: Receipt, Payment, Journal, Contra, Sales, Purchase, Credit Note or Debit Note.
Next number	A sample number built from the type's settings, such as "RCP-0007", with "Restarts each fiscal year" or "Continuous · next <n>" underneath.
Status	Active in green or Inactive in red.
Actions	Edit (or view) and delete icons.

The list follows each type's sort order, then its code. With no types the grid reads "No voucher types".

Every new set of books gets these eight types, all restarting each fiscal year:

Code	Name	Prefix
RCPT	Receipt	RCP-
PYMT	Payment	PAY-
JRNL	Journal	JV-
CNTR	Contra	CON-
SALE	Sales	INV-
PURC	Purchase	PUR-
CRNT	Credit Note	CN-
DBNT	Debit Note	DN-

What you can do

New voucher type

Opens the New voucher type panel:

• Code (required, up to 30 characters, turned to capitals): placeholder "RCPT", hint "Letters, digits, underscores." Anything else shows "Letters, digits and underscores only".
• Kind (required, Journal by default): hint "Decides how the editor presets the lines."
• Name (required, up to 100 characters): placeholder "Receipt".
• Under Numbering:
  • Prefix and Suffix (up to 20 characters each): placeholders "RCP-" and "/24-25".
  • Next number (at least 1; 1 by default): hint "Starts here."
  • Digits (1 to 10; 4 by default): hint "Zero-padded width of the counter."
  • A live preview: "Next voucher will be numbered <sample>".
  • Restart each fiscal year (ticked by default): "Numbers continue across years when off."
• Sort order: a whole number, 0 by default, that places the type in the list.

Click Add voucher type, or Cancel.

• Who: anyone with the Edit permission on Books. Without it the button isn't shown.
• What happens next: "Voucher type added." The type can be chosen on new vouchers.
• If it's refused: "A voucher type with this code already exists in these books." on Code.

Edit

Click a type's name, or its pencil icon (tooltip "Edit <name>"), to open "<name> (<code>)". Code and Kind are fixed ("Fixed once created."). You can change the name, prefix, suffix, Next number (hint "Change only to skip or restart a series."), Digits, Restart each fiscal year, Sort order and Active ("Inactive types cannot be used on new vouchers.").

Click Save changes, or Cancel.

• Who: anyone with the Edit permission on Books. Without it the icon is an eye (tooltip "View <name>") and the panel opens read-only with a Close button.
• Greyed out: Save changes stays greyed out until you change something. No reason is shown on hover.
• What happens next: "Voucher type updated."

Delete

The bin icon (tooltip "Delete <name>") asks "Delete voucher type?": "<name> (<code>) will be removed. A type that vouchers already use cannot be deleted; deactivate it instead." Click Delete, or Cancel.

• Who: anyone with the Edit permission on Books. Without it the icon isn't shown.
• What happens next: "Voucher type "<name>" deleted."
• If it's refused: "Vouchers use this voucher type; deactivate it instead of deleting it." Edit the type and untick Active.

Statuses

• Active: the type can be used on new vouchers.
• Inactive: the type keeps its numbered vouchers, but a new voucher using it is refused with "That voucher type is inactive."

Tick or untick Active under Edit to move between them.

Things to know

• A number is given only when a voucher is posted. Drafts have no number yet.
• How the next number is worked out:
  • With Restart each fiscal year ticked, a voucher gets one more than the highest number the type has already used in that fiscal year. The first voucher of a new year gets 1. Next number isn't used to pick the number (though it still moves on after each posting), so the sample in the grid and the panel shows the carried-on counter and differs from what the first voucher of a new year actually gets.
  • With it unticked, a voucher gets Next number, and Next number then moves on by one.
  • Numbers never repeat within the same books, type and fiscal year.
• A new type always starts at 1. The Next number you type on a new type isn't saved. For a continuous series that should start elsewhere, add the type, then edit it and set Next number.
• Automatic postings rely on the standard types. Demands post as SALE, receipts and payouts as RCPT and PYMT, benefit accruals, commissions, cancellations and the year-end close as JRNL, and demand cancellations as CRNT. If one of these is made inactive or deleted, the posting is refused with "These books have no active <code> voucher type". This screen gives no warning, so keep these eight types active; add a new type for any extra series instead.
• A second series is for manual vouchers. Automatic postings always use the standard codes above.
• Why a used type can't be deleted. Posted vouchers keep their type and number for the audit trail, so a type in use can only be deactivated.
• Your organization can rename the grid's column titles, so your screen may use different words.

Related

• Books overview
• New voucher
• Vouchers
• Fiscal years