Create, Post, and Pay Vouchers

To create a single fund voucher in CommunitySuite:

1. Navigate to the Vouchers page and click Create in the left-side menu.
2. Enter the vendor name in the Choose Vendor field and select the vendor from the drop-down list.
   • Alternatively, click [show list] to select a vendor from the list.
     
      
3. Enter the applicable Create Voucher information.
   • Voucher Date is a required field.
     • Address - This will default to the address that was designated as Pay in the profile. If there is no Pay address noted in the profile, it will default to the primary address.
     • Voucher Date - Creation date that appears on the voucher.
     • Allocation Amount - Amount to be dispersed based on the allocation table selected.  
     • Allocation Table - Select an allocation table to automatically allocate the expense amounts for this voucher according to the allocation table. 
     • Fund - Type the name of the fund that the voucher will be paid from and select it from the drop-down menu.
     • Reference Number - This is usually located on the invoice. If left blank, a unique ID number will be assigned to the voucher.
     • Check Memo - Information that prints on the check.
     • Attachment - Click Choose File to attach a copy of an invoice or related documentation.
     • Due Date - Date the voucher payment is due.
     • Reduce Spendable - Check the box next to Reduce Spendable to pay the voucher from the associated fund's spendable balance. This is only required for funds that are actively tracking spendable.
       
        
4. Enter the applicable Items information, and then click Save.
   • If a default account is set on the vendor record, it will automatically populate as the Expense Account on the voucher.
   • All fields are required.

To create a multifund voucher and pay a vendor from multiple funds using one check in CommunitySuite:

1. Navigate to the Vouchers page and click Create in the left-side menu.
2. Enter the vendor name in the Choose Vendor field and select the vendor from the drop-down list.
   • Alternatively, click [show list] to select a vendor from the list.
     
      
3. Click Make Multifund in the left-side menu.
4. Enter the applicable Create Voucher information.
   • Fund allocation is handled per line item in the Items section.
   • For descriptions of all other voucher fields, see Create a Single Fund Voucher.
     
      
5. Enter the applicable Items information, and then click Save.
   • If a default account is set on the vendor record, it will automatically populate as the Expense Account on the voucher.
   • All fields are required.
     
      

To post and pay a voucher in CommunitySuite, follow the option that matches your organization's approval workflow:

Option 1: No Approval Required

To post and pay a voucher without approval in CommunitySuite:

1. Click Post in the left-side menu.
2. Click Pay in the left-side menu.
3. Enter the applicable Pay Voucher information and then click Create Check.
   • Account and Check Type are the required fields.
     • Account - The account used to pay the check. 
     • Check Date - This defaults to the day of check creation.
     • Payment Amount - This is the amount of the voucher.
     • Check Type - Select check or electronic.
     • Memo Line - Enter a memo.
       
        
4. Click Print Check in the left-side menu for check payments or click Post in the left-side menu for electronic payments.
   • Pre-Printed Checks provides guidance on testing check alignment for check payments.

Option 2: Approval Required

To use this feature, Voucher Approvers must be added to the funds, and Enable Voucher Approval needs to be turned on in Voucher Settings. 

To post and pay a voucher that requires approval in CommunitySuite:

1. Click Post & Get Approval in the left-side menu.
   • The voucher will move to the Vouchers Approval bucket, and voucher approvers will receive an email notification that they need to review the voucher before it can be posted. Once approved, the voucher will move to the Posted bucket and can be paid.
2. Click I Approve in the left-side menu.
3. Click Pay in the left-side menu.
4. Enter the applicable Pay Voucher information, and then click Create Check.
   • Account and Check Type are the required fields.
     • Account - The account used to pay the check. 
     • Check Date - This defaults to the day of check creation.
     • Payment Amount - This is the amount of the voucher.
     • Check Type - Select check or electronic.
     • Memo Line - Enter a memo.
       
        
5. Click Approve in the left-side menu.
6. Click Print Check in the left-side menu for check payments or click Post in the left-side menu for electronic payments.
   • Pre-Printed Checks provides guidance on testing check alignment for check payments.