- Select Vouchers from the Home page.
- Click Create.
- Search for a Vendor and select from the drop-down menu, or click Show List and select from the a list of all vendors.
- If you clicked Show List, select the name of the vendor from the list.
- Select the Address where you want the check to go.
- This will default to the address that was designated as Pay in the Profile.
- If there isn't a Pay address noted in the Profile then it will default to the Primary address.
- Click the calendar icon and select the Voucher Date.
- Begin typing the name of the Fund that the voucher will be paid from, and select it from the drop-down menu.
- Enter a Reference Number.
The Reference Number is usually located on the invoice. If this is left blank, a unique ID number will be assigned to the voucher.
- Click Choose File to attach a copy of an invoice, or related documentation.
- If applicable, click the calendar icon and select a Due Date for the voucher.
- Check the box next to Reduce Spendable to pay the voucher from the associated fund's spendable balance.
- For each line item, select an Expense Account, then enter a Description of the voucher, Qty (quantity), and Unit Cost.
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- The Expense Account is the account being charged.
- If the Qty (quantity) is left blank, it will default to 1.
- Unit Cost is the amount from the bill.
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- Click Save
- For repeat vouchers, select Copy from your list of Recent Vouchers. The Account, Description, Quantity and Amount will all be duplicated - so remember to enter the new charges and date as needed. This is only available after you have created at least one voucher for the vendor.
