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Create and Edit Statement Vouchers

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Statement vouchers are used in the revenue share process to share gains, losses, and fees across funds with a balance in an account or pool parent account. Use statement vouchers to record investment returns, bank fees, and interest. They can also be used to record the accrual and reversal of interest or dividends, where applicable. Unlike standard vouchers, statement vouchers do not create a check; the entry adds or removes money directly to that asset account. Use a standard voucher if you plan to pay your vendors electronically or with a check. 

Who: Finance and accounting teams recording investment activity, bank fees, and interest in CommunitySuite.

Statement vouchers do not follow the voucher approval process if voucher approval is enabled in Voucher Settings.

 

This is a click by click audio tutorial. On the steps that say “Click Next”, wait until the voice stops talking for the Next button to appear, or use the arrows in the bottom navigation bar to move to a new step. Click Start Tutorial to begin.

The tutorial below provides an overview of how to create a statement voucher.

 

To create a statement voucher in CommunitySuite:

  1. Navigate to the Accounts page.
  2. Click the Asset Account number.
    • If working with an account that is part of the pool, use the asset account number related to the subaccount. Statement vouchers should not be entered against a parent pool account.
      account number
       
  3. Click Add Fee/Interest next to the account number.
    • If the account does not have a vendor assigned, select the vendor whose statement is being created. 
    • If accruals need to be recorded, create a separate statement voucher for only those line items.
  4. Add the applicable Create Statement Voucher information.
    • Vendor - The vendor will automatically be entered.
      • Click [change] next to the vendor name to change the vendor. 
    • Statement Date - Enter a statement date.
    • Fund - Select the fund that should receive the statement voucher if the account is held by only one fund and does not need to be shared out. 
      • Select the revenue share fund if the account is in a pool and investment activity will be allocated across participating funds.
    • Reference Number - Enter a reference number, which is usually located on the invoice.
      • If the field is left blank, a unique ID number will be assigned.
    • Attachment - Attach a file that is associated with the voucher.
      statement voucher fields
       
  5. Add the applicable Items information, and then click Save.
    • Enter all fees, interest, dividends, losses and gains. 
    • Amount - Enter the amount for each line item.
      • Enter positive amounts for gains, dividends, and interest earned.
      • Enter negative amounts for losses and fees.
        items information
         
  6. Click Post in the left-side menu.
  7. Run Revenue Share if the fund on the statement voucher is the Z_Revenue Share fund.

Copy a Recent Statement Voucher

CommunitySuite retains a list of the most recent statement vouchers in the Recent Statement Vouchers table. If a statement is similar to one created in the past, click Copy, and the statement voucher will populate with the associated investment holding fund, the revenue and expense accounts, the description, and the previous amount. Edit the details to reflect the current statement.

Use statement vouchers to record the accrual and reversal of interest or dividends. To create an accrual voucher in CommunitySuite:

  1. Create a Statement Voucher.
    • The fund on the statement voucher must be the Z_Revenue Share fund.
    • Do not post the voucher.
  2. Click Edit in the left-side menu.
  3. Add the Revshare Accrual Account and Revshare Reverse Date, and then click Save.
    • The accrual account must be a unique receivable account other than the ones listed in account defaults.
    • The reversal date should be the first of the following month.
      accrual information and save button
       
  4. Click Post in the left-side menu.
  5. Run Revenue Share.

Once a statement is received, create the statement voucher to allocate the actual earnings. The statement voucher with the accrual account listed does not put money on the books as it is reversed on the selected reverse date.

Revenue Share Considerations When Editing a Statement Voucher 
Editing or unposting a statement voucher will not undo any revenue share that has already happened or been associated with the statement voucher. If you edit a statement voucher, it is recommended that you also unpost and delete the revenue share, then edit the statement voucher and run revenue share again.

To edit a statement voucher in CommunitySuite:

  1. Navigate to the statement voucher that needs to be edited.
  2. If the statement voucher is posted, click Unpost in the left-side menu.
  3. Click Edit in the left-side menu.
  4. Make any edits, and then click Save.
    save button
     
  5. Click Post in the left-side menu.
  6. Run Revenue Share if the fund on the statement voucher is the Z_Revenue Share fund.

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