Vouchers are used to pay vendors and employees. Vendors can include nonprofits, grantees, businesses, and people you pay. Vouchers pay all incoming bills, payments to employees, payment of employee benefits, expenses for events, office supplies, scholarships, and grants.
There are two main types of vouchers in CommunitySuite: AP vouchers and statement vouchers. AP vouchers generate a check or electronic payment to a vendor. Statement vouchers record financial activity like investment returns, bank fees, and interest directly to an asset account without creating a payment.
Who: Finance and accounting teams, and other staff responsible for managing vendor and employee payments.
Use Vouchers to:
- Create and process payments to vendors, nonprofits, grantees, or employees from the Vouchers page.
- Track payment status across voucher buckets from request through payment and cancellation.
- Process special payment scenarios, such as sending one check to a vendor from multiple funds using multifund vouchers, or recording investment returns and bank fees using statement vouchers.
- Refund money to a fund or cancel a posted voucher when a payment needs to be reversed.
- Configure voucher settings, permissions, and custom content to support your organization's workflow.
Voucher Buckets
Vouchers are organized into voucher buckets, which provide clarity of voucher status and improve workflow. The voucher buckets listed below are available on the Vouchers page.
Request - Contains voucher that have been requested from the Funds Management tab of the portal.
New - Contains new vouchers that were created directly from the Vouchers page.
Approval - Contains vouchers that are waiting to be approved.
Posted - Contains vouchers that have been posted. Vouchers generated from grants will move directly into this bucket.
Paid - Contains vouchers that have gone through accounts payable and been paid.
Canceled - Contains a list of any vouchers that have been canceled.
Vouchers Process
Vouchers can be created or imported to pay vendors and employees. Use a standard voucher if you plan to pay vendors or employees electronically or with a check. Vouchers have an approval process that can be configured in Voucher Settings.
Resources:
- Create, Post, and Pay a Single Voucher
- Copy, Edit, or Delete a Voucher
- Import Transactions and Historical Records
- Pay Open Vouchers From Accounts Payable
Statement Vouchers
Statement vouchers are used 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. Statement vouchers do not create a check, and the voucher approval process configured in Voucher Settings applies to AP vouchers only. Statement vouchers have their own separate permissions and review workflow.
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Special Types of Vouchers
AP clearing vouchers are typically used during migration and can be used for specific situations after discussing with Support. Multifund vouchers can be used to send a vendor one check from multiple funds.
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Refund or Cancel a Voucher
If money needs to be returned to a fund for a non grant or scholarship, then a refund can be processed for a paid voucher. In the event a voucher needs to be canceled, it must have already been approved and posted. Reversing entries are created when a voucher is canceled. Vouchers in the Request bucket can be voided.
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Voucher Settings
Voucher settings can enable or disable specific functionality. Site custom content allows users to add custom text and messages to specific fields in this area. The vouchers dashboard provides a summarized view of voucher information.
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