Vouchers

JustWare is equipped with a tool that allows you to track name records that have funds in an overpay account, are entitled to restitution, or are owed any other payment from your organization.

These records are maintained in the Owed Money snap-in, which specifies the amount available to be vouchered. The Owed Money snap-in is linked to the Vouchers snap-in. The Vouchers snap-in is used to issue vouchers.

Creating a Voucher Record

1. In the Accounting Tools group, click Voucher.
2. Click the Owed Money snap-in.
   Tip: Only financial records associated with the selected collecting agency will appear in this snap-in. The Collecting Agency drop-down box allows the user to switch between agencies.

   Note: You can click any hyperlinked amount in the Amount Available To Voucher field to view a report of the different financial obligations comprising that amount.
3. Click the gray box located to the left of the record row for which you want to create the voucher. If you want to select multiple record rows, use one of the following two methods:

   Select multiple consecutive records:	Select multiple non-consecutive records:
   Click and hold the mouse button on the gray box to the left of the first record row that you want to include for vouchering. Drag the mouse down until you reach the last record row that you want to select. Release the mouse button.	Click the gray box next to the first record row that you want to include for vouchering. Press and hold Ctrl. Click the gray box to the left of any additional record rows that you want to select.

4. Click the Vouchers snap-in.
5. Add a new record.
   • If you are creating a voucher from a single record row, a new voucher record appears in the Voucher snap-in.
   • If you are creating vouchers from multiple record rows, a Create Multiple Vouchers dialog box opens. If this dialog box appears, complete the following steps:
   1. Type a reference number for the first voucher in the Beginning Reference # text field. The remaining voucher numbers will be automatically generated by JustWare.
   2. Select a voucher type (i.e., cash, check, etc.) from the Voucher Type drop-down list. Click OK.
6. Select or type all required and relevant data for each available field. Some fields may be required while others are not.
   Click for details.  

   Field	Description
   Status	The status field cannot be edited until the voucher record has been successfully entered and saved. This field can be later used to reconcile vouchers.
   Written To	This field will be automatically populated by JustWare with the name of the person or organization that the voucher will be made out to.
   Written By	This field will be automatically populated by JustWare with your name.
   Type	Select the voucher payment method from the list (i.e., cash, check, etc.).
   Amount	JustWare will automatically populate this field with the total amount owed to the name record. If you wish to change this amount, you may do so by typing in a different amount.
   Agency	This field will be automatically populated by JustWare with the name of your agency.
   Date Written	This field will be automatically populated by JustWare with the current date.
   Reference Number	Type a reference number for the voucher.
   Notes	Type any related notes in this free-text field.
   Account Name	This field will be automatically populated by JustWare with your organization's account that the voucher will be paid from.
   Voucher ID	This field will be automatically populated by JustWare with an identification number for the voucher. This number is used to look up any saved voucher receipt.

7. Save the session.
   • A voucher receipt is automatically generated.
   • If the entire amount in the Amount Available To Voucher field for a record row is vouchered, the record row is deleted from the Owed Money snap-in.
   • You can click the hyperlink in the Amount field of the Vouchers snap-in to view a report of financial transactions associated with that voucher.

Finding a Voucher Receipt

The receipt will be available for future use in reports. To find the receipt, follow the steps below:

1. Click System Reports | Financial | Voucher Receipt in the Utilities group of the Explorer Toolbar.
2. Type the Voucher ID of the first voucher you want to view in the Beginning Voucher Number text field at the top left of the page.
• If you want to look up multiple receipts at once, type the number of the last receipt that you wish to view in the Ending Voucher Number text field.
• If you want to look up a single receipt, use the same Voucher ID for the Beginning Voucher Number and Ending Voucher Number fields.
3. Press View Report.

Editing a Voucher Record

The two fields that can be edited in the Vouchers snap-in are Status and Notes.

1. Click the Vouchers snap-in in any open vouchers session.
2. Navigate to the record row for the voucher you would like to edit.
3. If desired, make a selection from the Status drop-down list. Additionally, you may add free-text notes to the Notes field.

   Tips:

   • If you have more than one voucher to edit (i.e., a large number of checks to reconcile), you may find it easier to click on the Edit Multiple Records button.
   • After vouchers have cleared your organization's financial institution, you can set the Status field to Reconciled. After saving, the reconciled record row is deleted from the Vouchers snap-in.

4. Save the session.

Voiding a Voucher Record

1. Click the Vouchers snap-in in any open vouchers session.
2. Find the voucher you wish to delete.
3. Change the voucher status to Void.
   A Confirm Voucher Status Change dialog box opens.
4. Click OK to confirm voucher status change.
   The voucher is voided.

5. Save the session.

   The record row is deleted from the Vouchers snap-in and added to the Owed Money snap-in.

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