Edit/ View Vouchers

Owned by Nicole Stewart Smith, created
Last updated: Jul 16, 2024
5 min read

To edit an existing voucher or to locate a voucher for review, utilize the Voucher Entry feature.

Pre-Requisites

  1. Vouchers

Navigation

To view Vouchers, navigate to the Payables module.

image-20240610-123656.png

 

Step by Step Instructions

  1. Click on the Payables button.

  2. Click Voucher Entry.

image-20240610-124539.png

3. Select Retrieve to view all outstanding and unpaid vouchers for the currently selected Division.

  1. Optional: Click Filter to select additional options to find Vouchers.

  1. Choose the preferred Voucher for review or editing, then click on the Selected Voucher tab. This is where the Voucher will be displayed for your review.

  1. Adjust the Voucher as needed and select Save when finished.

  2. Choose the Voucher list tab to go back to the list of Vouchers.

 

Pay Vouchers- Print Checks

Utilize the Payment function to produce checks or create an ACH file for Voucher payments.

Pre-Requisites

  1. Vouchers

  2. Bank Accounts

 

Follow these steps to manage payments within the Payables module:

  1. Click on Voucher Payments button.

  1. Select the New Check Batch button.

3. You have the option to narrow down your search for specific Vouchers using the ‘Filter Criteria’ section.

  1. Select the Voucher(s) to include in your payment batch and click ‘OK'.

  2. You may choose to define a Payment Type and and/or include a Description as needed.

  3. Save your selections.

  4. Initiate the printing process by selecting the ‘Print’ option.

  5. Ensure the information is correct that is displayed on the 'Print Payment Batch” screen.

  6. If needed, modify your printer configurations by choosing ‘Print Setup’.

  7. Validate the check printing y selecting ‘Yes’, ‘Partially’, or ‘None’. When 'Yes is chosen, you have the option to print an office coy and a Check Register when prompted.

  8. Conclude the process by clicking ‘Close’.

 

 

 

 

 

Pay Vouchers- Generate ACH

This article documents how to create an ACH Batch Payment. An ACH (Automated Clearing House) batch payment refers to a collection of electronic fund transfers that are bundled together for processing as a single batch. This method allows businesses and organizations to efficiently transmit multiple payments simultaneously.

 

Pre-requisites

  1. Bank Account - with ACH Configuration

  2. Vendor - with ACH Configuration

  3. Voucher

 

Follow these steps to create an ACH Batch Payment:

  1. Navigate to the Payables Tab and proceed to select Voucher Payments.

  1. Click on the New ACH Batch button.

3. Identify the specific Vouchers you intend to pay. The grid will be limited only to Vendors that have the Enable ACH option set on the Vendor Master.

  1. In the system, the ACH Vendors checkbox is preselected and cannot be deselected. The Bank Account drop-down menu will display only those accounts that have ACH enabled.

 

 

  1. Select the desired Voucher and click OK.

  1. When selected, you will navigate to the Payment Batch Maintenance screen that lists each of the payments.

Bank Account Code is set to the selected Bank Account. However, this can be changed to a non-ACH enabled bank account. This will convert the Payment Batch to a standard Check batch.

Payment Type is forced to ACH.

Check Date is the date used within the ACH file. ACH Rules state that this cannot be a Saturday, Sunday or Banking Holiday.

 

  1. Once your batch is complete, click the Create ACH button. This will create the ACH File in the file path as specified on the Bank Account Master’s ACH Settings. A confirmation will appear when processing is complete.

  2. The file can now be located and transmitted to the Bank

  3. Once confirmation that the file has been successfully processed, click the Commit button. Ensure that the Total Net Paid Amount matches the Bank’s confirmation report

    Note: Users can exit the Payment Batch screen by clicking Close and return to the screen to Commit the batch once the confirmation comes in.

    If necessary, the Create ACH button can be clicked multiple times to create files.
    Warning: This will recreate the ENTIRE file; possibly duplicating funds transfer to the Vendors. Only do this if the original file was rejected by the Bank.

  4. Confirm that you wish to Commit the batch by clicking on Yes

  5. *****Warning: This is the point of no return. As soon as Yes is pressed, the payments for the batch are committed. The only way to undo it is to perform a Payment Void for each check within the Batch.*****

  6. The system will prompt you to print the Check Register and select a Printer.

Related articles