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Fastbase Accounting System - Online Manual

Enter Vouchers

Document 102721/1

Entered Fri, 3 Jan 2003 14:04 by Peter Campbell
Updated Tue, 12 Aug 2003 15:49
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When you are ready to enter voucher details select Processing Voucher Processing Enter Vouchers.

All batches will be displayed, select the batch required then a list of driver invoices will be displayed, select each driver invoice as required.

All invoices within the batch are displayed, the status can be either Unbalanced, Processed or Invoiced.

Unbalanced no voucher details have been entered yet.
Processed all details have been entered.
Invoiced the invoice is closed, account invoices have been generated for this data.

Select each invoice to enter voucher details, if any details have been entered already then they are displayed in a list which can be easily maintained.

Select the "New" button to start entering new voucher details, you will be prompted for an account.
Once an account has been selected the system will display all the fields required for that account, enter all details and click Save. The system will keep prompting for more voucher details until the voucher total equals the invoice total.

The screen that is displayed to enter the voucher details will depend on the account that is selected and which Type has been assigned to it. See Enter Account Details for more information on the voucher entry forms.

Notes

If you need to save the entered vouchers when the total value of vouchers entered doesn't match the voucher total you have several options.

You can save the vouchers and leave the total the same, the driver invoice will be flagged as "Unbalanced".
You can save the vouchers and adjust the driver invoice to the total of the entered vouchers, the driver invoice will be flagged as "Processed". You can only do this option if the driver hasn't been paid already.

Adjustments

There are several instances where you will need to enter a manual adjustment. Typically this would occur when the entered vouchers don't match the original total that the driver was paid for. In this instance you need to do the following:

1. Enter a dummy voucher for account "1000". This is the adjustment account.
2. Enter either a "Driver Credit (we owe them)" or a "Driver Debit (owing us)". These options are found in the "Transactions" menu.

The next time the driver comes in with chits the computer will automatically instruct the user to take up the adjustment - the notation from the entered driver debit or credit will be displayed to the user so you can tell the driver why an adjustment is being made.