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How to: Set Up Vouchers

To use vouchers, you must set up the following prerequisites:

  • Different number series for different types of vouchers, and for different locations in the number series window.

  • The general ledger account for cash receipt or payment vouchers in the Company Information window. The bank account for bank receipt or payment vouchers in the Location Card window.

    Hh942127.note(en-us,NAV.71).gifNote
    When you initialize a new company, source codes will be inserted automatically in the Source Code Setup window. For more information, see Source Code Setup Window. Source code with different types of vouchers is also created automatically. Journal templates for different types of vouchers are also created, and batches with subtype and location are defined.

  • Standard text codes to enter narrations.

  • The check number in the general ledger.

To define number series for vouchers

  1. In the Search box, enter No. Series, and then choose the related link.

  2. On the Home tab, choose New.

  3. Fill in the fields as described in the following table.

    Field Description

    Code

    The unique code for the number series. You can enter a maximum of 10 alphanumeric characters.

    Description

    The description for the number series code. You can enter a maximum of 30 alphanumeric characters.

    Starting No.

    The first number for the number series. You can enter a maximum of 20 alphanumeric characters.

    Ending No.

    The last number for the number series. You can enter a maximum of 20 alphanumeric characters.

    Default Nos.

    Select to indicate whether the number series will be used to assign the numbers automatically.

  4. Choose the OK button.

The following procedure describes how to assign a general ledger or bank account number to cash receipt or bank receipt vouchers using the Company Information window. However, the same steps also apply to the Location Card window. For more information, see Company Information Window and Location Card Window.

To assign general ledger or bank account number to vouchers

  1. In the Search box, enter Company Information, and then choose the related link.

  2. On the Navigate tab, in the Company group, choose Voucher No. Series.

  3. Fill in the fields as described in the following table.

    Field Description

    Sub Type

    Assign posting number series for cash receipt, cash payment, bank receipt, bank payment, contra, and journal vouchers.

    Posting No. Series

    The code for the number series that is used to assign document numbers to the general ledger entries that are posted from the voucher batch. This field is automatically populated in the Posting No. Series field on the voucher line when you create a voucher line in the voucher batch.

  4. In the Voucher No. Series window, on the Navigate tab, in the Voucher group, choose Account.

  5. Fill in the fields as described in the following table.

    Field Description

    Account Type

    The account type for the voucher.

    Account Number

    The general ledger or bank account number that is used to validate the vouchers that are posted from the voucher batch.

  6. Choose the OK button.

To assign source codes to voucher types

  1. In the Search box, enter Source Code Setup, and then choose the related link.

  2. On the General FastTab, fill in the required fields as described in the following table.

    Field Description

    Cash Receipt Voucher

    The source code for cash receipt vouchers.

    Cash Payment Voucher

    The source code for cash payment vouchers.

    Contra Voucher

    The source code for contra vouchers.

    Bank Receipt Voucher

    The source code for bank receipt vouchers.

    Bank Payment Voucher

    The source code for bank payment vouchers.

    Journal Voucher

    The source code for journal vouchers.

  3. Choose the OK button.

To create standard text codes

  1. In the Search box, enter Standard Text Codes, and then choose the related link.

  2. On the Home tab, choose New.

  3. Fill in the fields as described in the following table.

    Field Description

    Code

    The unique code that identifies the standard text. You can enter a maximum of 10 alphanumeric characters.

    Description

    The description for the standard text. You can enter a maximum of 50 alphanumeric characters.

  4. Choose the OK button.

To automatically populate the check number and the check date

  1. In the Search box, enter General Ledger Setup, and then choose the related link.

  2. On the General FastTab, select the Activate Cheque No. field.

  3. Choose the OK button.

See Also

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