To Enter a New Voucher

1. From the Button Bar, click Action and select Vouchers. 

The value for the voucher field is “New”. The voucher number will be assigned by the system when the Voucher is saved.

2. Fill in the fields as required.*

3. Click on Add Distribution. 

4. Fill in the fields for the distribution as required. *

5. After completing a distribution line, click OK. If the Voucher amount and Distribution(s) are in balance, the system will go back to the Voucher Entry screen upon clicking OK. If they are not in balance, another distribution screen will automatically open.

Note: The system will not allow you to enter a negative amount that is distributed to a Client-Matter

Field Descriptions for Voucher Entry Screen:

Voucher: The initial value of this field is “New”. The system will automatically assign a voucher number upon saving the voucher.

Manual Check: This is used if you are entering voucher information for a check that was prepared manually (more discussion on Manual Check can be found under Check Processing)

Period: This is the Current Month and Year for Posting Vouchers. When the Voucher is Posted, a Transaction will be created in the GL using the Month and Year as the Period for the GL; if Accrual Accounting. If Cash Accounting, no Transaction will be created in the GL until the actual check is written.

Vendor: Payee information. You can enter the code or use the look-up or F8 key.

Attach Image: Used if you are using AP Imaging for attaching backup to Costs.

Bank Code: Enter the Bank Code to use for paying the Voucher or use F8 or drop-down to locate.

Invoice: Enter the invoice number of the Vendor’s invoice

Invoice Date: Enter the date from the invoice

Due Date: Based on terms set up for the Vendor, the system will calculate the payment due date

Amount: Dollar Amount due on the invoice.

Requested By: Person submitting the invoice for payment (defaults to Firm).

Description: Enter a description for the voucher (i.e. Travel Costs, etc.). Information entered here will also populate the Description box found under Distributions.

Add Distribution: Click on this to add Costs Advanced information and GL Account information.

Distribution Screen:

Date: Defaults to “Invoice Date”. If Client Advance and you want the date to be different from Invoice Date, enter it here.

Matter: Client-Matter number for the Client Advance

Code: Cost Advance code for the charge. (This field will be inaccessible if Matter field is left blank).

Account: GL Account to be Debited when the Voucher is Paid.

Amount: Defaults to Invoice Amount. May be edited if invoice is to be distributed among different Matters.

Usage Tax: Select this field to assign Usage Tax to the Voucher

Include on 1099: Select this field if the amount is subject to Usage Tax.

Person: The Billing Attorney for client advances or the attorney who incurred the costs on behalf of the client (ex. travel costs, court costs, etc.). The default is usually set to Firm but can be changed to accommodate tracking client cost advances by person.

Description: Defaults to the description entered on the voucher screen. However, the information displayed here can be changed.