Payment vouchers

See every payment out in one list, record money out that settles no bill, and approve, pay or void vouchers.

Payment Vouchers lists every movement of money out: payments to suppliers, payments of expenses, money out that settles no bill, and customer refunds (see Refunds). It is part of the cash book. A voucher gets its payment voucher number when it is paid.

Who can do this

Owners, admins and members can create vouchers, save drafts, send them for approval, and delete a voucher that has not been paid.
Only owners and admins can approve or reject a voucher, mark one as paid, or void one.
When an owner or admin saves a new voucher for an expense category, it is approved at once. They can also choose Paid now.
Viewers can only look. In the demo workspace nothing can be changed.

Steps

Record a voucher for an expense category

Use this for money out that settles no bill and no expense, such as rent.

Open Payment Vouchers under Cash Book in the Finance menu.
Click New voucher.
Under What it is for, choose An expense category.
Under Paid to, choose a contact, or choose Not a contact and type the Name.
Choose the Expense category and enter the Amount.
Choose the account it is Paid from, the date, the Method and any Reference.
If you are an owner or admin, choose To be paid or Paid now under When.
Click the first button. It reads Send for approval for a member, Save voucher for an owner or admin, or Save as paid when Paid now is chosen. Or click Save as draft.

The line above the buttons says what will happen. A member's voucher waits as Pending approval until an owner or admin approves or rejects it.

Send a supplier's bills for approval

Click New voucher and choose A supplier's bills under What it is for.
Choose the Supplier and tick the Bills to pay, with the amount for each.
Fill in the account, date and method, then click Send for approval or Save as draft.

Once approved, it is To be paid on Payments out. To schedule a supplier payment without approval, record it on Payments Out instead.

Approve, reject, pay or void

Open a voucher's row menu:

Send for approval on a draft. It then waits and cannot be changed, only approved, rejected or deleted.
Approve or Reject on a voucher that is Pending approval. Once approved it is To be paid, exactly as it stands.
Mark as paid on a voucher that is To be paid. Enter the date it was paid.
Void on a paid voucher. The money counts as back in the account and the books reverse it. This cannot be undone.
Delete on a voucher that is a draft, waiting or rejected, or one of this screen's own vouchers that is still to be paid.

Payments to suppliers and refunds are marked paid and voided on their own screens, Payments out and Refunds.

Use the Period list to see This month, This quarter, This year or All time.

Common problems

"Say who is paid: choose a contact or type a name."
"That is more than is still owed on a bill, counting what payments and vouchers not yet paid already hold."
"A bill in another currency is paid on Payments Out, on the day the money leaves. It cannot wait for approval as a voucher."
"This voucher is no longer a draft, so it cannot be changed. Check it again."
"This date is in a closed period: the books are locked to …" See Accounting settings.