A voucher is a form you can print and send to your accounting office or funding agency to authorize payment for library orders. The voucher shows the amounts to pay, the library budgets assigned to each amount, and the accounting reference for each budget. (The accounting reference identifies the funding agency’s account that should be used to pay for items charged to the library budget.) If you have applied a credit to an invoice, the voucher will reflect the credit amount and reduce the total amount you owe the vendor.
Printing vouchers is optional. Some libraries send a copy of the vendor invoice to the funding agency instead. If your funding agency uses one account to pay for all library material, using the vendor invoice is probably sufficient. However, if the funding agency uses several accounts, you should also print vouchers so the funding agency knows which account to use for each amount. Vouchers also provide an electronic record of payment history, which you can refer to as necessary (for example, if you are questioned about a payment by a vendor).
Here is what a voucher looks like on screen:
Notes
• | To make sure your funding agency’s accounts are included on vouchers, make sure the Accounting Reference field is completed on your budget records. You may want to make this a required field. (For information, see Changing the Properties of a Field.) |
• | Even if you print vouchers, you may still want to send the vendor invoice along with the voucher. The vendor invoice typically shows the remittance address and the date that payment is due. (This information is not included on the voucher.) |
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