You can create and print vouchers from the purchase order or the statement. Normally, you create vouchers from the statement; however, you might create a voucher from the purchase order to pay for items that are never invoiced or that you need to pay for before the invoice is created.
Before you can create a voucher, funds must be expended for the lines you want to include on the voucher. (Funds are expended at the time specified in the Spent Event field on the PO header.) If funds have been expended for some lines but not others, the voucher will include only those lines for which funds have been expended. Later, you can print another voucher for the other items (once funds have been expended). This means you may have multiple vouchers for a single statement or purchase order.
You create a voucher by accessing the voucher list for a statement or purchase order and printing the “new” voucher line that appears. This new voucher includes all lines (not already included on another voucher) for which funds have been spent. A “new” voucher is not actually created until you print it.
Notes
• | There is no option for creating a voucher. Instead, the voucher is created automatically when you print the “new” voucher line. |
• | If necessary, you can reprint a voucher. |
• | You cannot create a voucher for a statement if it is not already approved. |
To create and print vouchers
1 | Open the statement or purchase order that contains the lines you want to include on the voucher. |
2 | At the PO or Statement window, choose Voucher, Voucher List to display the List Vouchers window: |
Note: If a message appears saying there is no voucher for the PO, click OK. This means there are no budgets assigned to the lines or the “spent event” has not occurred for any of the lines. You cannot print a voucher until funds are expended for the line items. If this is a non-committed Prepaid order, a different message appears. If a message appears saying there is no voucher or invoice for the PO, click OK. Horizon creates the invoice and refreshes the voucher to reflect the invoice number.
This window shows the vouchers you have already printed for items on the invoice or purchase order, if any. A new line appears for any other items for which funds have been expended, but for which a voucher has not been created.
3 | Print the vouchers you want. |
For new vouchers, Horizon prompts you to verify that you want to create the voucher.
4 | Click OK. |
Horizon creates the voucher and assigns a number to the voucher.
Horizon displays the Print window.
5 | Print the vouchers. |
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