Everything about vouchers

Adding a new voucher

A video tutorial on adding a voucher:

New vouchers are added through the Creditor invoice management. A voucher is an invoice from a supplier/creditor that will need to be approved, booked and payed.
To add a new voucher click on the Create new voucher button, and fill in the details as seen below.

If your WorkBook has been setup for it, you are able to attach the voucher file (meaning a scanned copy of the invoice).

When you have clicked OK you can define if this voucher is to be posted to a job or a finance account (Project entry or Operating entry). Either way you will not need to select the job or account as this can be filled later in the workflow by the approver(s).

Margin factor
When selecting a project entry it sets the margin factor from the price list on the job. Calculating the cost amount x margin factor = sale amount.

Goods or services
Good or services can be set dependent on your local jurisdiction.

Approving vouchers
Dependent on the approval setup for the company, different approval settings can apply. In order to go to the next level (being either “For approval” or “For booking”) the buttons below will let you do this. You can select more than one voucher in the list and send them all off to the next step.

If you would like to add additional approvers manually, you can do it from here:

To check the approval status of a voucher, open the filter sidebar and apply the filters accordingly.

Email notification – manually
By clicking this button here, you can email the users that have vouchers for approval.


Reversing a voucher
If for some reason a voucher has been booked to the finance and you want to reverse it (not getting a credit note from the creditor that equalizes the voucher) you can reverse the voucher by clicking this button.

Blocking for payment
If you use the Creditor payment proposal functionality, then you can block a specific voucher from appearing by blocking/unblocking the payment using these buttons:

Parking the voucher
If you wish to stop any voucher going through an internal approval workflow, then you can park this specific voucher from appearing by parking/cancel parking the voucher using these buttons:

Not able to add a new voucher
When adding a new voucher you could see this:

This is WorkBook telling you that the exact same creditor invoice number previously has been used on the same creditor. You will have to change the creditor invoice number, or change the values in system variables 511.

System variable 511 lets you decide whether or not using the same creditor invoice number should be allowed.

Can’t find a specific job on the drop-down list?

Make sure that registration of external purchases is allowed on the job in question.

Voucher approvals

Once a voucher has been sent for your approval, the system will notify you in the Conversation & Notification center. In here you will find a notification regarding the voucher that needs approval.
As you can see from the screen below, you are able open and view the voucher file (often a PDF). Also you can change what job it must be booked on or if the entire or part of the amount most go to a finance account. There are many rules and options that can be applied for setting up your own voucher approval workflow, so please check with your finance team for any specifics.

Voucher approvals

Once you have approved a voucher it might go to the next approver or, if you are the last one, directly to Project postings in the finance. The list of approvers can be seen under the voucher details.

Add/remove approver

If you’d like to manually add or remove to a voucher simply do it in the bottom grid of the creditor invoices, you can add, delete and move approvers.
Any approver you manually add will have the role “Manually added approvers”. You can also move the approval to another employee, remove an approver or add a comment. Find these options here:

 

Priority in approvers

Approver priority 1 – First approver

Approver priority  2 – Second approver

Approver priority  3 – Third approver … etc.

Should you want to prioritize the approvers connected to the approval flow of a voucher this is also possible. Prioritizing means that priority 2 does not receive any approval notification before priority 1 has approved.

When adding a new approver you can select “Increase existing approvers priority by 1” to make sure the new approver added is the first in the row.

The priority can always be edited afterwards.

Remember that approvers with same priority will receive approval notification at the same time, while approvers with higher number only will receive when lower numbered approvers have approved.

Approval details

Once the voucher is set for approval you will find the date of approval for each approver under “Approval date”.

You might also experience other automated approvers being added. You can see their role under “Primary approver role”.

These automatically added approvers can be adjusted under “Creditor invoice approval” under “Settings”.

Approval notification

Once the approval flow has been set in motion each approver will receive a notification according how the flow is set up. A notification looks like this and hold all the information needed to approve or reject an entry.

If you have several vouchers for approval you will see more than one. From the vertical four buttons you can view “Voucher line details”, “Log”, “Approvers” and “Dimensions”. All this should help make an informed decision of either approving or rejecting the voucher.

Notes

Please see “Creditor invoice management” for more information.

Reject vouchers awaiting for approval

In “Conversations & Notifications” you can now reject vouchers waiting for approval.

 

When the voucher is rejected you can leave a comment which the creator of the voucher will recieve.

 

Afterwards the voucher will change back to “Status 10 – New vouchers”.

 

Open vouchers

This manual will show you how to use the administrative follow-up “open vouchers”. OBS: This is not in V9 until version 10.

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This administrative follow-up shows you all of the open vouchers. For a voucher to be booked it needs to be in status 50. To see which status is shows you need to press the  in the top right corner. This will show you this sidebar

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In the top of this is a list of all the status’. You need to show the status’ from 10 to 40 and send them to status 50.

Reversing a voucher

To book a voucher, first you must have one that is approved and finalized (if you need to know more about this, we have this guide about PO’s).

Book a voucher

To book a voucher, navigate to project postings. This is where you book vouchers, expenses, invoices and more. You can also filter by date and see the vouchers for booking in the subgrid.

Note: Be careful to check which vouchers to book.

Reversing voucher

In order to reverse the voucher after booking, go to creditor invoice management. To make it easier to find the correct voucher, you can filter by status. In this case, the status should be ‘booked’. Then, find the icon (highlighted in the picture below)  to reverse the selected voucher. When the dialogue ‘create copy/reverse voucher’ appears, it is important to give the reversed voucher a new name.

Approving reversed voucher

Once the voucher is reversed, we need to adjust the filter. The status of the voucher will no be 10 – ‘ new voucher’ and this is where you will be able to find it. If and when we want to approve this voucher again, you may do so with the top icon (as shown below).

Booking reversed voucher

Once the voucher is approved again, it will be ready to book once more. This is done as normally, in the project postings. You will be able to see your reversed voucher in the subgrid. The voucher will now be booked again and will be found in creditor invoice management, use the filter to find vouchers with status ‘booked’.

Note: You will book all awaiting vouchers and not only the newly reversed when clicking “Book”.

Now the voucher has been reversed from its original booking status and has been booked again.

Vouchers with approval status on hold

In this section you find a list of vouchers with status on hold. A user can put a voucher on hold, if the approval are awaiting eg. delivery of goods. Use this list to check up on all vouchers put on hold.
OBS: This is not yet in V9 but will be included from version 10.

For further information on how to use the Creditor invoice management, please see the article Creditor invoice management.

Vouchers blocked for payment

In Vouchers blocked for payment you find a list of vouchers currently blocked for payment. A user can set this status if there is something wrong with the delivery and you don’t want to pay the vendor until the issue has been resolved. OBS: This is not yet included in V9 but will be from version 10.

How to pay vouchers with a credit card

Paying vouchers using a credit card in WorkBook must be performed, for the time being, in our Silverlight / V8 interface.

Make the holding account

First, create a holding account for the credit card. To learn how to create a holding account, see this article.

Create the payment method

Next, create a payment method called “Credit card” and tie it to the new holding account you have created. Learn more about how to do this by reading this article.

Set the payment method on the creditor

Now, set the payment method on the creditor. You do this in the creditor list in the tab payment and payment proposal settings.

Create a payment proposal

Finally, make a creditor payment proposal. You can follow this article and chose the correct payment method.

The payments will now be debited on the creditor involved and credited directly on the finance account associated with the holding account.

Setting up voucher sequences

Purpose

In this section you will learn how to set up voucher sequences. Voucher sequences are used in several places in WorkBook. Sales invoices, creditor invoices, journals, inter-company vouchers, expense entries are just some of them.

Your WorkBook has a number of predefined voucher sequences for the most common voucher types used in WorkBook.

Add, delete or edit voucher sequences

Use the three icons   in the top to add a new sequence, delete a sequence or edit an existing sequence.

Columns in the grid

Code Name a recognizable abbreviation for your voucher sequence
Description Description of your vouchers sequence
Type You have three options:

  • Cheque no.
  • Journals
  • Vouchers
Prefix Type a prefix for your voucher sequence. It’s highly recommended to surround your voucher numbers with either a prefix or a suffix
Suffix Type a suffix for your voucher sequence. It’s highly recommended to surround your voucher numbers with either a prefix or a suffix
Start value State a numeric value for each voucher sequence to start with
End value State a numeric value for each voucher sequence to end with
Uninterrupted Uninterrupted means the system will use the next “start value” you set, and not the next available value the system finds.
Provisional value Showing the last entered value of this voucher sequence

System variables related to vouchers:

  • System variable 511 – allow to re-use voucher number
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