The voucher dialog provides a consolidated overview of a posted voucher.
A voucher number is a unique identifier assigned to every financial document (e.g. a cash sale, purchase invoice, invoice or manually created voucher) that is part of the company's accounts. The purpose of a voucher is to provide a structured way of organizing and tracking accounting transactions. Transactions under the same voucher belong logically together with the document the voucher number represents. This makes it easier to find, identify and reference specific transactions when needed, e.g. during auditing or reporting.
A voucher will often represent a posted invoice, cash sale (day closing), web order or purchase invoice. From the voucher dialog it is possible to open the source – e.g. the purchase invoice. All of these entities also have a "Show voucher" button. In other words, you can always trace the entry back to the source, or from the source down to the entries.
These automatically generated vouchers/entries will also contain attachments from the source. For example, files uploaded on the purchase invoice or the day reconciliation report itself from the cash register's day closing function.
These automatically created vouchers will often also contain stock transactions, if the stock module is used.
These stock transactions are related to the finance voucher and can therefore also be viewed from this dialog.
There are many places in the system where the voucher dialog can be accessed. Here are some examples:
On the customer card (debtor) -> the "entries" tab.
On the supplier card (creditor) -> the "entries" tab.
On the serial number item card -> the "entries" tab.
On the product card -> the "entries" tab.
These entry overviews can show the same columns as entry archive - entries, but filtered on the debtor or filtered to show only entries linked to the current entity (e.g. a specific purchase invoice).
Whether the voucher is created manually or automatically, you can use the 'Attachments' tab to add files. From the entry archive you can filter for entries whose voucher is missing an attachment.
Sapera also has a setting for whether a purchase invoice must have an attachment before posting. See purchase invoice settings.
The "main tab - finance voucher" is the overview of the finance voucher itself.
Voucher no.: The voucher number is assigned by a number series. Which number series is used is set up in the entry journal. To specify which entry journal should be used when an invoice, purchase invoice or cash register day closing is posted, refer to Finance setup.
It can, among other things, be set up so that invoice, purchase invoice and cash register statements use the same number for, for example, the invoice as the voucher number. See number series.
Created on: Date the voucher was created.
Source: Shows the source of this voucher. This field is not shown for manual entries made from an entry journal. It is only shown when Sapera has generated the entries from, for example, an invoice, purchase invoice or cash register day closing. The source can be reached by clicking Show.
Actor: The debtor / creditor (customer / supplier) the voucher concerns.
Alternative voucher number:
From the entry journal you can specify an alternative voucher number, for example if the entry refers to an external document at the customer or supplier. The same option exists for purchase invoices and sales invoices.
Reverse:
Reverse makes it possible to create offsetting entries that are transferred to an entry journal. This is useful for correcting errors on the current voucher. Since you can never delete or change posted entries, all corrections are made by creating correction entries to an existing voucher number. This helps generate the necessary entries to reset an erroneous voucher. Remember to include an explanation of the new entries in the description field.
Show grouped amount summary:
A voucher may well contain several entries on the same account. "Show grouped amount summary" sums all amounts per account, actor and organizational unit (e.g. department). This provides a simpler overview.
Entries: See entry archive - entries
Journal entries: See entry journal
Notes:
One or more notes can be attached to a voucher. The same applies in many other places in Sapera, such as accounts, customers, suppliers etc. Refer to the description of notes here.
Files: One or more files (attachments) can be attached to a voucher. The same applies to many other areas in Sapera, such as customers, suppliers, products, etc. Sapera also automatically generates a corresponding PDF for invoice, purchase invoice and cash register closing, which is automatically attached. Refer to the description of files here.
Want to know more?
Read more in these related articles:
Notes
This article walks through how to create, edit and manage notes in Sapera, including attaching dates, subjects, users and organizational units.
Attachments
Attach one or more files to a record in Sapera (voucher, customer, supplier, product and more) — and see the automatically attached PDFs
Entry archive
This article walks through how to use the entry archive to access and review posted transactions in Sapera
