Create Administrative Vouchers

Administrative Vouchers are manually entered, non-Grant Vouchers.

Note: Grant Vouchers are automatically created when Grants are posted and cannot be manually entered in Accounts Payable.

Note: A Vendor record must exist before you can enter an administrative Voucher.

Note: This procedure does not cover every field that is available for Voucher item entry. Refer to the Item Tab and the Line Items tab for more information about all of the available fields.

1. In the Accounts Payable module, click the Item Entry super tab, and then click the Item tab.
Item Tab

2. Click the New A/P Item button.

Note: The Voucher Number is automatically assigned when you create a new Voucher. You can see this number in the bottom, left-hand section of the tab.

3. In the Vendor field, enter the Vendor’s Profile ID code. If you are not sure of the ID code, click the Lookup button next to this field (looks like a magnifying glass) to select the desired Vendor.

Once you select a Vendor, the default Payee and Address fields are automatically populated, based on the information on the Vendor record. You can change any of this information for the Voucher, if necessary.

Note: If the selected Vendor has any unapplied Debit Memos, the system will ask you if you want to apply the Debit Memo to the new voucher. Click Yes to apply a Debit Memo, or No if you do not want to apply it. Refer to Applying Debit Memos to Vouchers for more information.

4. Make sure the Voucher radio button is selected.

5. Enter a Description of the Voucher. This field is not required, but it is helpful for identifying the Voucher.

6. Enter the Invoice No. from the vendor’s invoice. If there is no invoice number on the bill, enter the date (for example, 02152003). This field is required. You cannot save a Voucher without an Invoice Number.

7. Enter the Invoice Date. The Due Date and Disc. Date fields will be automatically populated based on the date you select and the Vendor’s Terms (if any).

8. If the Voucher amount should be added to the Vendor’s 1099 amount, select the 1099 Invoice checkbox.

Note: This checkbox will be selected by default when the 1099 checkbox is selected on the Vendor record.

9. Click the Save button on the toolbar.

10. Click the Line Items tab, and then click the New button on the toolbar.
Line Items Tab

11. Enter the Line Amount. If there is only one payment line for this Voucher, enter the total invoice amount in this field.

Note: FIMS will automatically add the Line Amounts for each line you create to calculate the Voucher Total.

12. (Optional) Enter a Description for the payment line.

13. (Optional) If you want to change any of the default accounts (Expense, Payable, or Cash), click the Lookup button next to each field and select the desired account.

Note: The Expense, Payable, and Cash account fields are automatically populated based on the default accounts from the Vendor record, but you can change them, if necessary.

Note: If you change the Fund for the Expense account, the Payable and Cash accounts will automatically change to match the new Fund.

14. Click the Save button on the toolbar.

15. Add any additional payment lines and click the Save button after each new line.

Grant Vouchers vs. Administrative Vouchers

Administrative and Grant Vouchers can both be in Item Entry and can be posted at the same time to become Open Items. However, there are some differences between the two types of Vouchers.

Administrative Vouchers

• Administrative Vouchers are entered directly into Item Entry and are used to set up payment for the operating expenses of the organization.

• When you add an administrative Voucher, FIMS automatically assigns a simple sequential Voucher Number to identify it.

• The liability and the expense for administrative Vouchers are generally booked to the Operating Fund. You can also create Vouchers to pay for non-Grant expenses from other Funds (the process is the same, but the General Ledger accounts are different).

• When you save a Voucher in Item Entry, no totals or other records in the system are affected until the Voucher is posted to Open Items. Therefore, you can change unposted administrative Vouchers c at any time prior to posting.

• Only one Open Item is created for administrative Vouchers, regardless of the number of Voucher Line Items. Administrative Open Items are identified by their corresponding Voucher number.

Grant Vouchers

• Grant Vouchers are automatically created when you post Grants and are treated differently than administrative Vouchers (a hidden code field identifies them in the database).

• The Voucher and Invoice numbers for Grant Vouchers are the same as the Grant Number (usually a four-digit year combined with a four-digit consecutive number).

• Since Grant Vouchers are linked to posted Grants, you cannot delete them, and you cannot change the Amount, Fund ID, or Grantee from the Accounts Payable module. If you need to make changes, you can do so via Grant Adjustments in the Grantee and Grant Management module (either before or after the Voucher is posted to become an Open Item). Refer to Adjusting Historic Grant Applications in the Grantee and Grant Management module for more information.

Note: Although you cannot change the Grantee in Accounts Payable, you can change the Payee on the Item tab in Item Entry.

Note: Changing the Payment Date on the Line Items tab will also change the Payment Date on the Payment Plan tab in Application History (in the Grantee and Grant Management module).

• Once you post the Voucher to Open Items, two separate actions are required to cancel or correct the Grant. First, you must run the appropriate Grant Adjustment in the Grantee and Grant Management module to correct Grant History and confirm the creation of a Debit Memo in A/P Item Entry. Second, you must post the Debit Memo to modify the Open Item in Accounts Payable.

• If you need to record a Prepaid (Hand Check) for a Grant, you must post the original Grant Voucher to create a payable before you can create the Hand Check and apply it to the Open Item.

• Each Line Item on a Grant Voucher corresponds to a line in the Grant’s Payment Plan. If you are making payments on different dates or from different cash accounts, FIMS will create an Open Item for each line item when you post the Voucher.

Note: If there are two or more-line items because payments will be made from two or more funds on the same date, only one payable will be created in Open Items.

• Once you post Grant Vouchers to create Open Items, the Open Item will be identified by the Voucher (Grant) number plus a suffix of two digits to identify the payment (to accommodate Grants with multiple payments). For example, if Grant number 20080056 has two payments due on different dates, two Open Items numbered 2008005601 and 2008005602 will be created when you post the Voucher. You can then use these numbers to apply a Hand Check or a Debit Memo to the Open Item.