Create Prepaid Administrative Vouchers in Item Entry

Administrative Vouchers that are paid before they are entered into Accounts Payable (for example, hand checks or wire transfers) can be easily recorded.

Once you create the prepaid Voucher, you must run an error-free Edit report and post the Voucher to make the payment effective. Payments that you record this way are reflected in the Check Register, Reconciliation, and reports just like payments that you make via the Print Checks utility.

1. Create an administrative Voucher.

Note: Refer to Creating Administrative Vouchers for more information.

2. Select the Hand Check radio button on the Item tab.
Item Tab (Hand Check Section)

3. Click the arrow in the Apply To drop-down box and select the Voucher that you want to apply the payment to.

4. Enter the Check No. for the check that was used to make the payment. You can also use this field to enter the wire transfer number.

5. Enter the Check Date and the Check Amount for the payment.

6. Click the Save button on the toolbar.

7. Click the Line Items tab.

8. Click the New button on the toolbar to create a new line item.

9. Enter the Line Amount (should be equal to the Check Amount for the hand check).

10. Verify that the appropriate General Ledger Expense, Payable, and Cash accounts are associated with the payment, and change any of the accounts if necessary.

11. Click the Save button on the toolbar.