Recall Historic Vouchers

FIMS allows you to automatically recall historic Vouchers from a Vendor in order to reduce the amount of data entry required to create administrative Vouchers.

This feature is useful for repetitive payments – especially when each repetitive Voucher has numerous Line Items. For example:

• Payroll Vouchers, where each Voucher has a Line Item for the gross pay and several (negative) deduction lines.

• Non-Grant Vouchers paid by several Funds, or distributed among several expense accounts, which require multiple Line Items.

If you select the Voucher Recall checkbox on the Vendor tab, Vouchers will automatically be recalled each time you create a new Voucher for that Vendor. If you do not select the Voucher Recall checkbox, you still use the Recall utility on a Voucher-by-Voucher basis by entering the appropriate Vendor ID code and then clicking the Voucher Recall button on the Item tab.

1. In the Accounts Payable module, click the Item Entry supertab, 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 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.

If the Voucher Recall checkbox is selected on the Vendor record, the Choose Voucher to Recall window opens automatically. If it does not open automatically, click the Voucher Recall button.

Choose Voucher to Recall Window

4. Select the Voucher that you want to use as the basis for your new Voucher.

5. Select either the Profile or Voucher Recalled radio button to determine the Payee Name and Address that you want to use for the new Voucher.

6. Click OK to create a new Voucher based on the recalled Voucher.

7. Enter the Invoice Number and verify the Invoice Date, Due Date, and Disc. Date for the new Voucher, and then click the Save button on the toolbar.

TIP: Repetitive Administrative Voucher Entry

FIMS offers several options to simplify repetitive Voucher entry.

• A vendor’s default G/L accounts (Expense, Payable, and Cash) are automatically added to the Line Items tab each time you create a new Voucher for a Vendor.

  If you need to change the account(s) for a specific Voucher, you can select a different account from the Line Items tab.

• Voucher Recall allows you to create Vouchers for repetitive bills based on previous Vouchers. Some organizations find it easier to enter a year’s worth of repetitive administrative Vouchers, with appropriately spaced due dates.

  This is also useful if, for example, the Voucher must be paid from several Funds or debited to several expense accounts from the same Fund. If Vouchers from a particular Vendor are for administrative expenses that must be paid by two or more Funds, you must create a separate Line Item for each Fund. If the Vouchers must be expensed to several operating fund accounts (for example, if the representing departments identified by different functional expense segments), you will also need to have multiple Line Items.

• If Vouchers from a Vendor are not always paid by the same Fund (for example, if a Vendor does some jobs for special projects at your organization (paid for by the special project operating fund) and does other jobs that are paid by the administrative operating fund), the easiest way to automate Voucher entry is to create two Profile records and two Vendor records – one for administrative use and the other for special projects.
• You should edit the Sort Name field on each Vendor Profile record to identify its use (for example, Acme Prnt – Adm and Acme Prnt – Spec Prj). Also be sure to create a Vendor Class code for the special project with appropriate cash and payable accounts, and enter that code on the Vendor tab for the special project Vendor record, along with the appropriate expense account.