Vouchers are used to record the receipt of invoices and can be linked to Contract or Progress Payment Certificates.
1.
Ensure Contract Management is open
For example we will be entering a
Voucher against the Progress Claim No 1 created in previous exercises
2.
Click on the Voucher button on the toolbar and this will open the Vouchers
Module
This has the same effect as double click on the Vouchers
shortcut in the Zavanti ERP Shortcuts folder
3. Click on New
4. Ensure the Project Type option button is checked as Job Costing
5.
Ensure the Create Voucher from radio button is checked as Progress Claim
Certificate
Note the other options we have when creating a voucher: Purchase
Orders, Contracts, Progress Claim Certificates or a voucher not linked to an
entity in the system. The system will match up what we have chosen here
with the supplier we choose in step 7, and display all the relevant entities in
the system based on this
6.
Leave the Voucher No blank and the Date as it defaults
The system will
generate the Voucher No, and the Date defaults to today’s date
7. Select the Supplier
8.
Select the Progress Claim Certificate using the drop down menu
For example,
choose the [PC1] Progress Claim Certificate
9.
Select a Status
For example choose [1 - Entered - Matched to Order - Needs
Sign Off by PM] using the drop down menu
10. Choose the person this Voucher is Assigned To using the drop down menu
11. Enter the
Invoice Date, Invoice Value including tax, Supplier Invoice Number and a
Description
For example leave the Invoice Date as today’s date, the Invoice
Value should be already entered and as the same as the Authorised Value, if
applicable enter the Supplier Invoice Number, and a Description. For example, we
will leave these two fields blank
12. Click on
the Details tab
Review the voucher details, and ensure these are the same as
the invoice the supplier sent us
13. Click on
the Header tab
If there was enough available budget then the Authorised
Value will display in Blue under the Invoice Value
14. Uncheck the Print Summary and Print on Save Boxes
15. For example we will not print these out.
16. Click on OK to save the Voucher and exit
17. Click No to the message