Voucher

Vouchers are used to streamline the creation and submission of vouchers. A voucher is a document used by the company's billing department containing essential information required for payment approval. The process involves combining multiple documents into a single voucher and sending it to the billing department. These vouchers are created within retailcloud and seamlessly sent to Great Plains for journal posting, ensuring a smooth and efficient payment process.

Go to Financial → Vouchers

Voucher #: Displays the unique identifier of each voucher (auto-generated in RCXXXX format).

Received Transaction #: This shows the transaction number associated with the receiving attached to the voucher.

PO #: Displays the PO number linked to the receiving, if available; otherwise, remains blank.

Vouchered Date: The date when a voucher is created.

Invoice #: Displays the invoice number entered on the voucher screen.

Vendor: Shows the vendor associated with the receiving.

Total Amount: Displays the total amount of the voucher.

Voucher Status: Indicates the current status of the voucher. Supports filtering by voucher status, with options for "Open" and "Batched" statuses.

Create Voucher

Click on "Create New Voucher" to create a voucher. In the voucher creation screen, you will enter the required details, such as receiving information and invoice data. You can also set up distribution details for GL mapping. This step ensures all the necessary information is captured for smooth processing by the billing department.

• Voucher Number: This is auto-generated by the system.
• Voucher Description: You can provide a custom description to help identify the voucher.
• Choose the Vendor to search for Received Transaction #.
• Once a transaction number is selected, the Received Date and PO Details will automatically populate.

• Receiving Details: Enter the amounts for Inventory and Freight, and the system will update the Entered Totals automatically.
• The Vouchered Amount is automatically calculated based on the receiving details.

• Manually input Invoice Details by entering invoice information, including Invoice Number, Invoice Date, Distribution Date, Invoice Amount, Due Date, Remarks, and Terms.
• Distribution Details: Users can allocate the amount to multiple accounts, including both default accounts and newly added ones. To add a new account, users can click on “Add New” and enter the account number, select account description and specify distribution amount.

Update Voucher

Users can click on the voucher number from the voucher grid to view and update the voucher. Upon saving the voucher details, a new voucher should be created with the status set to "OPEN” indicating that the voucher is active and ready for further processing. Editing is allowed if the voucher status is OPEN. If the voucher status is "BATCHED", editing of any details on the voucher is disabled.

Deposit Voucher

Allows users to create vouchers for Purchase Orders (POs) with advance payments (deposits) — even before the goods are received. This update is designed to support real-world supplier relationships where deposits are required upfront, offering better financial tracking and payment flexibility.

• Create Deposit Vouchers directly against POs before goods are received.

• Track the amount deposited and apply it automatically when creating the final voucher after receiving.

• View complete deposit history and maintain accurate payment reconciliation.

Deposit Voucher Option on Voucher Screen

• A new checkbox labeled “Deposit Voucher” is available when creating a voucher.

• When this box is checked, the voucher workflow switches from selecting a receiver to selecting a PO.

• A new field called “Deposit Amount” allows users to enter the advance payment amount being made against the PO.

How to Create a Deposit Voucher?

1. Go to the Voucher creation screen.

2. Check the “Deposit Voucher” checkbox.

3. Select the PO number from the dropdown (Note: Closed POs will not appear in this list).

4. Enter the Deposit Amount.

5. Create the voucher – no receiver is required.

• PO Amount: Automatically pulled from the selected PO.

• Previous Deposit: Displays total deposit made to date against the PO.

• Deposit Amount: Editable field where the user enters the current deposit value.

This creates a Deposit Voucher linked to the PO, which can later be reconciled with the final payment when the goods are received.

• The system will automatically apply any previous deposit amount to calculate the remaining balance due.

• The final voucher will reflect the adjusted payable amount, ensuring you're not billed twice.

When Deposit Voucher is Unchecked: A new "Deposit Amount" field is shown in the Receiving Details section for informational purposes. This reflects any previously made deposits for the PO.

Voucher Export

Navigate to Utilities → Export → Account Posting Export → Voucher Export

Users can find Voucher Export in the Account Posting Export. Users can export vouchers by filtering them based on the Vendor with a Time period. Once the desired vouchers are filtered, they can be sent via email directly from the system. This feature makes it easy to share voucher details efficiently.

Posting Vouchers using Account Posting

Users will have option to lookup for voucher using Receiving Transaction #, PO# and vendor filter. 

Post Date: Users can select this to indicate the posting date for the vouchers. 

Post Vouchers: Upon clicking the "Post Voucher" button, selected vouchers will be posted. This action generates journals on GP.

The posted journals will be displayed on the console's account posting UI, similar to the workflows for sales and inventory.

Go to Settings → Account Posting

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