Set up digital vouchers
Administrators can use digital voucher functionality to require that documents are attached to specific transactions when they're posted. Therefore, this functionality allows for a source-driven approach and provides a better audit trail. Different types of enforcement can be configured for this purpose, depending on the documents or journal types.
The term digital voucher refers to a digital or electronic form of a traditional voucher in accounting. A voucher is a document that's used to support and authorize financial transactions. In accounting, a voucher typically serves as evidence of an expenditure or a receipt of funds. The voucher might include details such as the date of the transaction, a description, the amount, and any authorization signatures.
Important
Important:
In some countries and regions, you might be restricted from configuring some options, because specific setups might be mandated by legal requirements. If you encounter these restrictions, look for a detailed explanation on the documentation page for your country or region.
Enable digital vouchers
Follow these steps to enable digital voucher functionality.
- Select the
icon, enter Digital Voucher Setup, and then select the related link. - Select the Enabled checkbox.
Set up digital vouchers
You can use different setups for the following documents and journals.
| Entry type | Description |
|---|---|
| Sales Document | Specifies postings that are completed from sales documents. |
| Purchase Document | Specifies postings that are completed from purchase documents. |
| General Journal | Specifies postings that are completed from the general journal for all account types except those that are related to the customer and vendor. If you select one of those account types, you change control of the posting process. If you select Customer as the account type, the system checks your setup that's related to the sales journal. If you select Vendor as the account type, the system checks your setup that's related to the purchase journal. |
| Sales Journal | Specifies the postings that are completed from the sales journal and the general journal where Customer is selected as the account type. |
| Purchase Journal | Specifies the postings that are completed from the purchase journal and the general journal where Vendor is selected as the account type. |
Follow these steps to define how your organization uses enforced digital vouchers.
- Select the icon, enter Digital Voucher Entry Setup, and then select the related link. Alternatively, on the Digital Voucher Setup page, select Entry Setup.
- In the Entry Type column, select an option.
- In the Check Type column, select an enforcement option. If you select None, you can post the selected type of entry without a digital voucher. If you select Attachment, the entry must include an attachment. If you select Attachment or Note, you can include an attachment or a note for the entry.
- Select the Generate Automatically checkbox to generate the digital voucher automatically. For example, if you don't want to manually add a sales invoice to your transaction, select this checkbox. Then, you just have to post the document. The system automatically creates the document, based on your report layout, and attaches it to the transaction.
- Select the Skip If Manually Added checkbox if you don't want to add an automatically generated digital voucher if the user has already added a manual attachment.
Use source codes for setup
To use enforcement for journals, but not for all transaction types, connect the specific source code to identify the entry type in the general journal, sales journal, or purchase journal.
Follow these steps to set up specific source codes for digital vouchers.
- On the Digital Voucher Entry Setup page, select Source Codes.
- On the Voucher Entry Source Codes page, select the source codes that you want to configure.
- Close the page.
Use the functionality
Open a purchase or sales document, and enter information in the required fields. Before you post the document, you must follow these steps to attach a digital voucher.
- In the Incoming Document Files FactBox, select Attach File.
- Drag a file directly onto the Insert File page, or browse to the file from this page.
The document is attached to the Incoming Document Files FactBox. For each line, you can find the document name and type.
If you accidentally attach the wrong voucher, follow these steps to delete it before you post the document.
- In the Incoming Document Files FactBox from the document line, select Incoming Document.
- On the Incoming document page, select Delete.
Note
Note:
If attachment of a digital voucher is configured as mandatory, and you try to post documents or journals without attaching a voucher, the system prevents you from posting. You receive the following error message: "Not possible to post without attaching the digital voucher."
Find attached vouchers in transactions
You can find the attached voucher from the posted document or from the General Ledger Entries page by looking in the Incoming Document Files FactBox.
You can't delete an attached document after posting is completed. However, you can add more attachments after posting is completed.