Voucher Types
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The Voucher types can be set up as general data for all companies or as company specific data. However, when using a general voucher type, voucher numbering is always company-specific. In General Settings (), there is an item "General and group-specific voucher types" that specifies whether voucher types can be established on a general level or a company group level. If the above mentioned setting is not selected, general level or company group level cannot be selected in the Organizational Level window on the Voucher Types screen.
It is recommended that for each separate payment system, an own voucher type is created. It is not recommended to use voucher types from this application with transactions transferred from other than this application. Thus, it is ensured that number series are continuous and especially that recording changes can be tracked.
The Basic Data tab is used to specify the voucher type ID, which is used in external systems, and the purpose. The Purpose determines for which transaction types the voucher type is used: for purchase invoices, for travel claims, or for travel plans. In the case of Purchase Invoice, prebooking voucher type is defined for use for the prebooking of purchase invoices. You can only select this option for a company level voucher type if purchase order prebooking has been enabled in the company data in the organization structure. For each company, it is possible to define only one voucher type whose purpose is Purchase Orders, prebooking.
The numbering type for the voucher type is determined in the Numbering tab.
- Voucher Number Entered option, the voucher number for a transaction is entered manually. This numbering type cannot be used for travel claim voucher types, because travel claims are given a voucher number upon transfer to payment.
- Sequential Numbering option, transactions are given their voucher numbers automatically upon transferring them to the payment system. Next Voucher Number field, the next free voucher number for this voucher type is shown.
- Numbering by Posting Period option, transactions are given voucher numbers in the same way, automatically upon transferring them to the payment system. When using posting period specific voucher numbering, the posting period of the transaction is determined based on the transaction's voucher date.
- Posting periods must be created when using the Numbering by Posting Period option. You can specify a start date, end date, next voucher number and ID for the posting period. The ID of an accounting period can be transferred to an external system. The ID cannot be the same for different posting periods. If, for example, the ID of the first posting period is empty, the ID of the next one cannot be empty anymore, because it must have a unique ID.
- When using posting period specific voucher numbering and upon transferring to payment, the error notification "Missing voucher type numbering" is shown. Check that a posting period corresponding to the invoice voucher date has been defined for the voucher type.
In the Purchase invoices tab you can specify, in the Interface section, a default payment system for the purchase invoice voucher type. When saving a purchase invoice, a change in the voucher type also automatically changes the payment system.
In Basis for Accounting you specify whether purchase invoices are processed with a payment or accrual basis. When purchase invoices are transferred to Basware Banking, the basis of the voucher type should be the same in both systems. When Performance Basis has been defined as the basis of the voucher type, the corresponding voucher type usage method in Banking should be Liability payment (for foreign payments, Foreign liability payment). Similarly, the voucher type usage method defined to be on Payment Basis should be Cash Payment in Banking (for foreign payments, Foreign Payments).
The Prebooking section is used to specify options for voucher numbering of purchase invoice prebooking. By selecting Purchase Invoice Voucher Number the prebooking will be assigned a voucher number from the voucher number series used by the purchase invoice. By selecting From a Separate Voucher Type the prebooking will be assigned a voucher number of a voucher type that is meant only for prebooking, i.e. the voucher type whose purpose is Purchase Invoices, prebooking.
On the Travel claims tab, the payment basis is defined for the voucher type to be used for travel claims. When travel claims are transferred to Basware Banking, the voucher type basis should be the same in both systems, as is the case with purchase invoices, too.
There is no separate tab for travel plans, so the basis for accounting for travel plans is always the option "Payment Basis".