Automatic recurring vouchers

Some entries are the same every month: shop rent, staff salaries, a loan instalment. Auto vouchers (Administration → Setup → Auto Voucher) prepare those for you on a schedule and hand each one to the people you choose to approve it, so a fixed entry is never forgotten or typed twice. Nothing reaches your books until one of them approves it.

Set one up

1. 1

   Open Administration → Setup → Auto Voucher

   Choose New to start a schedule, or pick one from the Schedules list to change it.

2. 2

   Describe the voucher

   Give it a Name and choose the Voucher Kind: payment, receipt, contra, journal, credit note or debit note. Pick the Bank / Cash Account and the Counter Account, choose under Debit / Credit which side the counter account takes, and add a narration and a reference if you want them on the voucher.

3. 3

   Choose the amount

   Fixed Amount uses the same amount every time. Ask On Due Date leaves it open, and the approver types the amount when the voucher comes up.

4. 4

   Set the schedule

   Interval repeats every so many days from a start date. Particular Date Of Month comes up on the same day each month — choose 31 and a shorter month uses its last day. Set the time of day as well; the time zone is India's unless you change it.

5. 5

   Pick the approvers

   Tick at least one person under Approvers. Each must be an active user; the save is refused, naming the person, if one is not.

6. 6

   Save

   Choose Save Scheduled Voucher. The schedule shows when it is next due, worked out again every time you save.

Approving the vouchers it raises

When a voucher falls due, nothing is posted yet. Shortly after its time, each approver gets a message in the Message center (the messages icon in the top bar) saying it is scheduled for today, and it waits under Pending Approval on the Auto Voucher page.

1. 1

   Open it

   Choose Review Voucher under Pending Approval, or Review in the message. A payment, receipt or contra entry opens on the voucher screen with everything filled in: the bank or cash account, the counter account, the amount, the narration and the date it fell due.

2. 2

   Check it

   Correct anything that is wrong, and type the amount if the schedule asks for it on the due date.

3. 3

   Approve or deny

   Approve posts it to your books as a new voucher. Deny posts nothing. Either way every approver gets a message saying who decided, and it leaves Pending Approval.

• Only the approvers chosen on that schedule can approve or deny what it raises, and they also need permission to approve vouchers.
• A voucher dated inside a locked period cannot be approved — see Period lock.
• Run Dispatch checks your schedules straight away and raises anything already due, instead of waiting for the next regular check a few minutes later.
• Delete stops a schedule. Anything it has already raised keeps waiting for its approvers.