Enter a Non-Accounts Payable Voucher

Non Accounts Payable vouchers are used to record manual checks (checks that have already been written by hand), vendor electronic payments, or EFT Payments.

Enter Voucher

NAVIGATION: ACCOUNTING menu > Section 8 Payable Vouchers > Voucher Entry

  1. Leave the voucher number field blank; the system will automatically generate a number.
  2. In the Trans Type field, select Non Accounts Payable
  3. In the Payee Type field, select Agent, Landlord, or Tenant
  4. MAIN TAB
    1. Enter the Vendor # to whom the voucher will be assigned
  5. Select the appropriate Process Category from the drop down
    1. Admin Fee
    2. FSS
    3. Hard to House Fee
    4. Landlord Deduction
    5. Landlord Payment
    6. Not Classified
    7. Redirected Landlord Deduction
    8. Redirected Tenant Deduction
    9. Special Landlord Payment
    10. Special Tenant Payment
    11. Tenant Deduction
    12. Tenant Electric Payment
    13. Tenant Gas Payment
    14. Tenant Payment
    15. Tenant Sewer Payment
    16. Tenant Water Payment
  6. Select the Cycle from the drop down
  7. In the Invoice Information section, enter this information:
    1. Invoice number - leave blank - If this is a Landlord or an Agent Transaction, the tenant's name will automatically fill in after a tenant is selected using the Project field under Tenant Information if the Invoice Number is left blank.
    2. VMS Date (the current date will autofill or select another date for VMS reporting)
    3. GL Date (the current date will autofill or select another date.  This is the date the transaction will be interfaced to the general ledger.)
    4. Due Date - enter/select due date or leave blank
    5. Invoice Amount
  8. Under Tenant Information, select a tenant using the Project field if available.  Selecting the tenant number is important if "Update Payment Data Screen with Manual Transactions" is checked in the Section 8 Payables Settings File as additional fields will open on the distribution tab.  If Invoice Number was left blank, the tenant's last name will fill in.
    1. If the Payee Type is Tenant Transaction, this field will be unavailable for entry.
    2. When a tenant is selected, the Unit and Tenant numbers will fill in. 
    3. If users are keying in a tenant number, the Project, Unit and Tenant numbers should be entered.
  9. Enter an Invoice Description if applicable.  This is not a required field and may be left blank.
  10. Enter a check mark in Separate Check if this voucher should not be combined with other vouchers for the same landlord.  Leave the box empty if the voucher can be combined with other vouchers for the same landlord.
  11. If an electronic check, check the electronic box and enter the Check # or accept the default check number if it matches the check number that will be printed.  Enter the Check Date.
  12. DISTRIBUTIONS TAB
    1. When you click the Distributions tab, the Voucher # auto-assigns at this point.
    2. Line 1 is highlighted - do not change line numbers when entering a line.
    3. Enter the appropriate Cycle or Project if applicable (this field is not available for all settings)
    4. The Account Number should auto-fill based on default settings.  Another account number may be selected, if applicable.
    5. Reference will auto-fill with the Account Description.  Reference information may be changed/edited.
    6. The Dollar Amount will auto-fill based on the invoice amount.  If more than one distribution line is to be entered, the dollar amount may be changed/edited.
    7. Regular, Special and Deduction amounts will be displayed, when applicable (see illustration).  Enter the dollar amount in the appropriate category.
      1. If you have "Update Payment Data Screen with Manual Transactions" checked in the Section 8 Payable Settings File, the following fields will be available to enter additional information on the distribution tab.
    8. Check the Print on Check box if your check format supports it and it applies to the information entered.  Usually it is left blank.
    9. Tab twice to drop the line into the window at the bottom.  The information for the line will not save until it is in the window.
    10. Enter additional lines of distribution until the Remaining amount is zero and Applied equals the Invoice Amount shown at the top of the Distribution tab
  13. These steps may be repeated if another Voucher is to be entered.

Print Check

This step may be skipped if you are recording a hand written check or adjustment and the physical check does not need printed.

  1. Make sure the check number entered on the voucher is the same number as the check.  This is not necessary if you print to blank check stock.
  2. Put the check in the printer
  3. Go to Quick Link > Print Manual Check
  4. Select the appropriate printer
  5. Click PRINT
  6. Click SAVE - The Non AP transaction will clear the screen.
  7. Repeat these steps to print another transaction if applicable.

Voucher Edit List

NAVIGATION: ACCOUNTING menu > Section 8 Payable Vouchers > Voucher Edit List

  1. Select a Display Order - by entry or vendor number
  2. Select a Cycle or leave blank for all.
  3. Click Preview or Print to review the voucher entries.  
  4. Go back to Voucher Entry if corrections need to be made.  
  5. If no corrections, print or close.
  6. Preview or print the report (see Report Preview, Print and Save Options).

Post Vouchers

NAVIGATION: ACCOUNTING menu > Section 8 Payable Vouchers > Post Vouchers

  1. Select a Cycle.
  2. Click START POST 
  3. Click YES to review the posting register.  
  4. Preview or print the report (see Report Preview, Print and Save Options).

Non Accounts Payable transactions will hit the check book and the applicable Payment Summary and or Payments for Tenants views, but will not hit the Selection Grid since a check has already been written.

1/2024

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388