Income and outcome vouchers

Income and outcome vouchers record money coming into or going out of a cash or bank account that isn't tied to an invoice or bill: rent received, a loan, owner's capital, a commission, a cash payment for something small. You choose the accounts on each line.

They are under Cash Transaction: Income Voucher for money in, Outcome Voucher for money out.

Income voucher (money in)

1. Cash Transaction › Income Voucher › Add.
2. Under CRM, choose Customer or Supplier, then who paid you in Customer At / Supplier At. The company's default customer or supplier is filled in.
3. Receipt At: the cash or bank account the money went into. Receipt Date, Currency and Project. In another currency than the base one, each line amount and the total show their base-currency value under them, and changing the currency converts the lines already entered (each keeps its base value; changing only the rate keeps the amounts). The same applies to outcome vouchers.
4. Add one line per account credited, for example Rent Income or Owner's Capital, with the Amount and a note. The voucher page shows the total in words, in your language.
5. For money received in a bank account, add the bank details.
6. Save as Draft, or Save and Post if you have approve permission (status Posted). A draft can be posted later from its page with Post.

Posts: Dr the cash or bank account, Cr each line's account.

Outcome voucher (money out)

Same steps under Cash Transaction › Outcome Voucher: choose who you paid, Payment At (the cash or bank account the money left), and one line per account debited (for example Office Supplies, Loan Repayment). Save as draft or Save and Post (status Posted).

On both, the Payment Type must match the cash or bank account: Cash needs a cash account, Bank a bank account (your main bank account or a branch under it); otherwise saving is refused. Other payment types your administrator adds are not checked.

Posts: Dr each line's account, Cr the cash or bank account.

With Negative Cash off, an outcome that would make a cash account negative is refused; with it on, you are asked to confirm ("This voucher creates a negative cash balance. Continue?"). With Budget Warning on, an outcome that takes an expense account over its budget asks you to confirm.

Deferred income and expenses

Use a deferred schedule when money received or paid covers several periods, for example a year's rent paid in advance.

On a line, tick Enable Deferred Schedule and fill in:

• Recognition Start Date and Recognition End Date
• Recognition Frequency: Monthly, Quarterly, Semi-Annually or Annually
• Account: where each portion is recognised (for example Rent Expense). It is required on a deferred line; without it saving stops with "Choose the recognition account for each deferred line." Cash and bank accounts are not listed and are refused on save: recognising into them would move money later without the Negative Cash check.

Post the line itself to a deferred account (for example Prepaid Rent or Unearned Income). The voucher page then shows the Deferred Schedule Distribution: one row per period with its Amount to Recognize. Click Recognize on each row when its period comes to move that portion from the deferred account to the recognition account. Undo reverses a recognised row.

Editing and deleting

Vouchers can be edited and deleted with permission, unless the period is closed or the voucher is in a completed bank reconciliation.

An income voucher brought money in, so an edit that brings in less (or moves it to another account) and a delete take it back out. When that would make a cash account negative, it is refused while Negative Cash is off, and you are asked to confirm while it is on ("This change creates a negative cash balance. Continue?").

The Income Summary and Outcome Summary reports list vouchers by account. See Other reports.