How to: Process Expenditure Vouchers and Write Checks

Steps describing how to prepare and process expenditures vouchers.

Expenditure Vouchers

We have adapted the Purchase Order functionality within QuickBooks to allow us to create Expenditure Vouchers. Each account template has an Expenditure Voucher with the required signature lines at the bottom. This process allows for complete management of an expense from the generation of the voucher to the check being written for the approved expense. Outlined below are the steps for this process. Once the information is entered on the expenditure voucher, it will not have to be re-entered again. If you have questions concerning this process, please contact us.

Go to the VENDORS navigator screen and select PURCHASE ORDERS. Complete the new expenditure voucher to include:

  1. Verify Voucher # (i.e. 2007-1 = first expense voucher for 2007)
  2. Select or Add a new Vendor
  3. Select an item. (Items are created to match the Chart of Accounts during file setup.)
  4. Enter Description for the expense.
  5. Select the proper account Class to assign the charge to.
  6. Enter the expense Amount.
  7. Verify that the To Be Printed box is checked at the bottom of the Purchase Order.
  8. Click on the Printer Icon to PRINT the Expenditure Voucher.
  9. If you are generating more than one expenditure voucher, click Save & New, otherwise, click on the Save & Close button.
  10. Attach original vendor invoices, receipts or other supporting documentation then secure necessary signature approvals.

Congratulations you have prepared and processed an Expenditure Voucher and now may prepare to write and print checks

Writing Checks

The next step in completing your financial transaction is to write checks. We require the use of the 3-part voucher style checks. More information regarding where to purchase can be found here. You also may want to personalize check for the vendor by adding invoice or account information into the Memo field of the check. Outlined below are the steps for modifying the memo field and printing checks.

After the Expenditure Voucher has been approved, go to the Banking navigator screen and select Checks. Select the Vendor associated with the open Purchase Order from the drop down menu next to the Pay to the Order of line and check YES to process the open Purchase Order. Check the open Purchase Order to be cleared then click OK.

Modify the Check Memo Field - if you are in the process of writing checks then just do step 3 as you are writing checks. If you are going back to modify check prior to printing then review all the steps.

  1. Go to the BANKING navigator screen and select Checks.
  2. Using the Previous and Next buttons, locate the check that you want to add a Memo to.
  3. Type your account or invoice number into the Memo field. If you are only modify one check then click the Save & Close button.
  4. If you are modifying more than one check use the Previous and Next button to find the next check. Note that you will be asked to save changes before moving to the next check. Be sure to click the Yes button so save your changes. Once you are done modifying check memos, click the Save & Close button.

Important Note: You should only modify checks that you have not yet printed.

If you are processing more than one expenditure voucher, click the Save & New button, otherwise, click on the Save & Close button.

Printing Checks

The final step in completing your financial transaction is to write checks. We require the use of the 3-part voucher style checks. More information regarding where to purchase can be found here. You also may want to personalize check for the vendor by adding invoice or account information into the Memo field of the check. Outlined below are the steps for modifying the memo field and printing checks.

  1. Go to the Banking navigator screen and select Print Checks under Related Activities.
  2. Verify that the First Check Number is your current starting check number on your pre-printed 3 part voucher style checks.
  3. Confirm that the checks that are selected are the ones you want to print. QuickBooks will automatically select all outstanding checks that have not yet been printed.
  4. Once you are ready to print, place your pre-printed checks into your printer and print your checks