The Open Vouchers utility allows users to reopen vouchers that were previously closed. Closing vouchers is a standard practice in accounting to ensure accurate and up-to-date financial statements. However, unforeseen circumstances may arise, leading to the need for reopening closed vouchers. By utilizing the Open Vouchers utility, users can efficiently reconcile Closed Vouchers with outstanding or residual amounts, ensuring accurate financial records, preventing discrepancies.

There are several scenarios where reopening vouchers becomes necessary:

• Delayed Invoices - in some cases, suppliers may send invoices months after the tour has concluded. The Open Vouchers utility allows users to reopen these vouchers and incorporate the delayed invoice accurately.

• Outstanding Amounts - vouchers may have been closed with residual amounts left unsettled. Opening vouchers enables users to reconcile these outstanding amounts and bring the financial records up to date.

Open Vouchers

1. From the Home Menu select Home > Financials > Accounting > Bookings Management > Open Vouchers.

   1. Click the Home Menu to expand it:

      

   2. Click the Financials menu option to expand it:

      

   3. Click Accounting to go to the Accounting menu to expand it:

      

   4. Click Bookings Management to go to the Bookings Management menu to expand it:

      

   5. Click Open Vouchers to go to the Open Vouchers filter screen.

      

2. There are 4 selection tabs across the top of the screen:

   • Booking
   • Analysis (Booking & Agent)
   • Service
   • Analysis (Supplier & Product)
3. If the required selections have been made from the Booking Tab, click the Results tab or Search.

   

4. Further selection filters can be set using the 6 Booking Analysis codes and the 6 Booking Agent Analysis Codes.

   When the screen displays, by default the codes are in collapsed mode. Click the + to expand the code lists as required.

5. When all selections have been made, click the Results Tab, or Search.

   

6. Vouchers that match the selection criteria will display on the Open Voucher Results Tab.

   

   The information displayed is too wide to fit in one screen-shot. The scroll bar at the bottom of the screen can be used to scroll across.
7. To select vouchers in the list, check the check-box(es) to the left of the Voucher.
   1. To select all vouchers listed, click Select All.

      

      NOTE: Selected displays the number of vouchers in the list that have been selected and Found displays the total number of vouchers found based on the search criteria.

   2. To unselect all selected vouchers click Unselect All.

      

   3. To open the vouchers, click Open Vouchers.

      

8. Prior to processing commencing, a confirmation dialogue displays. This dialogue also gives the option of outputting a Open Voucher Report.

The Bookings tab allows voucher selection filters to be set based on a specific range of Booking Header criteria.

• Travel Date From/To
• Booking Name
• Booking (Full) Reference From/To
• Last Service Date From/To
• Consultant
• Booking Type - All, Groups or FIT's
• (Booking) Currency
• Booking Status
• (Booking) Branch
• (Booking) Department

Further selection filters can be set using the 6 Booking Analysis codes and the 6 Booking Agent Analysis Codes.

When the screen displays, by default the codes are in collapsed mode. Click the + to expand the code lists as required.

The Service tab allows voucher selection filters to be set based on a range of specific Service and Product criteria.

• Service Date From/To
• Service Date Entered From/To
• Supplier From/To
• Master Supplier From/To
• Voucher (Number) From/To
• Outstanding Amount From/To
• (Product) Code From/To
• Location
• Service Status
• Service Code

NOTE: The Voucher From field cannot be blank. It defaults to 0 to enable the Search button. To define a voucher search range, enter the required voucher from and to.

Further selection filters can be set using the 6 Supplier Analysis codes and the 6 Product Analysis Codes.

When the screen displays, by default the codes are in collapsed mode. Click the + to expand the code lists as required.

NOTE: The arrow to the left of the Select All/Unselect All can be used to hide the side panel. When the side panel is hidden, the Right Arrow is replaced by a Left Arrow which can be used to reveal the panel.

Voucher Details Section

This section displays the details of the currently highlighted voucher line - regardless of whether it has been checked for opening or not.

Open Voucher

This is the only selectable field in this section of the screen. The check-box shows that the voucher has been selected for opening. It can be unchecked here.

Voucher Number

The number of the highlighted voucher.

Cost (Base)

The cost of the service in system base currency.

Invoiced (Base)

The sum of all amounts that have been invoiced by the supplier for the voucher.

Outstanding (Base)

The amount currently un-invoiced (or over-invoiced) for the voucher. This is the amount that will be added (or subtracted) to the booking profit.

Vouchers Section

The total number of vouchers found which match the selection criteria and the number selected for opening.