Printing Vouchers

To print vouchers, you must be assigned permission 408 (Print Vouchers). See Permissions Used by Sierra for more information.

If your library has acquired the Output Accounting Information product, you can print vouchers to send to your accounting office or other agency. Note that you can also create electronic voucher files using this product.

Important Considerations When Outputting Vouchers

Because the payment history file is cleared when you print Fund Activity reports, you should print or output the vouchers before you print Fund Activity reports. If you clear the payment history file before outputting the vouchers, you will lose the information needed for the vouchers.

You can output vouchers more frequently than you print the Fund Activity reports. If you do, consult the last posting register and find out the last voucher that was printed from the payment history file to determine where you should start outputting vouchers. Be careful to avoid resending vouchers that have already been sent to the accounting office; resending vouchers might result in duplicate payments.

To print vouchers:

  1. Choose Print Vouchers from the Function drop-down list.
  2. Use the Start record and End record fields to indicate the range of vouchers that you want to print from the payment history file. To print the whole range of vouchers, do not change those values. If you have already printed vouchers for a portion of the file, change the Start record or End record fields to reflect the smaller range of vouchers that you want to print.

The Total Encumbrances and Total Vouchersfields do not change when you manually edit the range of vouchers to print. You cannot edit these fields.

  1. (Optional) Select the type of report you want to print:

    The report printing options available to you depend on where you store charge (account) numbers and the printing configuration option your organization has chosen. See Printed Voucher Output Options for more information.

    Detailed invoices report
    When you select this type of report, you also have an option to Print records without charge number(vendor account number). For further information, see the sample report.
    Summary of approved invoices
    When you select this type of report, you also have an option to Print records without vendor name. For further information, see the sample report.
  2. Enter a Page Heading for the report.
  3. To generate the report, choose Start. The report displays in the bottom half of the screen.
  4. To print the report, choose Print from the toolbar.
NOTE

Sierra prints one voucher per page. If you choose the E-mail Printer option from the Print dialog, the system sends all vouchers in the report in a single email.