What This Process Does


  • Creates vouchers for payment by check, electronic transfer, or direct draft.
  • Allows scanning and attaching copy of invoice to voucher.


Best Practices


  • Voucher Defaults - If desire, access the Change Current Vouchers Defaults screen on the Task Panel to establish defaults before beginning the current Add Voucher Session. Or, change the defaults during the Add Voucher Process.


Add Direct Vouchers


  1. Procurement → Vendor Payments → Add Tab → Direct Vouchers
  2. Click Reset Defaults to view possible defaults set from a previous session. Change if necessary.
  3. Click Voucher Defaults Tab. Verify that defaults are appropriate for this add voucher session. Change if necessary by setting the Override Values flag to TRUE.
    1. Due Date – Recommend entering the due date to allow ranging on due date during the assign check number process. The Due Date entered remains for the entire session. Change if necessary.
    2. Calendar Year/Month - Used for 1099 purposes. The Calendar Year/Month usually coincide with the check date.
    3. Fiscal Year/Month – During the Distribution Process, the voucher is expensed and the payable established based on the voucher's Fiscal Year/Month.
  4. Click the Create Invoices and Vouchers tab. Verify that defaults are correct for this session
  5. Use the table below to help complete this screen.


FIELDSOpt.Rec.Req.Description
Vendor/Invoice Total––♦Totals by vendor and invoice for a vendor when added consecutively during an add session display
Vendor ID––♦Select an existing Vendor. To add a new vendor from this screen, enter the Vendor ID and click the “More Information Button” next to the Vendor ID (…). Provide the new vendor information and save. Click Cancel until the Add Voucher screen displays. NOTE: More information button available to OpenRDA 101 customers with the addition of Bundle VP02.
Address ID––♦Defaults. Change if necessary. NOTE: Unlimited Addresses available to OpenRDA 101 customers with the addition of Bundle VP12
Invoice ID––♦Unique Invoice ID assigned to voucher. NOTE: If multiple vouchers for the same vendor share the same Invoice ID within the same Calendar Year, the Calendar Year, Invoice Date, Due Date, and Invoice Address in the previous Invoice are OVERWRITTEN when the newer vouchers are entered.
Clear Invoice ID♦––Set to true to clear only the Invoice ID while leaving other vendor information in tact.
Invoice Date––♦Found on the actual source document (invoice)
Separate Check–♦–Set to true to issue a separate check when vouchers with different/unique invoice numbers share the SAME Address ID as other vouchers to the same vendor. (DIFFERENT Address IDs for a vendor will always generate a separate check.) If prior to printing checks, its discovered that the flag was not set properly, manually edit in the vendor invoice file. If check numbers were already assigned, reassign.
CC Number–♦–Credit Card Number. Useful if voucher reimburses expenses paid for on employee's credit card. Recommend setting the Default Check Detail flag to false for such vendors. Print the Vendor Payments Advice (Voucher Advice) report, which includes the credit card number.
Description/Copy Account Description––♦Type description or click the Copy Account Description flag to copy the account code description to this field (once the account code is selected).
PO ID–♦–For informational purposes to reference PO associated with voucher
1099 Payment/ Payment Type–♦–If true, voucher is considered when loading amounts for 1099s at calendar year end. Flag and 1099 payment type default (flag to true) if vendor is a 1099 Vendor. Change flag and type if necessary.
Voucher Bank––♦Bank from which voucher payment made
Intrafund Transfer–♦–Set to true if generating a check to transfer funds from one account to another within the same fund.
Wire EFT Transfer Flag/Number/Date–♦–Defaults to true if the Vendor is set up for electronic transfer or Direct Draft. Payment is by transfer instead of check. Change if necessary. If this is a manual transfer, enter the Transfer Number and Date.
Destination Bank––♦If Intrafund Transfer, select the bank where the check is deposited.
Manual Check Flag/Number/Date–♦–Set to true ONLY if a check manually written instead of computer generated. Check Number Date Button–to enter check number/date.
Clear Manual Check Flag–♦–Set to true to clear the Manual Voucher, Manual Check Number, and Manual Check Date fields simultaneously
Account Type––♦Usually expenditure. Change to Revenue to reduce the revenue account. Change to Balance Sheet if purchasing items such as fixed assets or CDs.
Use Vendor's Default Codes–♦–If default account codes were established in the Vendor Master, set to true to use those accounts.
Prepaid Expense–♦–Used for recording prepaid expenses based on a fiscal year basis. The payable code is changed from Accounts Payable to Prepaid Expense to create the current asset account that is to be recorded as the voucher is distributed in a future fiscal year while the check is written in the current fiscal year.
Account Code––♦If not using default account codes, select the Account Code.
Debit/Payable/Credit Codes––♦Default
Cost––♦Amount due
Discount %/$–♦–Enter the dollar amount discount or percentage discount if applicable
Fields Available if Using A Clearing FundOpenRDA must have Software Bundle for Clearing FundSetup-Basic-Vendor Payments Setup -Use Clearing Fund must also be set to True
Journal ID––♦Select a clearing Journal ID. RDA suggests adding Journal IDs to use when adding vouchers for clearing fund transfers. Examples: Payroll Transfer, Vendor Payment Transfer, Utility Billing Transfer, etc.
Use Clearing Fund Flag/ Clear Fund Info Button––♦Defaults to true if the selected Journal ID is a “Clearing Fund” Voucher ID. The Clearing fund pays the voucher and is later reimbursed by the "service" fund. Clearing Fund Info button - Click and provide the Clearing Fund Cash Code and Due From Code.
Clearing Fund Info Tab––♦Click to review the Clearing Fund Cash Code and Clearing Fund Due From Code.
Opt. = Optional  Rec. = Recommended  Req. = Required





  1. Click Save to complete process.
  2. Click Attach Document (paper clip) to attach scanned invoice to voucher. This is available only with FAST Level 3. The Attach Invoice button also allows provides the Manage Scan button (printer),which is used to scan the invoice.
  3. Click Cancel. The Audit Trail generates.
  4. Review the reports, set flags if correct, and cancel the acknowledgement screen.
  5. If not correct, cancel the report and make corrections in the voucher masters. Rerun the audit trail using the Direct Voucher Audit by Vendor or Entry Date or use the Selective Voucher Audit that allows ranging.
  6. 1099 Voucher Type flags can be changed at anytime. If true, vouchers are included when loading 1099 Amounts.


Helpful Tips


  • Can enter a requisition number in the PO ID field. Number prints on the Treasurer’s Report or Detailed Check/EFT Report in the space allowed for a PO ID.
  • Vendor ID and Voucher Payment Address (Remit Address) are used when assigning check numbers.
  • If voucher month is Pre-Year, the year must first be opened in Financial Management Setup.
  • If voucher month is Post-Year or Pre-Year, access Financial Management Setup and run Set Beginning Balances (based on prior year) to bring forward the changes to beginning balances.
  • Do not enter credit memos if there are no positive amounts in other vouchers to cover the credit.
  • Entering the first voucher of the new Fiscal Year opens a year record for the vendor.