Voucher

This is the view where the accounting happens. You record vouchers each having two or more entries. There are three forms in the view: Voucher form, Entry form and List of vouchers. Entry form consists of the input area and the list of entries. The entries of the voucher builds up in the list of entries. When all the entries are entered, the voucher is saved to the list of vouchers.

The voucher form has 4 saved fields and the Counter Account in the adding mode. You can save the voucher after all it's entries are entered. The list of vouchers is ordered so, that the newest is on top. In the list of vouchers you pick which voucher is the current and showing in the entry form. At the top of the list of vouchers is a search row, which you can use if your voucher count grows so big it is not convenient to browse by scrolling.

When you insert a new voucher, the entries are dropped one by one to the list of entries. Drop the entry with the drop-icon below the note of the entry. When all the entries are in the list of entries and the balance of the voucher is zero, you can save the voucher with the check-icon in the button bar. After you save the voucher it is added to the top of the list of vouchers.

When you are adding new entries the program adds automatically a 0-entry for you to edit. When you save the voucher, you don't have to care the possible 0-entries in the list of entries. They are automatically deleted by the program.

When you are in the adding mode, there is a Counter Account field in the voucher form. If there exists an account number that account is used as a counter account for all the entered entries. The program keeps the balance of the voucher automatically at zero by updating the counter entry after each new entry. You can toggle this feature on/off by pressing the symbol Σ/- after the search symbol. The counter account is not saved with the voucher.

The application does not control wheter your update is reasonable by accounting sense. For example you can change the data of an old fiscal year if you want to. Similarly you can change freely the data of all recorded vouchers of the current year. There are some rules to keep the data integrity, but it is your responsibility to follow the rules and practices of accounting. If you find a mistake that happened in history, the best practice is to record a repair voucher on top. That said the application allows you also to correct the error in the old voucher.

View functions

• Title bar functions:
  • Save the current voucher in the forms
  • Update mode: cancel the modifcations in the forms / Insert mode: exit the insert mode and change to the update mode
  • Add a new voucher and enter to the insert mode
    • Restriction of the free version: the limit of vouchers per company is 99
  • Delete the top voucher and it's entries - you cannot delete a voucher below the top
  • From the menu of the title bar
    • Export csv
    • Import csv
      • Use the export to get a sample of the format
      • Follow the format strictly
      • Any error rejects the whole import
      • All the old vouchers are deleted
      • Take a backup before using this
    • Copy vouchers
      • You can copy the vouchers from another company
      • All the old vouchers are deleted
    • Delete vouchers
      • This deletes all the vouchers in the list

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  Voucher form
  • Counter Account
    • This function is available only in the insert mode
    • When there is an account number in the field, the feature is on
    • You can toggle the feature on/off by pressing the symbol Σ/-
    • When the feature is on, the program keeps the balance of the voucher automatically at zero by updating the counter entry after each new entry.
    • You can search the counter account by pressing the symbol magnifying glass

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  Entry form
  • Search account (magnifying glass)
  • Update the changes (or new entry) to the list of entries (arrow head below the note of the entry)
    • In update mode: drop the updated field values to the list
    • In Insert mode: drop the new entry to the list replacing the 0-entry, create a new entry and make it the current
  • Add a new entry after this (plus sign in the list of entries)
    • Renumbers the entries after the new one
    • You cannot add a new entry to the first, if you think you must, duplicate the second and change the first one after that
  • Delete this entry (trash bin in the list of entries)
    • Deletes the entry
    • You have to make the balance to zero before you can save the voucher
  • When all entries are entered, press the save symbol (check) in the button bar at the top and the voucher is updated to the list of vouchers

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  List of voucher search bar functions
  • You can filter the list content by entering values to the fields:
    • Voucher number
      • If you enter 50, only the vouchers numbered 1-50 are shown
    • Voucher date
      • The date of the list is in format mm-dd
      • If you enter 06 the vouchers dated June 1 - January 1 are shown
      • If you enter 06-15 the vouchers June 15 - January 1 are shown
    • Note
      • If you enter VAT to the note, the vouchers that have word VAT in the note of the voucher or in the note of it's entries are shown
    • Recurrent flag
      • This is on the left of the magnifying glass
      • You can flag a voucher as recurrent: the flag is on the right of the note of the voucher (first row of the detail form)
      • If you set the recurrent flag on the search bar and press search only the recurrent-flagged vouchers are shown
      • This feature is for the shortcut where you can copy a recurrent voucher from the list to the top as a new voucher
  • Jump a month
    • There are two arrows at the right side of the search bar
    • These arrows do not filter the list content, they jump a month up or down from the current voucher

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  List of voucher functions
  • Click the row and it becomes the current in the voucher and entry forms
  • Copy the voucher as a new to the top (arrow up in the voucher row)
    • The date of the new voucher will be the same as in the previous top

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  Search from the title bar
  • Voucher search from the title bar opens a new voucher list view
  • The view functions are the same as in the list search described before
  • The only difference is that in this view you can browse all the years of the company
  • The arrow control beside the year changes the year
  • Arrow down goes to the previous year
  • Arrow up goes to the next year
  • As in the list search, the arrow control at the end of the voucher row copies the voucher to the top of the current year

Data fields

• Voucher
  • Voucher number
    • Vouchers are numbered 1,2,3,... per fiscal year
    • No gaps are allowed, numbering is automatic, number cannot be changed
  • Voucher date
    • Vouchers are recorded in date order
    • Date is mandatory
    • Date can be changed, but the date order must follow the numbering order
    • Date must belong to the current fiscal year (1-24 months)
    • Date can be entered or picked from the calendar (symbol after the date)
  • Voucher note
    • Freeform text
    • Can be empty
    • The application layout is designed for short notes, but there is no technical limit
    • These characters are modified to their HTML-safe look-a-likes: ", ', <, >, &, |
  • Recurrent flag
    • This is just for easier copying from the list view, otherwise it has no function
    • If you know you want to copy this voucher in the future instead of recording it again manually, mark it recurrent
    • From the search bar, you can set the recurrent flag on and you can limit the list for only recurrent vouchers
    • This way you can find this voucher easier when needed
    • The newly copied recurrent voucher becomes also recurrent and the flag is removed from the copied one

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  Entry
  • Entry number
    • Entries are numbered 1,2,3... per voucher
    • Numbering is automatic and has no gaps
    • You cannot change the number
  • Account number
    • Entry is always attached to account number
    • You can enter the number or you can pick it using search (magnifying glass after the field)
    • Account is mandatory, you can change it freely
    • The application does not control entry combination of a voucher in the accounting sense
  • Debit or Credit
    • The money of the entry must be in either, but not in both
    • You can enter the money without decimals
    • If you enter decimals, you must use the decimal separator given in the company data
    • If you enter more decimals than is given in the company data, the excess is cut away without rounding
    • You cannot record negative money amounts
    • If you enter # or 0, it will be converted to the remaining balance
  • Entry note
    • Freeform text
    • Can be empty
    • The application layout is designed for short notes, but there is no technical limit
    • Same character modification as in voucher note

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  List of vouchers fields
  • Voucher row
    • The voucher row is the one having the date mm-dd
    • The current voucher is colored red
    • The fields are: voucher number, date mm-dd, voucher note
    • The arrow-control at the end of the row copies the current voucher as a new one to the top
  • Entry row
    • Entry rows are below the voucher row
    • The current entry is colored red
    • Entry fields are: voucher number-entry number, account number, Cr/Dr, money amount, Entry note

Modes

• Voucher list is empty
  • The view is initially in insert mode
• Voucher list is not empty
  • The view is initially in update mode
  • Press + to insert a new voucher and enter to the insert mode
  • In insert mode, press x to exit the mode and enter to the update mode

Windows keyboard shortcuts

Here is a sample description to record a payment of an invoice using keyboard:

• Main menu -> Voucher, Ctrl+Alt+i
• Date input, Tab
• Note input, Tab
• 1820, tab
• 3660, tab
• 7.98, Ctrl+Alt+d
• 2290, tab
• 1.92, Ctrl+Alt+d
• Ctr+Alt+s

Essential rules

• You cannot save a voucher without entries
• You cannot save a voucher of non-zero balance
• You cannot save an entry without money
• You cannot save a voucher that has errors