Cash Voucher
Cash Voucher advances money to an employee working on site. Contract work runs on cash spent away from the office, and a voucher records the advance against the project so the spend can be reconciled later rather than appearing as an unexplained withdrawal.
Where to find it
Go to TenderPro > Cash Voucher. Create one from TenderPro > New > New Cash Voucher.
Field reference
| Field | Required | Description |
|---|---|---|
| Employee | Yes | Who is receiving the advance. The form will not submit without one. |
| Cash Reference | Yes | Your reference for the voucher. Mandatory. |
| Amount | Yes | How much is advanced. It cannot be zero. |
| Bank Account | Yes | Where the money comes from. The balance is shown before you commit. |
| Date | Yes | When the advance is made. |
| Memo | No | What the advance is for. |
| Detailed | No | Expands the voucher for a line-by-line breakdown. |
A voucher is an advance, not an expense. It sits against the employee until they account for it through Expenses — unreconciled vouchers are effectively staff loans, and they accumulate quietly on long projects.
Allocation
Vouchers can be allocated to bank transactions automatically or by hand, depending on whether auto-allocation is enabled. Where it is off, the voucher lists prepaid bank transactions for you to match against.
Settling a voucher
- The employee spends the advance on site.
- They submit expenses against the project — see Expenses.
- Spend is set against the advance, and anything unspent is returned.
The account used for reimbursement claims is set under GL Settings > Reimbursement claim.
Related pages
- Expenses — accounting for the advance
- Projects — where the cost belongs
- Reimbursement — the underlying claim screen