Create an Income Voucher
An income voucher records any amount the business collects outside sales invoices, such as rental income, a commission, or any other income. It’s deposited in a treasury or bank account, and it creates a journal entry automatically. This guide explains the steps to create an income voucher and its fields, how to split it across more than one account, and which account it’s recorded in if you don’t choose a journal account.
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Note: Before you begin, make sure the Finance app is active in your account.
Contents
Steps to create an income voucher
- Click Finance in the main menu.
- Click Incomes, then New Income.
- Choose the currency and enter the Amount.
- Set the Date, and enter a Description if needed.
- Choose the Category and the Treasury.
- Choose the Journal Account if you want to direct the voucher to a specific account, or leave it as Auto.
- Click Save.
Income voucher fields
| Field | Description | Required |
|---|---|---|
| Amount | The income voucher value, with the currency chosen from the list next to the field. It becomes read-only when you turn on Multiple Accounts, and is calculated from the total of the lines. | Yes |
| Description | Notes that explain the reason for the income. | No |
| Date | The date the income voucher is recorded. | Yes |
| Attachments | A photo of the receipt or any file, by selecting it from your computer or by drag and drop. Formats: pdf, doc, docx, xls, xlsx, csv, jpg, jpeg, png, gif, zip. | No |
| Category | The income voucher category. You can add a new category from the same field. It’s also used to determine the account if you don’t choose a journal account. | No |
| Treasury | The treasury or bank account the amount is deposited in. It appears when there’s more than one treasury; if it doesn’t appear, the amount is deposited in the main treasury. | No |
| Journal Account | The credit account of the voucher in the chart of accounts, found by searching by name or code. The default value is Auto. Details are in the next section. | No (unless you turn on Select Income Account Mandatory) |
| Recurring | To repeat the voucher periodically. Choose the Frequency: Weekly, 2 Week, 4 Weeks, Monthly, 2 Months, 3 Months, 6 Months, Yearly, or 2 Year, with an End Date for the recurrence. | No |
| Assign Cost Centers | Link all or part of the voucher value to a cost center. It appears when there are cost centers. | No |
Journal account: optional, not mandatory
The Journal Account field isn’t mandatory; if you leave it as Auto, the income voucher is saved normally, and the system automatically directs the credit side of the entry to a default account as follows:
| Case | Credit account in the entry |
|---|---|
| You chose a Journal Account | The account you chose. |
| You didn’t choose a journal account but chose a Category | The account of this category, which the system creates automatically in the chart of accounts with the category name. |
| You chose neither a journal account nor a category | The Other Income account. |
Example
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Note: To require users to choose the journal account before saving: from Finance → Finance Settings → Income & Expenses Settings, turn on Select Income Account Mandatory. After that, the voucher can’t be saved without a journal account.
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Note: You can edit the income voucher later and choose the correct journal account, and the entry is updated automatically.
The journal entry of the income voucher
When you save the income voucher, the system creates an entry automatically:
| Account | Debit | Credit |
|---|---|---|
| The selected treasury or bank account | 500.00 | |
| The journal account (or the category account / Other Income) | 500.00 | |
| Total | 500.00 | 500.00 |
If you add a tax to the voucher, the tax amount is recorded in the sales tax account, and the value is distributed to cost centers if you assigned them.
Split the income voucher across more than one account
- Turn on Multiple Accounts next to the Journal Account field; an accounts table appears below.
- In each line, click Default Account, then search for the account and choose it.
- Enter the Description and Amount for each line, and choose the Tax and Cost Center if needed.
- Click Add for a new line, and the delete icon to delete a line.
- The voucher’s total Amount is calculated automatically from the total of the lines.
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Note: With Multiple Accounts turned on, the single Journal Account field isn’t used, and the account, tax, and cost center are set for each line. Choose an account in every line. To go back to one account, turn off Multiple Accounts.
Save the income voucher
| Button | Function |
|---|---|
| Save | Issue the income voucher directly. |
| Save & Print | Save, then print (from the arrow next to Save). |
| Save & Add New | Save and open a new income voucher form. |
| Save as Draft | Save the voucher without issuing it, to review it later. |
| Cancel | Go back to the incomes list without saving. |
FAQs
Do I have to choose the journal account in the income voucher?
No. If you leave it as Auto, the voucher is saved and the system directs the amount to the category account if you chose a category, or to the Other Income account. It becomes mandatory only if you turn on Select Income Account Mandatory in the finance settings.
Why did the income voucher amount appear in the “Other Income” account?
Because the voucher was saved without a journal account and without a category. Edit the voucher and choose the correct account to update the entry.
Which treasury is the amount deposited in if the treasury field doesn’t appear?
The main treasury; the Treasury field appears only when there’s more than one treasury or bank account.
How do I record an income voucher that repeats every month?
Turn on Recurring, choose Monthly as the frequency, and set the end date of the recurrence.