Voucher number, invoice number, entry date and voucher date
The voucher number of an entry is always the internal number. For most entries, there is a (paper) voucher that is the basis for this number.
An example of this is the sequence number on your bank statement: you record this as the voucher number when you enter the bank statement.
The invoice number is an external number. You always specify an invoice number on sales invoices the customer uses as the payment reference.
Journal |
Type of entry |
Voucher |
Invoice number |
Counter |
|---|---|---|---|---|
Opening balance |
You use this to enter the opening balances for purchasing, sales and ledgers. |
|
|
Voucher number counter |
|
Purchase |
The invoice number from the supplier (i.e. the external invoice number). |
The invoice number that is issued internally on receipt. |
|
|
Sales |
n/a |
The issued internal invoice number. |
|
|
Ledger or general entry |
A sequence number from the source document or the like |
n/a |
|
Purchase journal |
Here you enter the incoming purchase or expense invoices that come from the creditor administration. |
The invoice number from the supplier (i.e. the external invoice number). This number is specified in automatic payments. |
The invoice number that is issued internally on receipt. |
Counter for the (internal) invoice number |
Sales journal |
You enter the sent sales invoices here. |
Not mandatory. You can use this to record a reference to the order number. |
The invoice number that is issued during invoicing. This number is displayed for automatic collection. |
Invoice number counter |
Duplicate voucher numbers in a journal
In the table above, you can see that for a general journal entry (and for cash/bank entries) the 'Voucher number' is the internal number in the administration and that for purchase invoices the internal number is the 'Invoice number' field. Thus there is a difference in the type of journal in which you make entries. You can check the type of journal in the Start Menu (F4): Financial / Ledger / Journal / Journal properties / 'General' tab.
Duplicate voucher numbers can appear in a journal because you can use the same voucher number more than once for, for example for general entries. This occurs because specific journal entries can be made more than once where by the same voucher number applies.
For example, for purchase invoices the internal number is the invoice number in the administration. This does have to be unique and a message is displayed if you try to use the same purchase invoice number more than once. When you enter purchase invoices, you also complete the voucher number (this is the number provided by your supplier on the invoice). This can occur more than once because 2 suppliers can use the same number. When completing a voucher number for a purchase invoice, Profit will display a warning if the number has already been used for another entry in the same administration. Profit only gives this warning for entries in the same year. However, you can continue, because it could be that it is an invoice from another supplier. Profit makes this check on the double entry of a voucher number within one administration. If you have multiple administrations and the voucher number has been entered in another administration, then Profit does not check for this. For more information about voucher numbers/invoice numbers, refer to enter purchase invoices.
In the table above, you can see which counters you can set up. You cannot set up a counter for the Inkoop journal to determine the last voucher number automatically, but you can set up a counter for your internal invoice number.
You can also set up a counter for the Memoriaal journal to determine the last voucher number automatically. You link this counter to the Memoriaal journal on the General tab via Financial / Enter / Journal. The counter is linked per administration.
You can also modify the entry layout by setting the Voucher number field to Cannot be changed (via the Start menu (F4)): General / Management / Entry layout. Open the entry layout you use for the entry, go to the Line fields tab, select the Voucher number field and set the value to Cannot be changed.
Note:
When importing entries this entry layout setting is not taken into account.
What is the difference between an entry date and voucher date?
|
Entry date |
Voucher date |
|---|---|---|
Property |
The date/period to which the financial fact (entry) refers to. |
The date of the voucher. |
Example |
A date from the period in which you made an entry that refers to the financial fact. |
The date of the voucher. For example, the invoice date. |
Application |
This field is used on the balance sheet. |
This field is used in: security list, reminders and collection. (For calculation, due date etc.) |
Note:
For all journals except the purchase, sales and opening balance journals, the voucher date is the same as the entry date. For this reason, the default entry layout that AFAS Software supplies only has one date field.
Thus, if you add a date field to a journal other than a purchase, sales or opening balance journal and you want to enter a deviating date in it, Profit will still set it to the entry date when you complete the entry.