This article describes the Voucher Transactions Report, which lists every Voucher receipt recorded against reservation accounts for a selected date range.

Overview

The Voucher Transactions Report lists each Voucher Receipt Type transaction recorded at the property, showing the voucher number, the account and reservation it was applied to, the amount, and the User who recorded it. A Voucher receipt is used when a guest presents a voucher from a third party programme, such as a tourism board, a corporate loyalty scheme, or a Head Office, as payment for their stay.

Because a Voucher receipt does not clear the account balance, the amount stays outstanding until the property receives actual payment from the issuing organisation. Accounts and reception staff run this report to see every voucher taken in a period, reconcile those vouchers against reimbursements received, and confirm the total value of vouchers held.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Use Cases

• Reconciling voucher reimbursements - the accounts team runs the report for the previous month to list every voucher taken, then matches each one against the payments received from the issuing organisations.
• Preparing a voucher claim - before submitting a batch of vouchers to a tourism board, staff run the report for the claim period to confirm the voucher numbers and the total value being claimed.
• Checking a single day's takings - at end of day, reception runs the report with the default Today date range to confirm which vouchers were accepted and by which User.

How to Access

In the side menu of RMS, go to Reports > Accounting > Voucher Transactions.

Report Options

The report options below control which voucher receipts are included. Set the options, then select Build to generate the report, or Schedule to have it delivered automatically.

Tip! Report build screens default to a common use configuration, and selections can be made as required.

Tip! Select the star beside Add Report to Favourites Menu to save the report to your Favourites for faster access.

Column Headers

The columns below appear on the report output. The report header repeats the Property, Categories, Users, and Date Range selected in the report options, and the report ends with a Total of the Amount column.

Data Sources & Calculations

Which voucher transactions appear

Only receipts processed with the Voucher Receipt Type appear on this report. The Voucher Receipt Type must first be enabled at Setup > Accounting > Accounting Options > Receipt Types. Receipts taken as Cash, Credit Card, or any other Receipt Type are not included.

The Voucher label can be renamed for a property at Setup > Property Options > System Labels > Accounting, so the receipt type may appear under a different name in your database. The report itself is unaffected by the relabelling.

Reversals

A Voucher receipt does not clear the account balance. The voucher amount stays outstanding and visible on the Debtors Ledger until the issuing organisation pays. When that payment arrives, the usual practice is to Reverse a Receipt against the original voucher receipt and record the real payment in its place. The Reversed column identifies voucher receipts that have been through that process, which lets you separate vouchers still awaiting reimbursement from vouchers already settled.

Important! The Total at the foot of the report sums every voucher receipt in the date range, including any that have been reversed. Check the Reversed column before treating the Total as the value of vouchers still awaiting reimbursement.

Related Reports

• Debtors Ledger report - shows the outstanding balances that unreimbursed vouchers contribute to.
• Cash Transaction Report - lists receipts across all Receipt Types for a date range.
• Daily Cash Report - summarises a day's takings by Receipt Type.
• Guest Accounts in Credit - identifies accounts holding a credit balance.

Related Articles

• Voucher Receipt Type
• Accounting Options - Receipt Types Tab
• Recording and Redeeming Gift Vouchers (not RMS Gift Cards)