Voucher registration to sales orders
When you post vouchers via Finance > Voucher Registration, you can at the same time post the voucher as a cost on a sales order.
Supplier setup
You have the option to:
Select a fixed approver for all order costs from a specific supplier (this overrides the order responsible on the order)
Specify a preferred cost type for order costs from the current supplier
The changes apply to new vouchers sent to the inbox. Here's how:
Open the partner
Go to the Setup section and select the Supplier tab
Click the edit icon or double-click in the section
Select Default approver and Default cost type
Order costs in voucher registration
When registering an order cost, you must always start by selecting a task. Which tasks are available depends on their status and whether they are set up to be shown in posting.
➡️ Read more about task status
Next, select a cost type and register the cost — either with or without an article number. If the line has no sales price, it is automatically calculated as cost price plus the margin percentage linked to the selected cost type. You can use the buttons Edit all and Clear list to make bulk changes or deletions of registered lines.
Note: All amounts in order costs are shown excluding VAT.
If a line is missing a cost type, the cost cannot be approved. In that case, an error message is shown at the bottom of the voucher, and the Post/Approve button is disabled until the error is corrected.
Approval flow
In voucher registration, there are several ways to process a voucher. Which actions you have access to depends on your permissions in the system.
Under the approval rules, you can enable or disable whether order costs must be approved by the order responsible.
➡️ Setting up approval rules
If you have financial posting rights, you can choose to post the voucher directly. When you do, the voucher is posted in the ledger module, and the order costs you as a user can approve are automatically approved based on the fiscal's setup. If the voucher requires further approval, it is then forwarded to the first user who needs to approve the content. Alternatively, you can choose to manually send the voucher for approval before posting it.
If you do not have financial posting rights, you can only approve the order costs you are responsible for. When you click Approve, the voucher is either forwarded to the next approver or returned to the inbox defined in the setup (Setup > Ledger Setup > Approval Rules > Settings).
Automated workflows
There are two different workflows, depending on whether the voucher should be financially posted before or after the order costs are approved.
Flow 1: Financial posting first
The bookkeeper clicks Post, after which the voucher is financially posted
The voucher is automatically moved to the first approver
The approver clicks Approve
Flow 2: Approval first
The bookkeeper clicks Send for approval
The voucher is sent to the first approver, who clicks Approve
Once all costs are approved, the voucher is automatically moved to the inbox specified in the setup (Setup > Ledger Setup > Approval Rules > Settings)
From here, the voucher is finally posted by clicking Post
Regardless of which workflow is chosen, the voucher — if a valid authorisation rule exists — will always be sent for final authorisation approval as the last step.
➡️ Read more about order responsible and secondary responsible
Order costs on the sales order
Once a voucher with order costs has been posted, they can be seen on the sales order under Sales > Order.
Tab: Costs — shows the registrations from the voucher, which can be re-invoiced
Tab: Documents — shows the original invoice
Tab: Statistics — the costs are included in the task's GP, etc.
Menu: Reports > Project — provides access to reports based on order costs
➡️ Read more about voucher registration in general
➡️ Read more about voucher registration of electronic invoices
➡️ Read more about project reports
- Updated