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 consumption type for order costs for the current supplier
The changes apply to new vouchers sent to the inbox. Here is how:
Open the partner.
Go to the Setup box and select the Supplier tab.
Click the edit icon or double-click in the box.
Select Default approver and Default consumption type.
Requires order cost posting
On ledger accounts and article groups you can enable the setting Requires order cost posting. When enabled, any voucher posted to that account or article group must always contain at least one order cost line.
If the order cost line is missing, a warning is displayed in voucher registration and the voucher cannot be posted until the requirement is met.
The setting is only visible in accounts where at least one project has been created.
To enable the setting on a ledger account:
Go to Ledger > Account overview > Account overview.
Click the menu (the three dots) next to the account and select Go to ledger account.
Click the edit icon and enable Requires order cost posting.
The setting can be applied to article groups in the same way via the article group setup.
➡️ Read more about dimensions and mandatory settings on ledger accounts and article groups
Order cost in voucher registration
When registering an order cost, you must always start by selecting a task. Which tasks you can choose from depends on their status and whether they are set up to appear in the posting view.
➡️ Read more about task status
You then select a consumption type and register the cost — either with or without an item number. If the line has no sales price, it is automatically calculated as cost price plus the margin rate linked to the selected consumption type. You can use the Edit all and Clear list buttons 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 consumption type, the cost cannot be approved. In that case, an error message is displayed 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. The actions available to you depend 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.
If you have permission to post to the ledger, you can choose to post the voucher directly. When you do, the voucher is posted in the ledger module and any order costs you as a user can approve are automatically approved based on the account setup. If the voucher requires further approval, it is then sent to the first user who needs to approve the content. Alternatively, you can manually send the voucher for approval before posting it.
If you do not have permission to post to the ledger, 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 posted to the ledger before or after the order costs have been approved.
Flow 1: Ledger posting first
The bookkeeper clicks Post, after which the voucher is posted to the ledger.
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.
When all costs have been 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 procurement rule applies — will always be sent for final procurement 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 viewed on the sales order under Sales > Order.
Tab: Costs — shows the registrations from the voucher, which can be invoiced on.
Tab: Documents — shows the original invoice.
Tab: Statistics — the costs are included in the task margin 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