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ACCOUNTS PAYABLE VOUCHER. State Form 53786 (11-08) / DCS 1105. Approved by State Board of Accounts, 2008. Prescribed by Indiana Department of ...

How to fill out accounts payable voucher

How to fill out accounts payable voucher:

1. Gather all necessary information: Before filling out the voucher, make sure you have all the required information, such as the vendor name, invoice number, date of the invoice, amount owed, and any additional details specific to your organization's voucher requirements.
2. Identify the accounts: Determine the appropriate general ledger accounts that need to be debited and credited for this transaction. This will help ensure accurate record-keeping and financial reporting.
3. Enter the vendor information: Start by entering the vendor's name, address, and contact details on the voucher. This information is crucial for future communication and vendor management purposes.
4. Specify the invoice details: Enter the invoice number, as well as the date of the invoice. This information is necessary for tracking purposes and enables efficient invoice reconciliation.
5. Record the amount owed: Input the total amount owed to the vendor on the voucher. Double-check the calculations to avoid any errors in payment processing.
6. Itemize the expenses: If the invoice consists of multiple line items, list each individual expense separately on the voucher. Include the quantity, unit price, and total amount for each item. This level of detail helps maintain accurate records and facilitates invoice verification.
7. Allocate accounts: Assign the appropriate general ledger accounts based on the nature of the expenses. Associate each line item with the corresponding accounts payable or expense accounts. Confirm each account allocation against your organization's chart of accounts to ensure consistency.
8. Verify supporting documentation: Attach any supporting documents, such as receipts, purchase orders, or agreements to the voucher. This provides a complete audit trail and supports the validity of the transaction.
9. Seek approval: Before submitting the voucher for payment, ensure that it goes through the necessary approval channels. Obtain the required signatures or digital approvals from authorized personnel within your organization.
10. Retain a copy: Make a copy of the filled-out voucher for your records. This will serve as a reference in case of any future inquiries or audits.

Who needs accounts payable voucher?

1. Businesses: Accounts payable vouchers are vital for businesses of all sizes and industries. They help record and track the payment obligations to vendors and ensure accurate financial reporting.
2. Accountants and bookkeepers: Professionals responsible for managing the financial records and transactions within an organization need accounts payable vouchers to properly document and process vendor invoices.
3. Vendors: Accounts payable vouchers also benefit vendors as they provide a detailed breakdown of the expenses incurred and serve as evidence of services rendered or products delivered.
4. Auditors: Auditors may need to review accounts payable vouchers during financial audits to verify the accuracy and legitimacy of the recorded transactions. These vouchers provide a comprehensive overview of the organization's payables and can aid in identifying any irregularities or potential fraud.
5. Regulatory authorities: Government agencies and tax authorities may request to see accounts payable vouchers as part of compliance audits or investigations into tax-related matters. These documents help ensure that businesses are appropriately reporting and paying their liabilities.

For pdfFiller’s FAQs

What is accounts payable voucher?

An accounts payable voucher is a document used to record an obligation to pay for goods or services.

Who is required to file accounts payable voucher?

Any business or individual that incurs expenses and owes money to vendors or suppliers is required to file accounts payable vouchers.

How to fill out accounts payable voucher?

Accounts payable vouchers can be filled out by entering the vendor's name, amount owed, invoice number, and payment due date.

What is the purpose of accounts payable voucher?

The purpose of accounts payable voucher is to track and document the money owed to vendors or suppliers for goods or services purchased.

What information must be reported on accounts payable voucher?

Information such as vendor details, invoice number, amount owed, payment due date, and any relevant terms and conditions must be reported on accounts payable vouchers.

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