Physical vouchers – Uniconta

General ledger/Reports/Physical vouchers. Here is a report of all physical voucherss including posted, attached and unattached. 'Show in inbox' and 'Remove from inbox' can be used to select an voucher that is not in Physical vouchers (Inbox) and view it in the inbox. Read more here.

If you entered a posting date in Physical vouchers (Inbox) and then change the date in the posting journal and post, then the posting date in the Physical vouchers summary is automatically updated to the posted date.

Buttons on the ribbon

Edit

It is possible to update the contents of a physical voucher without having to delete it. If the file has been successfully uploaded, the attachment can be downloaded from the server. NOTE: Please note that if many attachments are uploaded, the attachments will be uploaded in the background so that you can continue working in Uniconta. This means that if Uniconta is closed immediately after the transfer of attachments has been initiated, there is a risk that the attachments will not be uploaded to the server. Then no attachments will be attached and the upload must therefore be done again.

Export physical vouchers

All attached posted physical vouchers can be exported to a ZIP file. It's like taking the voucher folders under your arm and carrying them to the accountant, bookkeeper or bank. Note! If a physical attachment in the Text field contains special characters - such as quotation marks, slashes and the like - the export of physical attachments stops at this physical attachment. And with the message "Invalid characters in the path". And now you have to remove these special characters before you can make the total export. Instead of having a folder on your computer or external drive with a copy of the scanned vouchers, you can store all vouchers electronically in Uniconta and export them from there.

Select General ledger/Reports/Physical vouchers.
Use the Filter function to limit the overview and thus the attachments you want to export. If you want a date range, write e.g. 01-01-2018..31-12-2018
Select the Export Physical vouchersbutton in the ribbon.
It is possible to choose between two formats for naming the files: Unique id_Tekst or Posting ringsdato_Bilag_Tekst.
After that, select the Local Backup button.
The next window automatically suggests a file name for the ZIP file to be created. and then select the drive and folder to place the ZIP file.
TapSave. Now you will continuously see which attachment is printed and what its file name will be created with.
A ZIP file is then created with the exported attachments, which you can bring, email etc. Each physical attachment is created with a file name depending on the selected format. If a physical attachment is of type DIR - i.e. an envelope - the envelope is opened. And each physical voucher in the envelope is now printed with its own file name. In the format 'Bookkeep ringsdato_Bilag_Tekst' it must be sorted so that the bookkeeping number must be filled in and envelopes sorted out.

Show in inbox

If the attachment is not posted, then you can "jump" to the inbox and the attachment can be processed.

Awaiting approval

When a transaction is posted with a physical voucher, it cannot be seen in the inbox. The voucher can be found here under reports/physical voucher. Unposted attachments that are not approved/Pending approval can be viewed both here and in the inbox. In the screen you can add/edit/remove approvers. Here you can also see if an voucher is awaiting approval.

The employee must be properly set up for approver to be added. Read more here.