Guide to Holding Accounts, Vouchers, and GL Code Reporting

General : How Holding Accounts and Vouchers Interact with GL Code Reporting


Article Contents: This article Explains how holding accounts and vouchers interact with GL code reporting.

Step by Step

Step 1: Deposit into Credit Book Holding Account.

This should be looked at as the deposit into the holding account.
Example: Depositing $100 into a test account using the “Credit Book Deposit” button. Paid for via check.




GL Code Report shows the following:



A) Type: Check Payment
Memo Note: Total Check Collected.
What is this? It is the $100 coming from the payment method check that I used to tender out the above order.

B) Type: Credit Book Holding Account Voucher Sale.
Memo Note: Credit book holding account vouchers sold for that day.
What is this? It is the $100 in credit being created in the holding account.

Step 2: Credit Book Holding Account Distribution to Individual Vouchers.
This should be looked at as the payment from the holding account to an individual credit book.


Example: I am going to distribute to 3 individual vouchers for $70, $20, and $10 for a total of $100. 



GL code report shows the following:


A) Type: Credit Book Voucher Sale.
Memo Note: Credit book vouchers sold for that day
What is it? It Is the $100 being moved to the individual vouchers.

B) Type: Credit Book Holding Account Voucher Payments.
Memo Note: Total payments made using credit book holding account vouchers.
What is it? It is the $100 being deducted from the credit book holding account.

Step 3:  Sales of items by redeeming individual vouchers.
Example: I have created an order with a pair of Pro V1 Sleeves and am redeeming a previously created voucher for the full balance.




GL Code Report shows the following:



GL code report shows the following:

A) Type: Sub Department - Golf Balls
Memo: Pro-Shop Golf Balls
What is it? The merchandise portion of our sale

  1. B) Type: Credit Book Voucher Payments.
    Memo: Total payments made using credit book vouchers
    What is it? This is the $20 debit from the voucher reallocating to the Credit accounts listed in this transaction.

    C) Type: Sales Tax Payable.
    Memo: Sales Tax – Sales – Pro-shop
    What is it? The tax portion of our sale.

    D) Type: Service Charge
    Memo: Total service charge collected pro-shop
    What is it? The service charge portion of our sale if applicable.

    Step 4: Deposit to Existing Vouchers.
    If you are reloading a specific voucher utilizing the “Voucher deposit” option in the tools section of the register.

    Example: I have gone ahead and created an order that is adding $100 to an existing credit book voucher and tendering out with the check payment type.




    GL Code Report shows the following: 



A) Type: Check Payment.
Memo Note: Total Check Collected.
What is this? It is the $100 coming from the payment method check that I used to tender out the above order.

B) Type: Credit Book Holding Account Voucher Sale.
Memo Note: Credit book holding account vouchers sold for that day.
What is this? It is the $100 in credit being created in the holding account.

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