3-Party Voucher Approvals (FS → GK → Treasurer)

When to use it

Use a voucher whenever the council pays a bill or reimburses someone and you want a proper approval trail for the audit. It records each step of the request → approve → pay chain, with who did it and when, and keeps the receipt, the budget line and the approval on one record for the full 10-year retention window. Attach the receipt up front and the expense carries straight into the budget actuals once paid.

Step by step

1. Go to Finance → Vouchers and click New Voucher. (If Vouchers isn't visible, the vouchersEnabled feature flag needs turning on.)
2. Optionally upload a receipt first — DuesSync reads it and pre-fills the payee, amount, and description for you to confirm.
3. Choose the Payee Type (Vendor, Member, Organization, or Other), enter the Payee Name and Amount, and write a Description of what the payment is for.
4. Optionally set a Pay By Date (helps the Treasurer prioritize) and pick a Budget Line Item. If the amount exceeds the line's remaining budget, you'll see an over-budget warning — the voucher can still be submitted, and the GK sees the budget line, what's left on it and any overrun when approving.
5. Click Save as Draft. You land on the voucher's detail page.
6. Click Submit for Approval. This emails the Grand Knight (or DGK) a request showing the payee, amount, budget line and how many receipts are attached, with an approval link. If no GK/DGK with an email is on file, add one under Settings → Officers first.
7. The GK either approves it or sends it back. From the email link they can Approve or Send back with a note, with no sign-in needed. In-app, the voucher page has Approve (full amount or amended) and Send Back. You can't approve a voucher you created yourself.
8. If it's sent back, you get an email saying what needs to change. Open the voucher, click Edit, fix it (add the receipt, correct the amount…), then Resubmit for Approval. Sent-back vouchers have their own tab on the Vouchers list and show on your Dashboard.
9. Once approved, the Treasurer opens the voucher and clicks Record Payment to log how and when it was paid. The dialog suggests the council's next check number. The voucher then reads Paid, and later Cleared once its check is matched to the bank statement.

Tips & gotchas

• The chain is FS → GK → Treasurer. GK and DGK are interchangeable as the approver; if there's no GK, the DGK is used.
• Who records payments is a council setting at the bottom of the Vouchers page (the FS or GK can change it): Treasurer or Financial Secretary (the default) or Treasurer only. When the officer who created a voucher also records its payment, the voucher's timeline notes it, so the audit committee can see it.
• Reminders go out automatically. A voucher waiting 3+ days for approval re-sends the GK a fresh approval link. One approved but unpaid for 7+ days reminds the Treasurer, and after 30 days the FS is copied. Each kind goes out at most once a week. On the Vouchers list, a small 12d chip shows how long a voucher has been waiting (amber after 14 days, red after 30).
• Approvers can be roster-only — a Grand Knight who has no DuesSync login can still approve via the secure email link.
• While a voucher is Submitted, the FS can Resend approval email or Withdraw it back to draft. Drafts and sent-back vouchers can be edited or deleted, and their receipts removed; approved vouchers can be Voided by the FS or GK.
• Voucher numbers (V-{council}-{FY}-NNN) and the Vouchers list are on the Financial-Year axis, not the Columbian Year — a freshly created voucher always shows under the current FY.
• A paid voucher feeds the budget actuals automatically, so you don't double-enter the expense. Cash payments post when you record them; a check (or other bank payment) posts when its bank transaction is matched under Banking, so it is counted once, from the bank.
• Use Print Register to print pending/approved vouchers for a meeting.

Related

• See also budget
• See also bank-reconciliation