A voucher is a way to pay someone for training or supplies that a participant receives. You can pay someone with a check, by creating a check request. Or you can submit a purchase order and have the training or supplies billed to your workforce board. In some situations you can create a scholarship,which works like a purchase order but is only used to pay tuition. Since scholarships are only used to pay for tuition (and occasionally related books and supplies), they cannot be created for support accounts (which only pay for supplies).
This tutorial describes how to add a voucher.
You cannot create a voucher for an account that is on hold or closed. Since vouchers are tied to particular accounts, you may need to add a new support account or training account if an account does not yet exist for your participant. If the account you wish to create a voucher from has a hold on it, you will first need to remove the hold.
Select the account you wish to create a voucher from. This will open the View Account page for the account.
From the Add Voucher pulldown menu found at both the top and bottom of the page, select the kind of voucher you wish to create: check request, purchase order, or scholarship (which is only available if you are working from a training account). Click Go. This will open the Add Voucher page.
Choose a provider. In the Voucher Details section, toward the middle of the page, choose a provider by clicking Select to the left of the provider field. This will open the Select Provider page. Click Select to the left of the desired provider. This will select the provider and open the Add Voucher page again.
Hint: To search for a particular provider, use the Filter on the Select Provider page. Enter a part or all of name of the provider you would like and click Filter. To include all providers, clear the text field and click Filter.
Hint: If you are creating a voucher for a training account, the provider field will default to the provider named in the training account. You can change this by following the steps above. If you are creating a scholarship voucher, the provider must be the same provider named in the training account. You cannot change this.
If desired, add text to the Published Comments field. Text in this field will show up on the printed voucher and can be used to convey information to the provider or participant. For example, you may wish to remind the provider of your Workforce Board's tax-exempt status or request Workforce-approved rates.
Add line items to the voucher. In the Voucher Line Items grid near the bottom of the page, click the Add New Line Item link in the leftmost column.
Choose the appropriate Category of line item from the dropdown list. These categories are customized for each Gazelle work site and can only be updated by your Gazelle administrator.
Add more detail to the line item by entering a Description. Specify in more detail the type of training or kind of supplies for which you are providing funding.
If desired, adjust the line item quantity by entering a number in the Quantity (Qty.) field. The default is 1.
Enter a Unit Price by entering the cost of a single item in dollars and cents.
Add the line item to the voucher by clicking Update to the right of the line item. The Item Total will be calculated and displayed after you have clicked Update. If you wish to cancel this line item, click Cancel instead.
Using the links in the left hand column of the Voucher Line Items grid, Edit or Delete the line item you just entered, or Add a New Line Item.
Hint: To cancel adding a voucher, click Cancel at any time before you save and the View Account page will open. The Cancel button can be found at both the bottom and the top of the page.
When you are finished entering all desired line items, click Save, located at both the bottom and the top of the page. If something is wrong you will receive an error message in red at the top of the page. For example, you may have forgotten to enter a Unit Price, which means the line item total is zero dollars. Correct the problem on the page below and click Save again in order to proceed.
Congratulations. You have created a voucher. The View Voucher page will open.