I work for an organization which utilizes Quickbooks (QB) desktop. Expenses are recorded on vouchers, which are sequentially numbered with a stamp. QB is very limited and has fields for a reference number and memo when entering bills. QB does check for duplicates of the reference number, but does allows anything in the memo field. Right now the voucher number has been listed in the reference number field and the vendors invoice number is included in the memo. This current practice doesn't make a lot of sense to me as it would not catch an invoice that is prevented a second time from being paid. I know best practice is to sequentially number vouchers, but in this case I need to choose between numbering the vouchers and being able to verify invoices are not being paid twice. QB does not support adding a custom field to track both. Does anyone have any recommendations on best internal control practices in this case? Is voucher numbering imperative or can we get away with eliminating it?
