CREATING VOUCHERS WITH VOUCHER.STY 1992 version There is a vouchform.tex that can be used as a template for a voucher. The voucher must be processed by LaTeX using voucher.sty. There is a script `voucher' that uses a makefile (called vouch.Makefile in the original distribution). Voucher can be used to automate the various processing steps after a copy of vouchform.tex is filled out. Preamble Data Data for the top part of the form is in the preamble part of the .tex file and has been seperated (in vouchform.tex) into data that will be constant for most users and data that will change with each voucher. You can fill out the fixed part and then save the file as a personal vouchform template. Macros include: \pan{your-num} \name{first-name}{middle-initial-or-name}{last-name} \orgnum{new-FML-org-number \date{date-or-\today} \loccode{your-location-code} \room{room-num} \phone{area}{exchange}{4-digit-num} \buspurpose{a-string} \earliestdate{date-of-earliest-AMEX-charge} \amexadvance{amount} \expensetype{num-1-thru-8} \pageof{pagenum}{ofnum} \confprereg{amount} Optional macros \summerhire \exchangerate{value-string} \other{string-for-item-4} \creditdate{date-string} \debitdate{date-string} One of the reasons for the new form is the need to change to `FML' org and loc codes. The orgnum for Bell Labs is BL0+deptnum+0's (enough zeros to make 9 char's). Location code can be obtained from post, etc. The location macro was changed from baseloc to loccode. Baseloc still works but using the old two letter code is not allowed on this form. Note that the \earliestdate is now the date of the earliest amex charge not date of earliest expense as pre-1992. The exchange rate is entered as a string and may include decimals or other symbols. Creditdate and debitdate are for the dates in items 7 and 8. Pageof is for entering values in the Page____ of ____ at the top of the page. The values default to 1 and 1. Note all three copies of the first page are (and should be) numbered 1. There is currently no support for more pages other than this macro. Totals will NOT be carried from page to page. I will eventually add support to automatically continue to subsequent pages when the space for expenses is exceeded. Note that the new form has 4 less lines than the old one, so additional pages are more likely to be needed. The Other expense lines have been increased (who needed them??) I have taken the liberty of removing one other expense line compared to the form to reduce the total height of the form a bit. Too many laser printers cannot print as close to the edge of the paper as would have been required by the original height. Pre-1992 macros no longer required or allowed. \numpersons \amexexp \amexnum \baseloc \period \candidatenum Note that the pre-1992 macro \amexexp no longer exists (see discussion under AMEX Charges). The macro \amexnum) is also obsolete -- the number does not appear on the new form. \amexadvance is for total of Am Express advances. \expensetype checks one of the boxes at the top of the form. Currently there is no way to Foreign Travel $ rate blank. Expense Lines Expense line go in an expenses environment, ie, \begin{expenses} \expense{date}{description}{transp}{car}{num-meals}{meal-exp}{lodging} \expense{date}{descr}{transp}{\miles(num-miles}}{num-meals}{meal-exp}{lodging} \expense{date}{description}{transp}*{car}{num-meals}{meal-exp}*{lodging}* ... \end{expenses} Note that the parameters of \expense are positional parameters in the same order as the columns in the expense voucher. A comment line at the top documents this order. A blank expense line is included as a comment. Make copies of this line for each expense line desired, remove the comment `%' and fill out, adding amounts (in cents or like normal but omit the decimal!) and leaving any columns empty for which there was no expense. Horizontal and vertical totals will be computed for you. Notice that the automobile expenses you may put in the dollar amount or use the optional \miles macro (see second example expense line) to put in number of miles and allow macro to calculate dollar amount. NOTE that \expense has a different number of parameters and different meanings than the pre-1992 version. \miles{num-miles} % only allowed in the car arg of expense AMEX Charges The new form (1992) has a space for checking expenses charged on American Express Corporate cards. The new voucher.sty supports this by allowing an optional `*' after any expense entry except personal car. Simply place the `*' after the `{expense amount}' OUTSIDE the bracket; i.e., between the set of brackets for the expense and the set of brackets for the next expense (if any) on that line. The marked expense will be checked as charged to amex and included in the amex total, which is now computed automatically. There is now no provision for specifying the amount charged to amex -- you must use the marking system and allow voucher.sty to calculate the amex amount. Notice that since an entry must be `all amex' or `no amex' (rules of the new form not mine) you may have to separate items that could be lumped together on the pre-1992 forms. For example if on a given day you have two meals that were paid for out-of-pocket and one charged to amex, you would have to use two lines for that days meals. OTHER EXPENSES The otherexpenses environment is for the Other Expenses part of the form. Again there is a commented template line and one documenting the parameter order. The items must also be included in the other column of the \expense lines -- this cannot be automatic since the form cannot determine which expense line the item should go on and often several \otherexpenses are totaled on one \expense line. \begin{otherexpenses} \otherexpense{date}{descr}{amount-less-tax}{tax}{fml-subacct}% \end{otherexpenses} NOTE that as with expense the number of parameters have changed from the pre-1992 version. The main difference is that tax is not included in the amount but entered separately. The total with tax is computed automatically. The otherexpenses are no longer copied to expense lines but only the total is copied (automatically) to line 1A. ACCOUNTING INFORMATION The projnums environment is for the accounting information part of the form. the first paramenter is for the project number and the second for the percentage to be charged to that project number. The sty verifies that the percentages add up to 100 or prints and error to stdout. I find it convenient to put lines for each project number I use into my personal vouchform.tex and comment out the lines not used for a given voucher. TOTALS All other information such as column and row totals, amex total, and balance due are computed and entered automatically. Even the total expenses written out in words is done automatically. You just have to sign the form (all three copies) and get your approver to sign all three. COPIES Three copies marked TREASURY COPY, DUPLICATE TREASURY COPY, and EMPLOYEE COPY are printed. VOUCHER SCRIPT voucher* are files for preparing vouchers. Because vouchers are printed landscape style, you probably need postscript to print them. I use dvips. I find it convenient to set up makefile for documents. vouch.Makefile is a makefile for vouchers. I place all vouchers in a voucher directory with vouch.Makefile. The makefile uses DOC as a variable. I use the script voucher to pass this in. I use a similar make file for other documents by placing such documents in their own directory and setting DOC in the Makefile. Note that the method for printing postscript files often varies with different sites. One common command uses prt. The script voucher is setup to use prt. If this is NOT appropriate at your site, define the environment variable PSPRINT as the appropriate command taking the postscript file as the parameter and export it. For example: export PSPRINT=/usr/local/bin/psprint If you have trouble check voucher and vouch.Makefile for other site dependent locations. VOUCHBIN can be defined as the path to latex and dvips if these are not in the PATH. usage: voucher voucher-name [dvi|ps|print|printdoc|test|exp-test] voucher calls a makefile that does a latex voucher-file if voucher-file.dvi is not up to date, then a converts to PostScript if voucher-file.ps is not up to date. OPTIONS dvi will force the make to stop with a dvi file NOT making a PostScript file. ps the default print make sure that voucher-name.ps is up to date and then print the file. (There are some additional options in vouch.Makefile.) Note that vouch.Makefile uses a PSPRINT string that contains the command to print on a postscript printer. I use a script called psprint. Some can simply use lp. Edit this as appropriate. USING VOUCHERS PREPARED WITH VOUCHER.STY [updated June 1991] I wrote to Treasury including a sample of my voucher and asked if they would accept them. I never received a reply. After a month I just started submitting them and have never gotten a complaint. They have been accepting them from 3 or 4 of us for about 5 months, at least 10-15 vouchers total, and none of use have had any problems. One user apparently got a question -- they were puzzled as to why they weren't blue, but it was accepted. I should point out that we do not have a BL cashier in our building so all our forms have been sent directly to Treasury. I do not know if one might have more trouble at a cashier counter.