Inbound Voucher Management

Menu Path: Accounts Payable $Images\bluerarw.gif$ Vouchers $Images\bluerarw.gif$ Inbound Voucher Management

Purpose

Display and manage inbound vouchers.

Overview

Use Inbound Voucher Management to view and manage inbound vouchers entered for suppliers in Voucher Entry. You can close inbound vouchers, or automatically reconcile inbound vouchers after products are received. For a visual representation of the inbound voucher process, see Inbound Voucher Processing Diagram.

Automatically Reconciling Inbound Vouchers

To automatically reconcile inbound vouchers:

Select filter criteria.
Select the posting period, year, batch number, and voucher date for new vouchers that you will create.
Click the Show Data button in the ribbon. Inbound vouchers are displayed in the Inbound Voucher grid.
Click the Auto Reconcile button in the ribbon. A message appears, and informs you of the number of inbound vouchers that were reconciled and if any could not be reconciled. Only inbound vouchers for the exact amount and quantity of the received product are automatically reconciled. The reference numbers for created reconciliation vouchers are the inbound voucher reference numbers with -R appended to the numbers. If an inbound voucher could not be automatically reconciled, the Inbound Voucher grid displays the reason it could not be automatically reconciled.

Note If an inbound voucher cannot be automatically reconciled because the associated purchase orders, shipments, or containers were not yet fully received, you can repeat steps 1-4 after receiving is completed. If an inbound voucher cannot be automatically reconciled because the amounts or quantities do not match, select the inbound voucher, and click the Voucher Entry button in the ribbon. You can then manually reconcile it.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Inbound Voucher Management window.
Show Data	Click this button to display data for the selected supplier and posting period/year.
Close Inbound Voucher	Click this button to close the selected inbound voucher. If you close an inbound voucher that has an open amount, a debit memo is created for the open amount. This button is only enabled after you click the Show Data button in the ribbon, and is only enabled if the Results tab is displayed.
Voucher Entry	Click this button to display Voucher Entry, which allows you to enter a voucher for manual reconciliation of the selected inbound voucher if inventory was received for it. The reference number for the voucher defaults to the reference number for the inbound voucher with -R appended to it. This button is only enabled if an inbound voucher is selected. This button is only enabled after you click the Show Data button in the ribbon, and is only enabled if the Results tab is displayed.
Auto Reconcile	Click this button to automatically reconcile inbound vouchers for which product was received, and for which the total received amount is equal to the total inbound voucher amount. This button is only enabled after you click the Show Data button in the ribbon, and is only enabled if the Results tab is displayed.

Ribbon Batch Tab Buttons

Button	Description
Select Batch	Click this button to display Select a New Batch, which allows you to select a previously created batch.
Open Batch	Click this button to display Open a New Batch, which allows you to create a new batch.
Close Batch	Click this button to display Close A Batch, which allows you to close a batch.
Edit Batch	Click this button to display Edit A Batch, which allows you to edit an existing batch.

Main Tab Fields and Buttons

Field or Button	Description
Status	Select whether to display open, closed, or both open and closed inbound vouchers.
All Suppliers	Select this check box to display inbound vouchers for all suppliers. This check box is selected by default.
Supplier Code	Enter the supplier code of the supplier for which you are managing inbound vouchers, or click the Lookup button to select a supplier code. This field is only enabled if you clear the All Suppliers check box. For more information on suppliers, see Supplier Code and Name.
Supplier Name	Enter the supplier name of the supplier for which you are managing inbound vouchers, or click the Lookup button to select a supplier name. This field is only enabled if you clear the All Suppliers check box. For more information on suppliers, see Supplier Code and Name.
All Voucher Dates	Select this check box to display inbound vouchers for all voucher dates. This check box is selected by default.
From (Voucher Date)	Enter the first voucher date in a range of voucher dates for which to display inbound vouchers, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Voucher Dates check box.
To (Voucher Date)	Enter the last voucher date in a range of voucher dates for which to display inbound vouchers, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Voucher Dates check box.
All Receipt Dates	Select this check box to display inbound vouchers for all receipt dates. This check box is selected by default.
From (Receipt Date)	Enter the first receipt date in a range of receipt dates for which to display inbound vouchers, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Receipt Dates check box.
To (Receipt Date)	Enter the first last date in a range of receipt dates for which to display inbound vouchers, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Receipt Dates check box.
All Shipments	Select this check box to display inbound vouchers for all shipments. This check box is selected by default.
Shipment Number	Enter a shipment number for which to display inbound vouchers, or click the Lookup button to select a shipment number. This field is only enabled if you clear the All Shipments check box.
List (Shipments)	Click this button to display Shipment List, which allows you to select multiple shipments for which to display inbound vouchers. If you click this button and select shipments, the check box to the right of this button is selected.
All Containers	Select this check box to display inbound vouchers for all containers. This check box is selected by default.
Container Code	Enter a container code for which to display inbound vouchers, or click the Lookup button to select a container code. This field is only enabled if you clear the All Containers check box.
List (Containers)	Click this button to display Container List, which allows you to select multiple containers for which to display inbound vouchers. If you click this button and select containers, the check box to the right of this button is selected.
All Purchase Orders	Select this check box to display inbound vouchers for all purchase orders. This check box is selected by default.
Purchase Order #	Enter a purchase order number for which to display inbound vouchers, or click the Lookup button to select a purchase order number. This field is only enabled if you clear the All Purchase Orders check box.
List (Purchase Orders)	Click this button to display Purchase Order List, which allows you to select multiple purchase orders for which to display inbound vouchers. If you click this button and select purchase orders, the check box to the right of this button is selected.
All Posting Periods	Select this check box to display inbound vouchers for all posting periods. This check box is selected by default.
From (Posting Period)	Click the Lookup buttons to select the first posting period and year in a range of posting periods and years for which to display inbound vouchers. These Lookup buttons are only enabled if you clear the All Posting Periods check box.
To (Posting Period)	Click the Lookup buttons to select the last posting period and year in a range of posting periods and years for which to display inbound vouchers. These Lookup buttons are only enabled if you clear the All Posting Periods check box.
Period	Click the Lookup buttons to select a posting period and year for new vouchers created when clicking the Close Inbound Voucher or Auto Reconcile button in the ribbon.
Batch #	This field displays an open/available batch number associated with the supplier voucher entry process. If you want to select a new batch, click the Select Batch or Open Batch buttons on the Batch tab in the ribbon.
Voucher Date	Enter a voucher date for new vouchers created when clicking the Close Inbound Voucher or Auto Reconcile button in the ribbon, or click the drop-down arrow to select a date. This field defaults to the current date.
Show Inbound Vouchers with Received Inventory Only	Select this check box to only display inbound vouchers with received inventory. This check box is cleared by default.
Exclude Estimated Vouchers	Select this check box to not display estimated vouchers. This check box is cleared by default.

Results Tab Fields and Buttons

Button	Description
Inbound Voucher	This grid displays detailed inbound voucher information, and indicates if vouchers are ready for automatic reconciliation, and reasons why vouchers cannot be automatically reconciled. Double-click an inbound voucher to display A/P Detail, which allows you to view voucher detail information.
Inbound Details	This grid displays information about purchase orders, shipments, containers, and releases for the selected inbound voucher. Double-click an amount in the Received Amount column to display PO Receipt Inquiry, which allows you to view information for the receipt.
Linked Voucher	This grid displays vouchers to which a selected inbound voucher is linked. Double-click a voucher to display A/P Detail, which allows you to view detailed information for the voucher.