One Step Voucher and Payment Entry

Menu Path: Accounts Payable $Images\bluerarw.gif$ Payments $Images\bluerarw.gif$ One Step Voucher and Payment Entry

Purpose

Create vouchers and payments in one step.

Overview

Use One Step Voucher and Payment Entry to quickly print a check without going through the entire voucher process. You can enter both the voucher information and the payment information at the same time. Additionally, you can print a single check (without doing a whole check run) in One Step Voucher and Payment Entry, avoiding handwriting any manual checks.

Note To use One Step Voucher and Payment Entry, you must have a payment terms code of Cash or COD set up in Payment Terms Maintenance.

Making a One-Step Payment

To make a one-step payment:

Enter the supplier code or name in the Supplier Code or Supplier Name field. You can also click the Remit-To button in the ribbon to enter a remit-to address for the voucher's supplier.
Enter the reference number for the voucher in the Reference # field.
Enter the date of the supplier's invoice in the Voucher Date field.
Click the Lookup button to the right of the Currency field, and select the currency for the voucher.
Enter the amount of the voucher in the Amount field.
Enter the accounts payable and cash account against which the voucher and payment will be applied in the A/P Account and G/L Account fields. If there are multiple general ledger accounts, select the Multiple radio button, and click the Enter Additional Accounts button in the ribbon to enter the accounts (and profitability information) in A/P and Expense Accounts Entry.
If the voucher is being applied to a single general ledger account, enter the project number associated with the voucher in the Project # field (if applicable).
If you have a scanned image of the invoice that you want to associate with the voucher, click the Lookup button to the right of the Image File field, and navigate to and select the image.
Enter the posting period and year for both the voucher and payment in the Posting Period and Year fields.
Use the batch buttons in the ribbon to select a batch for the both the voucher and the payment.
Enter a cash account for the payment in the Cash Account field.
Click the Lookup button to the right of the Payment Method field, and select the payment method.
Enter the payment ID in the Payment ID field.
Enter a remark for the payment in the Payment Remark field.
If you want to enter multiple one-step vouchers and retain the selected cash account for each, select the Retain Cash Account check box.
If you want to print a check report, select the Print Check Report check box.
If you want to enter profitability information for the voucher and you did not select the Multiple radio button in step 6, click the Profitability tab, and enter the profitability information.
Click the Print Options tab.
Select output options for the checks.
Click the OK button in the ribbon. The unique voucher number is displayed, and a check number is displayed if Check was selected as the payment method.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the One Step Voucher and Payment Entry window.
OK	Click this button to create the voucher and payment.
Cancel	Click this button to cancel the current voucher and payment and clear all fields.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for a voucher.
Enter Additional Accounts	Click this button to display A/P and Expense Accounts Entry, which allows you to enter the general ledger accounts for the voucher. This button is only available if you select the Multiple radio button.
Remarks	Click this button to display Remark Entry, which allows you to view and enter remarks to be placed on documents related to a voucher.
Remit-To	Click this button to display Remit-To Address, which allows you to select an existing or enter a new remit-to address for the supplier.

Ribbon Batch Tab Buttons

Button	Description
Select Payment Batch	Click this button to display Select a New Batch, which allows you to select a previously created payment batch.
Open Payment Batch	Click this button to display Open a New Batch, which allows you to create a new payment batch.
Close Payment Batch	Click this button to display Close A Batch, which allows you to close a payment batch.
Edit Payment Batch	Click this button to display Edit A Batch, which allows you to edit an existing payment batch.
Select Voucher Batch	Click this button to display Select a New Batch, which allows you to select a previously created voucher batch.
Open Voucher Batch	Click this button to display Open a New Batch, which allows you to create a new voucher batch.
Close Voucher Batch	Click this button to display Close A Batch, which allows you to close a voucher batch.
Edit Voucher Batch	Click this button to display Edit A Batch, which allows you to edit an existing voucher batch.
Post	Click this button to display Accounts Payable Post, which allows you to post vouchers and payments for the selected batch, posting period, and posting year.

General Tab Fields and Buttons

Field or Button	Description
Supplier Code	Enter the supplier code of the supplier for which you are entering a voucher, or click the Lookup button to select a supplier code. For more information on suppliers, see Supplier Code and Name.
Temp Supplier	Select this check box if the supplier for the voucher is a temporary supplier. For more information on temporary suppliers, see Temporary Suppliers.
Type	This field displays IN to indicate you are creating a voucher for an invoice.
Supplier Name	Enter the supplier name of the supplier for which you are entering a voucher, or click the Lookup button to select a supplier name. For more information on suppliers, see Supplier Code and Name.
Reference #	Enter the reference number from the supplier’s invoice.
Voucher Date	Enter the invoice date displayed on the supplier’s invoice.
Currency	Click the Lookup button to select the currency of the supplier’s invoice as well as the payment. The currency defaults based on the supplier’s default currency. Note You can only use a one-step payment if the invoice and payment are in the same currency.
VAT Date	Enter the VAT date used to determine the exchange rate for the voucher, or click the drop-down arrow to select the VAT date. This defaults to the voucher date. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Amount	Enter the amount of the voucher (which also is the amount of the payment unless there is a cash discount with the payment terms selected).
# of G/L Accounts	Select whether the voucher is payable against a single general ledger account or is distributed among multiple general ledger accounts. If you select Multiple, you must click the Enter Additional Accounts button in the ribbon and enter the expense accounts in the A/P and Expense Accounts Entry window.
G/L Account Type	Click the Lookup button, and select a specific type or ALL types to filter the general ledger accounts that can be selected.
A/P Account	Enter the accounts payable account for the voucher, or click the Lookup button to select an accounts payable account. This field defaults to the account entered for the user in the Default A/P Account field in User Extended Options, or entered in the Default G/L Account field for the A/P Trade category in System General Ledger Account Maintenance. After you select a supplier for the voucher, this account defaults to the A/P Trade account for the supplier instead.
G/L Account	Enter the general ledger account for the voucher, or click the Lookup button to select an account. You can only select an account of the type selected in the G/L Account Type field.
Project #	Enter a project number if applicable, or click the Lookup button to select a project number.
Image File	Click the Lookup button to navigate to and select a scanned image of the invoice. After an image file is selected, you can view the image by clicking the View Image button. Note If a file or image upload directory is set up for the system ID, the file is copied to the Voucher_Images folder in the file or image upload directory when you select the file. If no file or image upload directory is set up, the file remains in the original location.
View Image	Click this button to view the invoice image entered in the Image File field.
Delete	Click this button to delete the invoice image entered in the Image File field.
Includes VAT	Select this check box if the voucher includes VAT. This check box is cleared by default. Note This check box is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
VAT ID	Enter your company's VAT ID for the voucher, or click the Lookup button to select a VAT ID. For information on setting up VAT IDs, see VAT ID Maintenance. This field is only available if the Includes VAT check box is selected. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
VAT Class Code	Enter a VAT class for the voucher, or click the Lookup button to select a VAT class. This defaults to the default accounts payable VAT class entered in Account Maintenance for the selected accounts payable account, or if no VAT class is entered for the account, the default entered in Tax Control Maintenance. For information on setting up VAT classes, see VAT Class Maintenance. This field is only available if you select the Includes VAT check box.
Country	Enter the country for the voucher, or click the Lookup button to select a country. This field defaults from Account Maintenance for the selected accounts payable account, User Extended Options, or Tax Control Maintenance.
VAT Account	Enter the VAT general ledger account if the voucher includes VAT. This defaults to the default accounts payable VAT account entered in Account Maintenance for the selected accounts payable account, or if no VAT account is entered for the account, the default entered in Tax Control Maintenance. This field is only available if you select the Includes VAT check box.
VAT Rate	This field displays the current VAT rate for the VAT class entered in the VAT Class Code field. This field is only available if you select the Includes VAT check box.
VAT Amount	Enter the VAT amount if the voucher includes VAT. This field is only available if you select the Includes VAT check box. This defaults to the VAT amount for the amount entered in the Amount field based on the VAT rate displayed in the VAT Rate field.
Posting Period	Click the Lookup button to select the period against which the voucher and payment will be posted. Note The voucher and payment must be in the same period.
Year	Click the Lookup button to select the year against which the voucher and payment will be posted. Note The voucher and payment must be in the same period.
Batch #	This field displays the voucher batch number. You can use the Select Voucher Batch or Open Voucher Batch buttons in the ribbon to change the batch.
1099 G/L Account	This check box is slated for functionality in a future release. This check box is only available if the Requires 1099 check box is selected for the supplier in Supplier Maintenance.
1099	Select this check box if the voucher requires a 1099. This check box is only available if the Requires 1099 check box is selected for the supplier in Supplier Maintenance. This check box is selected by default if the Requires 1099 check box is selected for the supplier in Supplier Maintenance.
Reporting Box	Enter the reporting box for the 1099 form type for the supplier, or click the Lookup button to select a reporting box. This field is only available if the Requires 1099 check box is selected for the supplier in Supplier Maintenance. This field defaults to the default reporting box entered for the supplier in the Reporting Box field in Supplier Maintenance. For information on setting up reporting boxes, see Form 1099 Reporting Box Maintenance.
Cash Account	Click the Lookup button to select the cash account from which the payment will be made. This defaults from the default cash account for the supplier. If the supplier does not have a default cash account, this defaults to the system default cash account unless the Retain Cash Account check box is selected, and you entered a different cash account for the previously entered one-step payment.
Payment Method	Click the Lookup button to select a payment method. This field defaults to the default payment method for the selected supplier.
Payment Batch #	This field displays the batch number assigned to the payment transaction. You can use the Select Payment Batch or Open Payment Batch buttons in the ribbon to change the batch.
Payment Date	Enter the date of the payment, or click the Lookup button to select the date.
Payment ID	Enter the ID number of the payment. Example The check number.
Retain Cash Account	Select this check box to retain the same cash account (this avoids re-entry if there are multiple one-step payments being entered).
Payment Remark	Enter a remark about the payment.
Print Check Report	Select this check box to print a check report.

Profitability Tab Fields and Buttons

Note This tab is only enabled if the Single radio button is selected on the General tab.

Field or Button	Description
Customer Code	Enter a customer code for a customer cost allocation to associate with the voucher, or click the Lookup button to select a customer code.
Customer Name	Enter a customer name for a customer cost allocation to associate with the voucher, or click the Lookup button to select a customer name.
G/L Account	Enter a general ledger account for a customer cost allocation to associate with the voucher, or click the Lookup button to select a general ledger account. This field defaults to the general ledger account entered in the G/L Account field on the General tab.
Add	Click this button to add the selected customer, account, and amount to the Customer Cost Allocations grid.
Amount	Enter an amount of a customer cost allocation to associate with the voucher. This field defaults to the voucher amount minus the sum of all amounts in the Customer Cost Allocations grid.
Remove	Click this button to remove the selected customer, account, and amount from the Customer Cost Allocations grid.
Unapplied Amount	This field displays the unapplied amount of the customer cost allocation.
Remove All	Click this button to remove all customers, accounts, and amounts from the Customer Cost Allocations grid.
Customer Cost Allocations	This grid displays customer cost allocations associated with the voucher.
Product Code	Enter a product code for a product cost allocation to associate with the voucher, or click the Lookup button to select a product code.
Product Name	Enter a product name for a product cost allocation to associate with the voucher, or click the Lookup button to select a product name.
G/L Account	Enter a general ledger account for a product cost allocation to associate with the voucher, or click the Lookup button to select a general ledger account. This field defaults to the general ledger account entered in the G/L Account field on the General tab.
Add	Click this button to add the selected product, account, and amount to the Product Cost Allocations grid.
Amount	Enter an amount of a product cost allocation to associate with the voucher. This field defaults to the voucher amount minus the sum of all amounts in the Product Cost Allocations grid.
Remove	Click this button to remove the selected product, account, and amount from the Product Cost Allocations grid.
Unapplied Amount	This field displays the unapplied amount of the product cost allocation.
Remove All	Click this button to remove all products, accounts, and amounts from the Product Cost Allocations grid.
Product Cost Allocations	This grid displays product cost allocations associated with the voucher.
Supplier Code	Enter a supplier code for a supplier cost allocation to associate with the voucher, or click the Lookup button to select a supplier code.
Supplier Name	Enter a supplier name for a supplier cost allocation to associate with the voucher, or click the Lookup button to select a supplier name.
G/L Account	Enter a general ledger account for a supplier cost allocation to associate with the voucher, or click the Lookup button to select a general ledger account. This field defaults to the general ledger account entered in the G/L Account field on the General tab.
Add	Click this button to add the selected supplier, account, and amount to the Supplier Cost Allocations grid.
Amount	Enter an amount of a supplier cost allocation to associate with the voucher. This field defaults to the voucher amount minus the sum of all amounts in the Supplier Cost Allocations grid.
Remove	Click this button to remove the selected supplier, account, and amount from the Supplier Cost Allocations grid.
Unapplied Amount	This field displays the unapplied amount of the supplier cost allocation.
Remove All	Click this button to remove all suppliers, accounts, and amounts from the Supplier Cost Allocations grid.
Supplier Cost Allocations	This grid displays supplier cost allocations associated with the voucher.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	These radio buttons are disabled in this window.
Task Occurs	These radio buttons are disabled in this window.
Time	These fields and radio buttons are disabled in this window.
Date	This field is disabled in this window.
Task Description	This field is disabled in this window.
Scheduling Assistant Queue	This field is disabled in this window.
External Email	This check box is disabled in this window.
Screen Alert	This check box is disabled in this window.
Internal Email	This check box is disabled in this window.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.