Voucher Edit

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

Purpose

Edit or void a voucher, credit memo, or debit memo.

Overview

Use Voucher Edit to edit an unpaid voucher. Posted vouchers can be edited or voided, and the changed information is transferred to the general ledger.

NOTE If you attempt to edit a posted voucher, and the period for the voucher is closed, you cannot edit the voucher. However, you can change the period to an open period, and then edit the voucher. If you do this, a reversal journal entry is automatically created and posted. The updated voucher is left unposted, and can be posted manually. The reversal journal entry is posted to the updated period for the voucher.

Editing a Voucher

To edit a voucher:

Enter the voucher number you want to edit in the Voucher # field. Information for the voucher appears in the appropriate fields.
Edit the voucher information, as required. If you want to change the amounts for a voucher with multiple expense accounts, click the Enter Expense Accounts button in the ribbon.
Click the Update button in the ribbon to save changes to the voucher. The voucher is updated.

Note After a voucher is paid, you can only update the associated image.

Voiding a Voucher

To void a voucher:

Enter the voucher number you want to void in the Voucher # field. Information for the voucher appears in the appropriate fields.
Click the Void button in the ribbon. The Question dialog box appears, and asks you to confirm you want to void the voucher.
Click the Yes button. The voucher is voided. Any posting which has occurred will be backed out. The general ledger is updated automatically. For more information, see Accounts Payable Posting Period FAQ and Voiding Accounts Payable Vouchers and Checks FAQ.

Note If you void a voucher that was imported in Accounts Payable Voucher Import, you should make a manual journal entry to remove the voucher amount from the accounts payable account.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Voucher Edit window.
Cancel	Click this button to clear all fields in the Voucher Edit window. When you click this button, the Confirm Cancel dialog box appears, and asks if you want to clear the fields.
Update	Click this button to update the selected voucher.
Void	Click this button to void the selected voucher. Note If you void an imported voucher, you should make a manual journal entry to remove the voucher amount from the accounts payable account.
Enter Expense Accounts	Click this button to display A/P and Expense Accounts Entry, which allows you to enter the general ledger accounts for the voucher.
Reconciliation Adjustments	Click this button to display Reconciliation Adjustment Entry, which allows you to edit line items for a reconciliation adjustment voucher. A reconciliation adjustment voucher can be used to manually enter adjustments for accounts payable reconciliation accounts. This button is only available if the selected voucher is a reconciliation adjustment voucher. NOTE You can only edit reconciliation adjustment vouchers if your user ID is authorized to create reconciliation adjustment vouchers.
Select	Click this button to display Voucher PO Selection, which allows you to select valid purchase orders for the voucher.
Reconcile	Click this button to display A/P PO Reconciliation (or A/P PO Inbound Reconciliation for inbound vouchers), which allows you to reconcile purchase orders with the voucher.
Usage	Click this button to display Prepayment Usage Selection, which allows you to select prepayment vouchers to use for a selected voucher.
Supplier	Click this button to display Supplier Maintenance, which allows you to view, enter, edit, and delete supplier information.
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.
Voucher History	Click this button to display Voucher Inquiry, which allows you to view voucher information for the selected supplier.
Billback Inquiry	Click this button to display Free Goods Billback Inquiry, Incentive Billback Inquiry, Sample Billback Inquiry, or Ship and Debit Inquiry, which allows you to view information for a billback voucher. This button is only enabled for billback vouchers.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for a selected voucher.
Remarks	Click this button to display Remark Entry, which allows you to view and enter remarks to be placed on documents related to a selected voucher.

Ribbon Batch Tab Buttons

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

Main Tab Fields and Buttons

Field or Button	Description
Voucher #	Enter a voucher number, or click the Lookup button to select a voucher number. You cannot edit the voucher number for an existing voucher. This field is only used to select a voucher you want to view, edit, or void. You cannot edit a voucher that was selected for payment or paid. If you click the Lookup button, only vouchers for the selected supplier appear in the Lookup window.
Voucher Date	Enter the date of the voucher, or click the drop-down arrow to select the date.
Supplier Code	Enter the supplier code of the supplier for the voucher, or click the Lookup button to select a supplier code. For more information on suppliers, see Supplier Code and Name.
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.
Currency	Click the Lookup button to select the currency for the voucher. This field defaults to the default currency for the supplier entered in the Supplier Code and Supplier Name fields.
PO #	Enter the purchase order number associated with the voucher if you will be conducting accounts payable/purchase order reconciliation. If you do not know the purchase order number or there are multiple purchase orders associated with the voucher, you can click the Select button in the ribbon to select the purchase order number(s) in Voucher PO Selection. After you select a purchase order number, this field is disabled. If more than one purchase order is selected in Voucher PO Selection, Multiple is displayed in this field. Note You must enter a valid Apprise purchase order number in this field or select one or more purchase order numbers in Voucher PO Selection if the Requires Purchase Order check box is selected for the voucher's supplier in Supplier Maintenance. However, a purchase order number is not required for prepayment-related debit memo vouchers. This field is disabled if the Inbound check box is selected.
Inbound	This check box is selected for inbound vouchers (vouchers for inbound shipments that are not yet received). For a visual representation of the inbound voucher process, see Inbound Voucher Processing Diagram.
Use Override Exchange Rate	Select this check box to override the exchange rate for the voucher. This check box is only available if you are authorized to override the exchange rate, and if the voucher currency is not the functional ledger currency.
Type	This field displays the two-letter code for the type of the voucher, and cannot be edited. The types are: IN - A voucher for a regular supplier (vendor) invoice. This is the default voucher type. CM - A voucher for a credit memo used for an additional amount owed to the supplier or for creating a prepayment. DM - A voucher for a debit memo used for a deduction taken from the supplier.
Pre-payment	This check box is selected if the voucher is a prepayment. Prepayments can have purchase order associations, but you cannot reconcile a prepayment voucher against a purchase order.
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 can only be updated for vouchers that are not fully paid. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Override Currency Exchange Rate	Enter the currency exchange rate to use for the voucher. This field is only available if you select the Use Override Exchange Rate check box.
Reference #	Enter the alphanumeric identifier for the current voucher.
Calculated Prepayment Amount	This field displays the calculated prepayment amount for selected items associated with the voucher. This is equal to the amount displayed in the Selected Items Total field in Voucher PO Selection. This field is only available if the Pre-payment check box is selected.
Default Exchange Rate	This field displays the default exchange rate for the voucher.
A/P Amount	This field displays the accounts payable amount of the voucher, and cannot be edited in this window. You can enter the amounts for each expense account in A/P and Expense Accounts Entry.
Prepayment Amount Used/Existing Prepayments	If the Pre-payment check box is cleared, this field displays the reconciled prepayment amount associated with the purchase order that was used with the original prepayment. For more information, see Accounts Payable Prepayments - Purchase Order Reconciliation Process Flow. If the Pre-payment check box is selected, this field displays the total amount of existing prepayments for the purchase order associated with the prepayment voucher.
Payment Terms	Enter the payment terms for the selected voucher, or click the Lookup button to select the payment terms. This field defaults to the payment terms for the selected supplier if default payment terms are set up for the supplier in Supplier Maintenance.
Freight ID	Enter the SCAC code of the freight company if the voucher is for a freight company.
Payment Method	Click the Lookup button to select the payment method of the current voucher. This field defaults to the payment method for the selected supplier if a default payment method is set up for the supplier in Supplier Maintenance.
Discount Amount	Enter the amount to discount from the invoice if it is paid by the discount date. This defaults to the discount amount calculated based on the payment terms. You can also click the Calc button to calculate the discount amount. This field is only enabled if the selected payment terms include a discount.
Calc	Click this button to display Discount Calculation, which allows you to calculate the discount amount, and enter the amount in the Discount Amount field.
Due Date	Enter the date the invoice is due, or click the drop-down arrow to select a date. This date is entered automatically based on the invoice date and the payment terms of the invoice.
Discount Date	Enter the date by which the invoice must be paid to receive a discount., or click the drop-down arrow to select a date. This date is entered automatically based on the invoice date and the payment terms of the invoice. This field is only enabled if the selected payment terms include a discount.
Period	Click the Lookup buttons to select the posting period and year for the voucher.
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 You can use Voucher Image Update to associate invoice images for multiple vouchers. 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.
Batch #	This field displays the batch number associated with the voucher. To select a different batch, click the Select or Open buttons on the Batch tab in the ribbon.
Status	Click the Lookup button to select the status of the voucher. This field defaults to the status entered in the Default Voucher Status field in Accounts Payable Control Maintenance. Select one of the following options: On Hold - The voucher is placed on hold until it is released in Voucher On Hold Update. Ready for Payment - The voucher is ready for payment after it is created. If you are viewing a voucher that was previously selected for payment, this field displays Selected for Pmnt. If you are viewing a voucher that was previously paid, this field displays Paid. If you are viewing an estimated voucher, this field displays Estimated.
Expense Accounts	This radio set indicates whether the voucher is payable against a single general ledger account or is distributed among multiple general ledger accounts. If the Multiple radio button is selected, you must click the Enter Expense Accounts button in the ribbon to edit the expense accounts in A/P and Expense Accounts Entry.
Estimated Open Amount	This field displays the open amount for an estimated voucher. This field is only available for estimated vouchers.
Transferred to G/L	This check box is selected if the selected voucher was transferred to the general ledger.
Associated Voucher #	Enter an associated voucher number, or click the Lookup button to select an associated voucher number. This field is only available if the Pre-payment check box is 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 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.
VAT Status Code	Enter the VAT status code for the voucher, or click the Lookup button to select a VAT status code. For information on setting up VAT status codes, see VAT Status Maintenance. This field is only available if the Use VAT Status check box is selected in Account Maintenance for the selected accounts payable account, or the Use VAT Status check box is selected in Tax Control Maintenance.
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.
Expense Account	Enter the expense account ID or name for the voucher, or click the Lookup buttons to select an expense account ID or name. This field is only available if the Single radio button is selected.
Cash Account	Enter the cash general ledger account for the voucher, or click one of the Lookup buttons to select a cash account.
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. Select this check box if you are creating a voucher for a supplier that is not in the system. When you click the Update or Enter Expense Accounts button in the ribbon, you are asked if you want to enter a remit-to address for the supplier (if you have not already entered one). After you save the voucher, a supplier code is automatically generated for the temporary supplier, and the supplier is created in the system. NOTE You cannot select this check box if you selected a permanent supplier (to change a permanent supplier to a temporary supplier). You must use Supplier Maintenance if you want to change an existing supplier to a temporary supplier.
1099	Select this check box if the voucher requires a 1099 form. This check box is only available 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. For information on setting up reporting boxes, see Form 1099 Reporting Box Maintenance. Note You cannot edit this field after the accounts payable year in which the voucher was posted is closed.

Profitability Tab Fields and Buttons

Note This tab is only enabled for prepayment vouchers. For other vouchers, enter profitability data in A/P and Expense Accounts Entry.

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 (Customer)	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 Expense Account field on the Main tab.
Amount (Customer)	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.
Unapplied Amount (Customer)	This field displays the unapplied amount of the customer cost allocation.
Add (Customer)	Click this button to add the selected customer, account, and amount to the Customer Cost Allocations grid.
Remove (Customer)	Click this button to remove the selected customer, account, and amount from the Customer Cost Allocations grid.
Remove All (Customers)	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 (Product)	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 Expense Account field on the Main tab.
Amount (Product)	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.
Unapplied Amount (Product)	This field displays the unapplied amount of the product cost allocation.
Add (Product)	Click this button to add the selected product, account, and amount to the Product Cost Allocations grid.
Remove (Product)	Click this button to remove the selected product, account, and amount from the Product Cost Allocations grid.
Remove All (Products)	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 (Supplier)	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 Expense Account field on the Main tab.
Amount (Supplier)	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.
Unapplied Amount (Supplier)	This field displays the unapplied amount of the supplier cost allocation.
Add (Supplier)	Click this button to add the selected supplier, account, and amount to the Supplier Cost Allocations grid.
Remove (Supplier)	Click this button to remove the selected supplier, account, and amount from the Supplier Cost Allocations grid.
Remove All (Supplier)	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.