Voucher Entry

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

Purpose

Enter vouchers for new invoices, credit memos, and debit memos.
Reconcile purchase orders with vouchers.

Overview

Use Voucher Entry to create accounts payable vouchers, credit memos, and debit memos. You can also use Voucher Entry to reconcile against purchase orders, create prepayment vouchers, and create inbound vouchers (vouchers for inbound shipments that are not yet received). When you select a supplier, many of the fields in this window default to the information for the supplier. Defaults include the payment terms, payment method, and currency. Additionally, a single or multiple accounts will be set depending on the supplier default. The period and year are set to the current period in the system, and the reference date is set by default to today. The due date and discount dates are calculated based on the payment terms selected. For more information, see Different Payment Methods for Purchase Order and Voucher FAQ and Prepaid Amount Exceeds Receipt of Goods FAQ.

You can use Voucher Entry for the following:

Entering a voucher (single general ledger account) - This is performed when a voucher is processed using a single general ledger account. The entry will require you to enter an expense or other type of general ledger account in the Expense Account field.
Entering a voucher (multiple general ledger accounts) - This is performed when an invoice is processed using multiple general ledger accounts. The entry will require you to select the Multiple expense accounts option and click the Enter Expense Accounts button in the ribbon to display A/P and Expense Accounts Entry, which allows you to enter the general ledger accounts.
Entering a voucher for purchase order reconciliation - This is performed when you need to reconcile the cost of the merchandise on the voucher against the cost established on the purchase order(s).
Creating Temporary Suppliers - If you want to enter a voucher for a temporary supplier, enter the supplier's name and enable the Temp Supplier check box. A supplier code will be generated by the system, and you can now enter the voucher as usual. When you click the Enter Invoice or Enter Expense Accounts button in the ribbon, you will be asked whether you want to enter a remit-to address if you have not already done so. A one-time supplier is a perfect candidate for the temporary supplier option. Although temporary suppliers do not appear in some inquiries, reports, or Lookup windows, the history regarding the supplier is retained. If necessary, the temporary status can later be removed in Supplier Maintenance.

You can also import vouchers in Accounts Payable Voucher Import.

Entering a Voucher

To enter a voucher:

Enter the supplier code or name in the Supplier Code or Supplier Name field, or click the Lookup buttons to select a supplier. If the supplier exists in the system, all default information for the supplier is entered. If the supplier is a temporary supplier, select the Temp Supplier check box.
If you want to enter multiple vouchers for the selected supplier, select the Retain Supplier check box.
Enter an alphanumeric identifier for the voucher in the Reference # field. Usually, this should be the invoice number.
Enter an accounts payable amount for the voucher in the A/P Amount field.
If you entered a supplier in step 1 that does not exist in the system, enter the other required fields: Voucher Date, Supplier Name, Currency, Type, Payment Terms, Payment Method, and Due Date.
Verify the correct period and batch are entered in the Period and Batch # fields. The batch number is set to your user default. You can use the Lookup buttons to change the period and the Select or Open button on the Batch tab in the ribbon to change the batch.
Enter any other information for the voucher, such as an associated purchase order number, freight ID, or image file. You can also click the Remit-To button in the ribbon to enter a remit-to address for the voucher's supplier.
Select whether to process the voucher with a single expense account or multiple expense accounts. If you select the Multiple radio button, click the Enter Expense Accounts button in the ribbon to enter the account and amount information for the voucher, and after you have entered this information in A/P and Expense Accounts Entry, skip to step 11.
Verify the correct general ledger accounts are entered for the voucher in the A/P Account, Expense Account, and Cash Account fields. If the supplier has a default A/P Trade account, that account is automatically entered in the A/P Account field. Otherwise, that account 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.
If the voucher includes VAT, select the Includes VAT check box, and enter a general ledger VAT account and a VAT amount in the VAT Account and VAT Amount fields.
If you want to reconcile the voucher with a purchase order entered in the PO # field, click the Reconcile button in the ribbon, then reconcile the voucher and the purchase order in A/P PO Reconciliation.
If you want to enter customer, product, and/or supplier cost allocations, click the Profitability tab and enter the allocations. Suppliers may be set up to require customer, product, and/or supplier cost allocations.
Click the Enter Invoice button in the ribbon. If you created a temporary supplier and did not enter a remit-to address, the Confirm Remit To Address Entry dialog box appears, and asks if you want to enter a remit-to address. If you click Yes, the Remit-To Address window appears, which allows you to enter the remit-to address. After you create a voucher, the voucher number associated with the voucher is displayed.

For more information on the workflows, see Accounts Payable - Purchase Order Reconciliation Process Flow, Accounts Payable Prepayments - Purchase Order Reconciliation Process Flow, and Accounts Payable Overview.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Voucher Entry window.
Cancel	Click this button to clear all fields in the Voucher Entry window. When you click this button, the Confirm Cancel dialog box appears, and asks if you want to clear the fields.
Enter Invoice	Click this button to generate the voucher. After all required and optional data is entered for the voucher, click this button to create a system-derived voucher number.
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. This button is only available if you select the Multiple radio button.
Reconciliation Adjustments	Click this button to display Reconciliation Adjustment Entry, which allows you to create 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 your user ID is authorized to create reconciliation adjustment vouchers, and if the Multiple radio button is selected.
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. Note You cannot enter a remit-to address for a temporary supplier until you enter a voucher 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	This button is disabled in this window.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for a 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 voucher. Note The first 80 characters of the first remark for a voucher print on the check stub.

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 #	This field is blank to indicate that the voucher number has not yet been assigned to the voucher. After you create a voucher, the voucher number associated with the voucher is displayed. You can then enter and view the voucher number in other windows, such as Voucher Edit.
Voucher Date	Enter the date of the supplier's invoice, or click the drop-down arrow to select the date. It defaults to the current date; however, should be changed to reflect the actual date on the invoice from the supplier.
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.
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. For all vouchers, you can enter the following information in this field: reference that is not a purchase order number purchase order number with a supplier or additional charge supplier that is the same as the voucher's supplier For prepayment vouchers, you can also enter a purchase order number with a supplier or additional charge supplier that is not the same as the voucher's supplier. 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. This field is disabled if the Inbound check box is selected.
Inbound	Select this check box to create a voucher for an inbound shipment that has not yet been received into a warehouse location. This check box is cleared by default, and is only enabled if the Pre-payment check box is cleared, and no reconciliation information has been entered for the voucher. 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	Click the Lookup button to select the type of voucher you are entering the system. The options 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. This Lookup button is disabled if the Inbound check box is selected.
Pre-payment	Select this check box if you want to create a prepayment voucher. When you select this check box, CM is automatically entered in the Type field to indicate the voucher is for a credit memo. Prepayments can have purchase order associations, but you cannot reconcile a prepayment voucher against a purchase order. This check box is disabled if the Inbound check box is selected.
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 invoice date. 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. For a prepayment, you can select the Automatic Reference # check box to automatically generate this number.
Default Exchange Rate	This field displays the default exchange rate for the 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 you select the Pre-payment check box.
A/P Amount	Enter the amount payable against the invoice for the selected supplier. This field is only enabled if you select the Single radio button. If the Multiple radio button is selected, 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 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 of the freight company if the voucher is from 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. NOTE For debit memos, this defaults to the current date.
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. During voucher entry, if the invoice date is not contained in the selected period and year, a message appears, and asks if you want to select another period/year or maintain the selected period/year.
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.
Batch #	This field displays an open/available batch number associated with the voucher entry process. If you want to select a new 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 supplier 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.
Expense Accounts	Select whether the voucher is payable against a single general ledger account or is distributed among multiple general ledger accounts. This defaults to Single if the Single G/L Account check box is selected for the supplier in Supplier Maintenance. If you select Multiple, you must click the Enter Expense Accounts button in the ribbon and enter the expense accounts in the A/P and Expense Accounts Entry window. These radio buttons are disabled if you select the Pre-payment check box.
Associated Voucher #	Enter an associated voucher number, or click the Lookup button to select an associated voucher number. This field is only available if you select the Pre-payment check box.
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.
Includes VAT	Select this check box if the voucher includes VAT. This check box is cleared by default.
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 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.
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 you select the Single radio button.
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.
Cash Account	Enter the cash general ledger account for the voucher, or click one of the Lookup buttons to select a cash account. This defaults from the default cash account for the supplier, or if the supplier does not have a default cash account, the system default cash account.
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 A/P Amount field based on the VAT rate displayed in the VAT Rate field.
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 Enter Invoice or Enter Expense Accounts button in the ribbon, you will be asked if you want to enter a remit-to address for the supplier (if you have not already entered one). After you create the voucher, a supplier code is automatically generated for the temporary supplier, and the supplier will be 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.
Retain Supplier	Select this check box to keep the supplier entered in the Supplier Code and Supplier Name fields after you enter a voucher. This is useful if you are entering multiple vouchers from the same supplier.
Automatic Reference #	Select this check box to automatically generate the reference number for a prepayment voucher, and enter the number in the Reference # field. The generated number is prefixed with the letter P, then includes the date (YYMMDD), and a sequential 3-digit number. This check box is only available if you select the Pre-payment check box.
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. 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.

Profitability Tab Fields and Buttons

Note This tab is disabled for vouchers with multiple expense accounts. For these vouchers, enter the 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.