Revised: 11/26/2012
Go to Activities>>Voucher Entry
Note - The selection is particular to the PO number and the receiving number if there are multiple receivers on one PO.
Tab to the Recv # field. There are 2 types of PO verification screens depending on whether your Organization uses On-Line Payment Approval for purchase orders
If you are not using on-line Approval:
If you are not using on-line approval, the verification screen will list the information regarding the total purchase order regardless of the number of line items, or departments that are associated with that PO
Hit the “Create Voucher” button to create an AP voucher from the PO
You should make any changes necessary on the Main tab for Pay Group, Invoice Number, G/L Date, etc.
Click on the Distributions tab
Depending on how much information was entered when the purchase order was created, you may have completed line items on the distribution screen, or nothing on the distribution screen.
Enter or complete the line items as necessary and save the payable voucher
You are ready to follow your normal AP Posting procedures
On-Line Approval:
If you are using on-line approval, the verification screen will be more detailed
For each line item from the PO, you can enter the appropriate IFC, and GL Account
You may also use the GL Assistance section if all line items are to have the same GL account. Enter the GL account # and hit the “Fill In” button.
When you are done, hit “Create Voucher”
You should make any changes necessary on the Main tab for Pay Group, Invoice Number, G/L Date, etc.
Click on the Distributions tab
Correct any distributions as necessary and save the payable voucher
You are ready to follow your normal AP Posting procedures
Review the Edit List
Go to Activities>>Voucher Edit List
Select the Pay Group or leave blank for all
If setup for dates you may enter a Due Date or GL Transaction Date to constrain the report
Select a source or leave at the default of All Sources.
Click Preview or Print
Review the report.
If there are errors go back to AP Voucher Entry, pull up vouchers by selecting the appropriate Voucher #. Fix any errors and preview or print the edit list again.
Post Vouchers
Go to Activities>>Post Vouchers
Use the same selection criteria you used for the edit list to make sure you post the same information you reviewed.
Click Post
Print the report for your records