Revised: 10/23/2015
Go to Activities>>Voucher Entry
If the Contract Module is installed, the Voucher Entry button has a top and bottom function. When the button is clicked on the top half, it will open the regular Voucher Entry view. When the button is clicked on the bottom half, it will open a sub menu that includes Voucher Entry, Contract Voucher Enter and Print Payable Activity Form.
Note, it is recommended that users use the TAB key to move from field to field on the voucher entry screen.
Voucher # is left blank for the system to assign the next unused number
Trans Type should be Regular A/P. See the How To instructions for the other Trans Types.
P.O. Number and Recv# are used for importing Purchase Orders from Materials Management. See How to Enter AP Vouchers from Purchase Orders. A purchase order number may also be typed in as a reference that does not link to Materials Management.
Enter or select the Vendor #, or Vendor Name in the appropriate fields. If you enter a partial number or name, press Tab for the program to open the browse to the nearest match. From within the Vendor Browse, the user may sort the list by clicking in either the Number or Name columns respectively. If selecting your choice from the Vendor Browse, highlight the vendor and double click, or press the OK Button. Also if entering from the Vendor Name, as you type the name a list of possible matches will be displayed, just highlight the correct one and press enter or select with the mouse.
Select the Terms from the drop down list, using the arrow. This field is not required; however, your Organization may use a default value in this field. If so, just tab over the field to the Pay Group field.
Pay Group is a required field. The Pay Group will auto insert if this Vendor has a default Pay Group saved, or if Accounts Payable Settings has a default Pay Group. Otherwise, enter the appropriate Pay Group or select it from the list using the Browse Button. The Pay Group determines which checkbook, Accounts Payable Account and Cash Account to use for this voucher and the payment check. When using Fund Accounting, the Pay Group may also be set to enforce the general ledger segment Balance Control.
Invoice Number is not required; however you may enter the number from the vendor invoice here or any number/description for internal tracking. This number may be alpha-numeric.
Enter the Invoice Date from the vendor invoice. This date is required and generally defaults to today’s date or the date entered on the preceding voucher. You may change it by entering a different date or by hitting the Browse Button and selecting a date from the calendar.
G/L Date is also a required field. It will default to today’s date or the date entered on the preceding voucher and may be changed as described above. This is the date the expenses and Accounts Payable entries will be recorded in the General Ledger. This date may be back dated to a previous month or fiscal year. If the date entered is more than 180 days before or after today's date, a warning "Date __/__/__ is not current, Is that OK?" will be displayed. Press No to correct the date or Yes to allow it. This date must be within an unlocked Accounting Period or it will not be allowed to post.
The Due Date is not a required field. You may enter the due date here, select it from the calendar using the Browse Button, or leave it blank. This date can be used to narrow your payment selections when paying vouchers. See Voucher Selection by Due Date
Enter the total amount to be paid from the invoice in the Invoice Amount field.
You may enter an Invoice Description. Depending on the check format used by your Organization, this description can be printed on the check stub. It is also used on various Accounts Payable reports. This field may be left blank.
The discount amount will be calculated automatically if using payment terms that have an associated discount. Verify that the amount is correct and enter the discount date. If you are not using a discount terms code, these fields will be inactive.
Multiple vouchers entered to the same vendor and pay group will be combined on one check during the payment process. If you need this invoice to be paid on a separate check from other vouchers entered, click the Separate Check checkbox to insert a checkmark and tab. If you do not need to separate this voucher, tab through the box. You will be automatically taken to the Distributions screen.
The Check Information fields will remain inactive for Regular A/P vouchers. These fields are used for Non-Accounts Payable vouchers and Simple Voids.
Distributions
The Distribution Entry Area is used to assign General Ledger account numbers to your transaction.
Line # is left blank for the system to assign.
If using an IFC Code or Pay Group, the option to enter this information will be available. Enter the correct code or leave blank if not required for this transaction.
If the Vendor has a default Account Number saved, this will automatically be displayed. Tab to the next field to accept, or enter or select another account number. To select another account, click the browse icon or press F4 and click in the Account Number column and begin typing the account number you are looking for. You can enter as little or as much of the account number as you desire and press OK to select the highlighted account number.
The Account Number can be left blank and the auto complete feature used to select the account number using the Account Description.
Once an account has been selected, the Account Description will pre-fill and you will be taken to the Reference field. Depending on selections made in Accounts Payable Settings, the Reference field may be pre-filled. The reference is not a required field. You may accept the default entry by tabbing through the field, edit the description, or leave the field blank.
If the Account Number is left blank, the auto complete feature may be used to enter a description and select an account.
The Dollar Amount will default to the entire invoice amount from the Main screen. If you are applying the entire amount of the invoice to this account hit the tab key twice to save the line to the grid below. If you are applying the invoice to multiple general ledger accounts, enter the amount to be charged to the current GL account and hit the tab key twice to save the line to the grid. You will be taken to Line 2, and should repeat the process described above to charge the appropriate amount to the next GL account and so on. At the top of the Distribution screen, you will note that the program keeps a running balance of the amount that has been applied for the current invoice, and the amount remaining to be applied. You must continue to add line items until the Remaining box shows $0.00.
Once all distribution lines have been entered and are showing in the window at the bottom, the Save and Apply buttons will be inactive to show that the entry has already been saved. To clear and start another voucher, press the F2 key or click the Clear/Add button.
AP Voucher Edit List
When you are finished entering all your vendor invoices, go to Activities>>Voucher Edit List.
Depending on Accounts Payable Settings, some of the following fields may be available for entry:
Select a Pay Group or leave blank for all
Enter a Starting and Ending Due Date or
Enter a Starting and Ending G/L Date
To make corrections to a voucher, go back to Voucher Entry and select the Voucher Number from the top left of the entry screen by hitting the browse button. Select the voucher you need to edit, make your changes and Save.
Post AP Vouchers
To post, go to Activities>>Post Vouchers. You can enter the Pay Group to post each group separately, or leave it blank to post all vouchers that have been entered.
Depending on Accounts Payable Settings, some of the following fields may also be available for entry:
To post a specific voucher from among many, enter the voucher number. If there is only one voucher to post or to post all vouchers, leave this field blank.
Enter a Starting and Ending G/L Date or Due Date
Unselect any Sources or Transaction Types that you do not wish to post at this time.
Press the Post button to begin the posting.
If errors are detected, none of the vouchers will post. You will receive the message "Errors Detected - Cannot Post". Press OK. The Posting Messages box will open to show the Voucher numbers that have errors and a description of the error. Errors may include:
Accounting Period problem on Line #. This indicates that the general ledger date for this general ledger account is not available to post in. The period may be locked or has not been created.
Transactions Not in Balance. Indicates the distribution lines do not total up to the Invoice Amount.
Correct the identified vouchers. Double clicking on the error will open the listed voucher.
Post again.
Print the posting register for your records.