Revised: 09/01/2017
Used to record manual checks (checks that have already been written by hand) or EFT Payments such as payroll taxes.
Go to Activities>>Voucher Entry
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 - the system will assign it.
Under Trans Type, select “Non-Accounts Payable”
If known, enter the Vendor #, or Vendor Name in the appropriate fields. If you enter a partial number or name, hit the Browse Button and the program will find 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 hit the Select Button.
Select the Payment 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. If you have entered a default Pay Group in the Vendor Master, tabbing through the Pay Group field will insert the default Pay Group. Otherwise, enter the appropriate Pay Group or select it from the list using the Browse Button. The Pay Group is the “Account” you will be paying the bill from.
Invoice Number is not required; however you may enter the number from the vendor invoice here. 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. 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 entry. It will default to today’s date and may be changed as described above. This is the date that your transaction will be recorded in the General Ledger.
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.
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. You may leave this field blank.
Discount Information will be calculated automatically if using payment terms. Verify that the amount is correct. If you are not using terms, these fields will be inactive.
Tab through the “Separate Check” box.
If this is an electronic payment or EFT, check the Electronic checkbox.
In the check number field, the check number supplied by the program should be the correct next check or electronic number for the account you are working with. You may change the number here if necessary, however you should investigate why the number is not the next one in the sequence. Hit Tab to go to the date field which should pre-fill with the correct check date. Hit Tab to go to the Distribution View.
The Distribution Entry Area is used to assign General Ledger account numbers to your transaction. If you are using inter-fund mode or pay group mode, you must accept the default or enter the appropriate code.
If there is a default Account Number set up in the Vendor Master, it will be pre-filled when you tab to this field. Hit the tab key and the Account Number Browse will open with the default account highlighted. If you wish to accept this account, double click or hit the Select button. You may also browse for a different account at this time. If you want to browse by account number, click in the Account Number column and begin typing the account number you are looking for or leave the account number blank and use the auto complete feature in Account Description. You can enter as little or as much of the account number as you desire and hit OK.
Once an account has been selected, the Account Description will pre-fill and you will be taken to the Reference field. If an Account Number has not been selected, enter all or part of an Account Description to select an account.
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.
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 entire invoice has been applied.
If you are printing out the check, go to "Quick Links>>>..." and select "Print Check". In the print dialog box select your printer and hit print.
Situations when Non Accounts Payables checks will not print - when the check date falls within one or both of the following:
The Accounting Period has been locked or
The Check Book has been reconciled for that month
Save and close
AP Voucher Edit List
When you are finished entering all your vendor invoices, go to Activities>>Voucher Edit List. To print the edit list, you may enter a Pay Group if you want to print each group separately, or leave the Pay Group blank to print the list for all Pay Groups.
Selections may also include a starting and ending date for Due Dates or GL Dates to only include vouchers within the entered range. A date range may be entered or these fields may be left blank. These fields will not be available unless Accounts Payable Settings has the Post by Due Date or G/L Transaction Date fields checked.
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 be available for entry:
To post a specific voucher from among many, enter the voucher number. If posting only one or all vouchers, leave this field blank.
Enter a Starting and Ending G/L Date or Due Date
Select AP - Accounts Payable or All Sources as the source.
Press the Post button to begin the posting.
If you receive an error report - correct the identified voucher(s) and Post again.
Print the posting register for your records.