9.1.2.�Voucher

9.1.2.1. Enter New Voucher
9.1.2.2. Enter New Miscellaneous Voucher
9.1.2.3. Unposted Vouchers
9.1.2.4. Post Vouchers

Voucher section.

9.1.2.1.�Enter New Voucher

9.1.2.1.1. Voucher Item
9.1.2.1.2. Voucher Misc. Distribution

To enter a new Voucher, select the "Enter New Voucher" option. The following screen will appear:

Enter New Voucher

When entering a new Voucher, you are presented with the following options:

Voucher #: Next available Voucher Number will automatically display, unless your system requires you to enter Voucher Numbers manually. Default values and input parameters for Voucher Numbers are configurable at the system level.
PO Number: Enter the Purchase Order Number of the Purchase Order you want to create a Voucher for.
Vendor: The name and address of the Vendor associated with the specified Purchase Order will display here.
Amount to Distribute: Specify the dollar amount you intend to distribute to the Vendor for the specified Purchase Order. You may enter an amount greater than the amount due on the Purchase Order.
Amount Distributed: Displays sum of all Line Item distributions for specified Purchase Order.
Balance: Displays the difference between amount to distribute and amount distributed.
Invoice Date: Enter an Invoice date for the Voucher. The Invoice date is used for determining the due date, based on the specified Terms.
Distribution Date: Enter the date of the current distribution. When the Voucher is posted, this is the date when the posting will be recorded in the General Ledger.
Due Date: Enter the date payment is due to the Vendor. The due date is derived when the specified Terms are added to the Invoice date.
Terms: Specify the billing Terms for the Voucher. By default, the billing Terms will be transferred from the original Purchase Order. You may select alternate Terms on the Voucher header.

Tip

You are given the opportunity to apply any billing Terms Discounts when selecting a posted Voucher for payment.

Vendor Invoice #: Enter the Vendor Invoice Number associated with the specified Purchase Order.
Reference: Use this field to enter any notation or reference required for further identification.
Flag for 1099: Select to flag transaction for Form 1099 Tax reporting.
Line Items: Display lists Line Items associated with the specified Purchase Order.

To the far right of the screen, the following buttons are available:

CANCEL: Closes the screen without entering a new Voucher, returning you to the application desktop.
SAVE: Creates the new Voucher.
DISTRIBUTIONS: Highlight a Purchase Order Line Item and then select this button to reach the Voucher Item distribution screen.
DISTRIBUTE LINE: Highlight a Purchase Order Line Item(s) and then select this button to automatically distribute all quantities and amounts for the selected Voucher Item(s).
CLEAR: Highlight a Purchase Order Line Item(s) and then select this button to automatically clear any distributions.
DISTRIBUTE ALL: Select to distribute quantities and amounts for all Voucher Items.

Tip

You may select multiple Purchase Order Line Items for distribution or clearing by highlighting them using your mouse—or a combination of your mouse and either the SHIFT or CTRL keys.

Right-clicking on a Purchase Order Item in the list of Purchase Order Items enables you to select the following menu option:

View P/O Item: Select to view the specified Purchase Order Item.

To add miscellaneous Cost distributions to a Voucher, select the "Misc. Distributions" tab. The following screen will appear:

Misc. Voucher Distributions

When adding miscellaneous distributions to a Voucher, you are presented with the following options:

Account: Display lists Accounts and distribution amounts for any miscellaneous distributions associated with the Voucher.

To the far right of the screen, the following buttons are available:

NEW: Select to enter a new miscellaneous distribution.
EDIT: Enables you to edit highlighted miscellaneous distributions. The edit screen is the same as that for creating a new miscellaneous distribution—except that when editing, the fields will contain miscellaneous distribution information. Double-clicking on a miscellaneous distribution will also bring you to the editing screen.
DELETE: Highlight a miscellaneous distribution and then select this button to remove the miscellaneous distribution from the list.

9.1.2.1.1.�Voucher Item

To distribute quantities from Purchase Order Line Items to the Voucher, highlight a Line Item and then select the DISTRIBUTIONS button. The following screen will appear:

Voucher Item Distribution

Note

An Item's per unit Actual Cost will be automatically updated after a Voucher is posted if the vouchered Cost differs from the Item's current Actual Cost. The vouchered Cost for an Item is determined by dividing the amount to distribute by the quantity to voucher.

When distributing quantities from a Purchase Order Line Item to the Voucher, you are presented with the following options:

P/O Number: Displays Purchase Order Number specified on previous screen.
Line #: Displays Line Item selected for distribution on previous screen.
Item Number: Displays Item Number associated with specified Line Item.
UOM: Inventory Unit of Measure.
P/O Item Price Info: Displays the Unit Price, Extended Price, and Line Item Freight for the Line Item.
Vend. Item Number: Displays Item number the Vendor assigns to the specified Item.
UOM: Displays the Unit of Measure used by the Vendor for specified Item.
Vend. Item Descrip.: Displays description the Vendor uses to describe the specified Item.
Due Date: Displays the date Line Item was expected to be received.
Total Quantity Ordered: Displays the quantity ordered in the specified Purchase Order Line Item.
Total Quantity Received: Displays the quantity received to date of the specified Line Item.
Total Quantity Rejected: Displays the quantity rejected to date of the specified Line Item.
Uninvoiced Qty. Received: Displays the uninvoiced quantity received to date of the specified Line Item.
Uninvoiced Qty. Rejected: Displays the uninvoiced quantity rejected to date of the specified Line Item.
Qty. to Voucher: This is a read-only field displaying the Purchase Order Line Item quantity tagged to be vouchered for the given Voucher Item. The quantity displayed equals the tagged received qty. minus any returned qty. which may also have been tagged. The quantity to voucher is a divisor applied to the distribution amount. The resulting amount—that is, the Voucher Item distribution amount divided by the quantity vouchered—determines the per unit Actual Cost for an Item. The system will automatically handle any differences between the Inventory and Vendor UOMs—if any differences exist.

Tip

If you want to partially pay for a Receipt—but find you cannot edit the value in the "Qty. to Voucher" field—you should first correct the quantity on the original Receipt to be the amount you want to pay for, then enter a second Receipt for the balance. To correct Receipt quantities, use the right-click menu on the "Uninvoiced Receipts and Returns" screen.

PO Line Freight to Voucher: Enter the amount of any Purchase Order Line Item freight charges. The freight amount entered in this field will be added to the total amount for the Voucher Item. If you are vouchering for less than the original quantity ordered—and if Line Item freight was entered when the Purchase Order was created—then you should consider adjusting the Line Item freight amount accordingly. To make this adjustment, multiply the quantity you are vouchering by the per unit freight charge. The per unit freight charge is determined by dividing the original Line Item freight amount by the original Line Item quantity.
Close P/O Item: Select to close specified Line Item. This flag will be selected automatically if the received quantity tagged for vouchering is equal to or greater than the Order quantity.
Uninvoiced Receipts and Returns: Display lists uninvoiced Receipts and Returns for the specified Line Item. To change the tagged status for a Line Item, double-click on the quantity in the Uninvoiced Receipts and Returns display. If a received (or returned) quantity has been tagged "Yes," this means the quantity will be marked as invoiced when the Voucher is posted.

Tip

You can split or correct a Receipt by right-clicking on a line item in the Uninvoiced Receipts and Returns window.
Distribution List: Display lists Costing Elements used for distributing Voucher Costs. At the bottom of the display the total amount distributed will display. This total includes Costing Element distributions and any Purchase Order Line Item freight charges.

To the far right of the screen, the following buttons are available:

CANCEL: Closes the screen, returning you to the previous screen.
SAVE: Saves the Line Item information and adds it to the Voucher.
NEW: Opens screen for adding a new Costing Element to the distribution list.
EDIT: Enables you to edit highlighted Costing Element. The edit screen is the same as that for adding a new Costing Element—except that when editing, the fields will contain Costing Element information. Double-clicking on a Costing Element will also bring you to the editing screen.
DELETE: Highlight a Costing Element and then select this button to remove the Costing Element from the list.

Right-clicking on a Receipt in the Receipts and Returns list enables you to select from the following menu options:

Correct Receipt: Select to correct the received quantity for the specified Receipt.
Split Receipt: Select to split the specified Receipt into smaller quantities.
Export Contents: Export the data displayed on the screen into a plain-text, TAB-delimited file. This file may subsequently be imported into a spreadsheet or other office tool.

9.1.2.1.1.1.� Voucher Item Distribution

To distribute purchasing Costs to specific Costing Elements for the Item quantity being vouchered, select the NEW button. The following screen will appear:

Distributing Costs to Costing Element

Note

When distributing purchasing Costs to a specific Costing Element, you are presented with the following options:

Costing Element: Specify the Costing Element you want to distribute purchasing Costs to. The "Material" Costing Element will be selected by default once Line Item quantity has been tagged. You may distribute Costs to more than one Costing Element per Voucher Item. The list of available Costing Elements includes the system-defined "Material" Costing Element, as well as any user-defined Costing Elements designated as available to accept Purchase Order distributions.

Tip

Be sure to specify the amount to distribute based on the pricing found on the Purchase Order. The system will automatically handle any calculations required to accommodate Inventory/Vendor Unit of Measure (UOM) ratios which are not 1:1.

Amount to Distribute: Specify the purchasing amount to distribute to the specified Costing Element. By default, the extended Price for the Purchase Order Line Item will be entered here once Line Item quantity has been tagged. Any difference between the distribution amount and the current Actual Cost amount for the Costing Element will result in the posting of automatic updates to the current Actual Cost when the Voucher is posted.

To the far right of the screen, the following buttons are available:

CANCEL: Closes the screen, returning you to the previous screen.
SAVE: Saves the distribution information and adds it to the distribution list.

9.1.2.1.1.2.� Split Receipt

To split a Purchase Order Receipt into different, smaller quantities, highlight a Receipt and then select the "Split Receipt" option from the right-click menu. The following screen will appear:

Split Voucher Item Receipt

When splitting a Receipt quantity, you are presented with the following options:

Order Number: Displays the Order Number of the Purchase Order whose Receipt is to be split.

Line #: Displays the specific Purchase Order Line Item to be split.
Date Received: By default, the date of the original Receipt will be displayed here. However, you may change the date.
Qty. Received: Displays the quantity received for the selected Line Item.
Qty. Split: Enter the quantity you want to split off from the original Receipt quantity. A new Receipt line will be created in the quantity specified here.
Freight: By default, the original Freight amount will be displayed here. However, you may change the Freight amount.
Freight Split: Enter the amount you want to split off from the original Freight amount. The new Freight amount will be added to the new Receipt line.

To the far right of the screen, the following buttons are available:

CANCEL: Closes the screen, returning you to the previous screen.
SPLIT: Select to create a new Receipt line using the specified parameters.

9.1.2.1.2.� Voucher Misc. Distribution

In addition to Line Item specific distributions, you may also enter miscellaneous distributions to affect the Voucher as a whole. To enter a miscellaneous distribution, select the NEW button from the main Voucher screen. The following screen will appear:

Miscellaneous Voucher Distribution

When entering a miscellaneous Voucher distribution, you are presented with the following options:

Distribution Options

Select one of the following distribution options:

Account: Select a General Ledger Account to use for the distribution.
Expense Category: Select an Expense Category to use for the distribution.

Amount to Distribute

Specify the amount of the miscellaneous distribution. If there is a balance still to be distributed once all Voucher Items have been distributed, then that remaining amount will be entered here by default.

To the far right of the screen, the following buttons are available:

CANCEL: Closes the screen, returning you to the previous screen.
SAVE: Saves the information and adds it to the list of miscellaneous distributions, simultaneously adjusting both the Voucher amount distributed and the balance distributed.

9.1.2.2.� Enter New Miscellaneous Voucher

9.1.2.2.1. Voucher Misc. Distribution

Miscellaneous Vouchers can be used to authorize payments for non-Inventory goods or services. You might use a miscellaneous Voucher, for example, to authorize payment for Utility bills or other non-Inventory expenses. To enter a Miscellaneous Voucher, select the "Enter New Miscellaneous Voucher" option. The following screen will appear:

Enter Miscellaneous Voucher

Note

A Voucher posts to the General Ledger effective on the Invoice Date entered on the Voucher—not on the date it is posted, as might be assumed.

When entering a new Voucher, you are presented with the following options:

Voucher #: Next available Voucher Number will automatically display, unless your system requires you to enter Voucher Numbers manually. Default values and input parameters for Voucher Numbers are configurable at the system level.
Vendor #: Enter the Vendor number of the Vendor you want to enter a Miscellaneous Voucher for.
Amount to Distribute: Specify the dollar amount you intend to distribute to the Vendor for the Miscellaneous Voucher.
Amount Distributed: Displays sum of all miscellaneous distributions for the Miscellaneous Voucher.
Balance: Displays the difference between amount to distribute and amount distributed.
Flag for 1099: Select to flag transaction for Form 1099 Tax reporting.
Invoice Date: Enter an Invoice date for the Voucher. The Invoice date is used for determining the due date, based on the specified Terms.
Distribution Date: Enter the date of the current distribution. When the Voucher is posted, this is the date when the posting will be recorded in the General Ledger.
Due Date: Enter the date payment is due to the Vendor. The due date is derived when the specified Terms are added to the Invoice date.
Terms: Specify the billing Terms for the Voucher.
Vendor Invoice #: Enter the Vendor Invoice Number associated with the Miscellaneous Voucher.
Reference: Use this field to enter any notation or reference required for further identification.
Miscellaneous Distributions: Display lists miscellaneous Cost distributions related to the Miscellaneous Voucher.

To the far right of the screen, the following buttons are available:

CANCEL: Closes the screen without entering a new Miscellaneous Voucher, returning you to the application desktop.
SAVE: Creates the Miscellaneous Voucher.
NEW: Select to distribute Costs for the Miscellaneous Voucher.
EDIT: Enables you to edit highlighted miscellaneous distributions. The edit screen is the same as that for creating a new miscellaneous distribution—except that when editing, the fields will contain miscellaneous distribution information. Double-clicking on a miscellaneous distribution will also bring you to the editing screen.
DELETE: Highlight a miscellaneous distribution and then select this button to remove the miscellaneous distribution from the list.

9.1.2.2.1.� Voucher Misc. Distribution

Miscellaneous Voucher Distribution

When entering a miscellaneous Voucher distribution, you are presented with the following options:

Distribution Options

Select one of the following distribution options:

Account: Select a General Ledger Account to use for the distribution.
Expense Category: Select an Expense Category to use for the distribution.

Amount to Distribute

To the far right of the screen, the following buttons are available:

CANCEL: Closes the screen, returning you to the previous screen.
SAVE: Saves the information and adds it to the list of miscellaneous distributions, simultaneously adjusting both the Voucher amount distributed and the balance distributed.

9.1.2.3.� Unposted Vouchers

To display unposted Vouchers, select the "List Unposted Vouchers" option. The following screen will appear:

List Unposted Vouchers

Note

Actual Costs for purchased Items will be automatically updated when Vouchers are posted if there are differences between current Actual Costs and the vouchered Costs for the Items in question. Please keep in mind that Actual Costs only will be updated at posting. For new Costs to be recognized as Standard Costs, Actual Costs must be posted to Standard.

The "Vouchers" screen displays information on all unposted Vouchers, including Voucher Number, Purchase Order Number, Vendor Number/Vendor name, Vendor Invoice Number, and distribution date. Users with the appropriate privilege will also see the G/L distribution date column.

Tip

You may select multiple Vouchers for posting by highlighting them using your mouse—or a combination of your mouse and either the SHIFT or CTRL keys.

To the far right of the screen, the following buttons are available:

CLOSE: Closes the screen, returning you to the application desktop.
PRINT: Runs the report associated with this screen.
NEW: Opens screen for creating a new Voucher.
NEW MISC.: Opens screen for creating a new Miscellaneous Voucher.
EDIT: Enables you to edit highlighted Vouchers. The edit screen is the same as that for creating a new Voucher—except that when editing, the fields will contain Voucher information. Double-clicking on a Voucher will also bring you to the editing screen.
VIEW: Highlight a Voucher and then select this button to reach a read-only view of the "Edit" screen.

Tip

If you have a Purchase Order Voucher that was corrupted by, for example, a sudden power outage, you can clear the record by running the Post Vouchers screen. In most cases, this action will remove the corrupted record and allow you to voucher the Purchase Order with a fresh Voucher.

POST: Highlight one—or multiple—Vouchers, then select this button to post the selected Voucher(s). By default, Vouchers post to the General Ledger (G/L) on their distribution date. However, users with the appropriate privilege may change the G/L distribution date to an alternate date during the Voucher posting process. If used, Vouchers will post on the alternate date. The ability privileged users have to change the distribution date applies to the posting of both individual and also batches of Vouchers from this screen.
DELETE: Highlight a Voucher and then select this button to remove the Voucher from the list.
Print Journal after Post: Select if you want to print a copy of the Payables Journal after the selected Vouchers are posted.

Right-clicking on an unposted Voucher in the list of unposted Vouchers enables you to select from the following menu options:

Edit Voucher: Enables you to edit highlighted Vouchers. The edit screen is the same as that for creating a new Voucher—except that when editing, the fields will contain Voucher information. Double-clicking on a Voucher will also bring you to the editing screen.
View Voucher: Highlight a Voucher and then select this button to reach a read-only view of the "Edit" screen.
Delete Voucher: Highlight a Voucher and then select this button to remove the Voucher from the list.
Post Voucher: Highlight one—or multiple—Vouchers, then select this button to post the selected Voucher(s). By default, Vouchers post to the General Ledger (G/L) on their distribution date. However, users with the appropriate privilege may change the G/L distribution date to an alternate date during the Voucher posting process. If used, Vouchers will post on the alternate date. The ability privileged users have to change the distribution date applies to the posting of both individual and also batches of Vouchers from this screen.
Export Contents: Export the data displayed on the screen into a plain-text, TAB-delimited file. This file may subsequently be imported into a spreadsheet or other office tool.

9.1.2.4.� Post Vouchers

To post Vouchers in batch mode, select the "Post Vouchers" option. The following screen will appear:

Post Vouchers

Note

When posting Vouchers in batch mode, you are presented with the following options:

Print Payables Journal

Payables Journal: Select to print your Accounts Payable Journal when posting Vouchers.

Tip

To the far right of the screen, the following buttons are available:

CANCEL: Closes the screen, returning you to the application desktop.
POST: Posts the specified Voucher.