Difference between revisions of "Voucher Entry"
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If you wish to view the payment, click the line item once to highlight and then click View. This will launch the [[Viewing Checks|Check]] or [[View Wires|Wire viewer]] screen. When you have finished viewing the information, click Exit to return to the Payments tab. | If you wish to view the payment, click the line item once to highlight and then click View. This will launch the [[Viewing Checks|Check]] or [[View Wires|Wire viewer]] screen. When you have finished viewing the information, click Exit to return to the Payments tab. | ||
+ | |||
+ | If your voucher was set up to be paid with a Manual Check (the "Pay by" field on the Invoice Setup tab), you will have to manually enter the payment in order to mark the voucher as paid. It will NOT be processed automatically when you run [[Process Vouchers|AP20 Process Vouchers]]. | ||
+ | |||
+ | |||
+ | On the Payments tab, click the View type drop down and select Manual Checks: | ||
+ | |||
+ | |||
+ | [[File:Manual Check 1.png]] | ||
+ | |||
+ | |||
+ | This will activate the Add button on the toolbar. Click the Add button. The Payment Detail fields will activate for entry: | ||
+ | |||
+ | |||
+ | [[File:Manual Check 2.png]] | ||
+ | |||
+ | |||
+ | The following fields are available on this screen: | ||
+ | |||
+ | |||
+ | {| class="wikitable" | ||
+ | |- | ||
+ | ! '''Field''' !! '''Description''' | ||
+ | |- | ||
+ | | '''Checking Account''' || The system will default this field to the [[A/P Setup|AP default checking account]]. Click the drop down arrow to select from a list of available AP accounts | ||
+ | |- | ||
+ | | '''A/P Account''' || The system will default this field to the [[A/P Accounts|AP default account]]. Click the drop down arrow to select from a list of available AP accounts | ||
+ | |- | ||
+ | | '''Payment Date''' || The date will default to today's date. You can modify the date by typing it in mm/dd/yyyy format | ||
+ | |- | ||
+ | | '''Payment Amount''' || The system will default to showing the entire invoice amount in this field. You can manually enter a different amount if desired | ||
+ | |- | ||
+ | | '''Check Number''' || Enter the check number that was used to pay the voucher | ||
+ | |} | ||
+ | |||
+ | |||
+ | When you have finished entering the information, click Save. If the entire voucher amount was entered as having been paid, the voucher status will now change to Paid. | ||
===Vendor Info Tab=== | ===Vendor Info Tab=== |
Revision as of 20:30, 24 January 2013
Overview of AP10
Vouchers are created in the system to pay invoices. Before a check can be printed, the voucher must be created and approved by appropriate personnel. Vouchers are created in batches, and each batch is associated with a user. There are two types of vouchers: a recurring voucher and an incidental voucher. A recurring voucher is one that is paid on a regular basis (for example, the phone bill). An incidental voucher is a voucher created once or with irregular timing. Use this application to add or edit incidental vouchers for invoices to be paid.
- From the DDI Connect main menu, double-click Accounts Payable
- Double-click Voucher Entry. You will see a screen similar to this one:
In order to add a voucher, you must create or open a batch.
Creating/Opening a Batch
To open an existing batch, you can double-click it or click it once to highlight and then click the Open button on the toolbar. This will bring you to the Vouchers screen:
To create a new batch, click the New button on the toolbar. You will see this screen:
The following fields are available on this screen:
Field | Description |
---|---|
Batch number | The system will automatically assign the next available batch number |
Fiscal year | Enter the fiscal year. If you enter a year that does not agree with the current business date, the system will prompt you with a warning |
Description | Enter a description of the batch |
Default G/L date | The system will default this date to be the current business date. You can change the date by typing the new date in mm/dd/yyyy format |
Click OK. You will now be taken to the vouchers screen:
Entering a New Voucher
To enter a new voucher, click the New button on the toolbar. You will see this screen:
The fiscal year and voucher number fields cannot be modified. In the Vendor ID field, type the vendor ID or click the list icon to select from a list of vendors in the system. You can also click the New Vendor button on the toolbar to launch the Vendor Entry screen. When you have selected your vendor, click OK to proceed. You will see this screen:
There are multiple tabs on this screen.
Voucher Setup Tab
The following fields are available on the Voucher Setup tab:
Field | Description |
---|---|
PO # | If applicable, enter the PO # associated with this voucher |
Invoice # | If applicable, enter the invoice associated with this voucher |
Memo | If you wish to enter a brief memo on this voucher, do so here |
Address | The address field will populate with the vendor name and address. However, if you wish, you can click the Envelope icon to the right of this area to choose an alternate address for this vendor |
G/L tran date | The G/L tran date will default to the date entered when you created the batch. However, you can override it by typing a new date in mm/dd/yyyy format |
Invoice date | Enter the invoice date in mm/dd/yyyy format |
Due date | Enter the due date in mm/dd/yyyy format |
Discount date | If applicable, enter the discount date in mm/dd/yyyy format. The date in this field is the "if paid by" date. For example, if you receive a discount if the invoice is paid within 15 days of receipt, entering that date in this field will automatically apply the discount to the total to be paid |
Pct | The percentage discount that is received if the invoice is paid by the Discount Date |
Tax year | Year that this invoice should be included in tax reporting |
1099 type | If applicable, you can enter the 1099 type code or click the list icon to select from a list of active 1099 types |
A/P Account | The system will default all vouchers to the default AP account. However, you can click the drop down arrow to select from a list of active AP accounts in the system |
Post to G/L | This box will default to be checked if you have configured your AP to post to the GL. You can de-select it to avoid posting this voucher to the GL |
Separate check? | If you have multiple vouchers for the same vendor and you want to have separate checks issued for each voucher, check this box. Leaving it de-selected will generate a single check for all vouchers for a vendor |
Ck. account | This field will be set to the default AP checking account. However, you can click the drop down arrow to select from a list of active checking accounts in the system |
Pay by | Click the list icon to select from a list of valid "Pay by" methods for this vendor |
Invoice total | Enter the total invoice amount |
Discount | If applicable, the discount field will update based on the discount date and percent field |
Amount to pay | The total amount to pay (invoice total less discount) |
When you have entered all of the information, click either the Line Items button or the Line Items tab to proceed.
Line Items Tab
The following fields are available on this screen:
Field | Description |
---|---|
Tran type | Click the drop down arrow to select from a list of transaction types |
G/L account | Type the GL account number or click the list icon to select from a list of active GL accounts |
Percent | Enter the percentage that this line makes up of the whole, Entering a percentage here will update the line amount field |
Reference | If desired, you can enter a brief reference to the line item (such as PO# or invoice #) |
Line amount | Enter the amount that this line makes up of the whole, Entering a percentage here will update the percent field |
1099 Box | If you selected a 1099 type on the Voucher Setup screen, you can now select the box that this line item should apply to, if applicable. You can type the box number or click the list icon to select from a list of active boxes |
When you have finished entering the line information, click OK. The line will be added to the voucher. If additional funds remain for the total invoice amount, the system will automatically add the second line and make the fields available for entry:
Repeat the above steps until the total invoice amount has been entered. Click Save to retain your changes.
Note that the rest of the tabs on this screen have now become available
Payments Tab
When you click the payments tab, you will see this screen:
If the invoice has not yet been paid, you will not see any information on the screen. If, however, you are viewing an invoice that has been paid, you will see something similar to this:
If you click the drop down arrow to the right of the View type field, you can filter the view on the screen based on payment type.
If you wish to view the payment, click the line item once to highlight and then click View. This will launch the Check or Wire viewer screen. When you have finished viewing the information, click Exit to return to the Payments tab.
If your voucher was set up to be paid with a Manual Check (the "Pay by" field on the Invoice Setup tab), you will have to manually enter the payment in order to mark the voucher as paid. It will NOT be processed automatically when you run AP20 Process Vouchers.
On the Payments tab, click the View type drop down and select Manual Checks:
This will activate the Add button on the toolbar. Click the Add button. The Payment Detail fields will activate for entry:
The following fields are available on this screen:
Field | Description |
---|---|
Checking Account | The system will default this field to the AP default checking account. Click the drop down arrow to select from a list of available AP accounts |
A/P Account | The system will default this field to the AP default account. Click the drop down arrow to select from a list of available AP accounts |
Payment Date | The date will default to today's date. You can modify the date by typing it in mm/dd/yyyy format |
Payment Amount | The system will default to showing the entire invoice amount in this field. You can manually enter a different amount if desired |
Check Number | Enter the check number that was used to pay the voucher |
When you have finished entering the information, click Save. If the entire voucher amount was entered as having been paid, the voucher status will now change to Paid.
Vendor Info Tab
When you click the Vendor Info tab, you will see the following:
If you need to modify any of the information on this screen, you can click the Edit button to activate the fields for modification. When you have finished entering the changes, click Save to retain them.
Name/Address Tab
When you click the Name/Address tab, you will see the following Vendor Entry screen:
To make changes to this screen, click the Edit button. When you have finished making the changes, click Save to retain them.
EFT Setup Tab
When you click the EFT Setup tab, you will see the following screen:
To add EFT information to this vendor, click the Add button on the toolbar. The fields will enable for entry:
The following fields are available on this screen:
Field | Description |
---|---|
Bank name | Enter the bank name |
ABA (Routing) number | Enter the routing number for the bank |
Bank account | Enter the account number |
Bank account description | Enter a description, if desired |
Account type | Select either Checking or Savings |
Format | Click the drop down arrow to select the format for ACH |
Status | Select inactive if this account is no longer active. Select "require pre-note" if the bank requires a pre-note notification of pending deposits |
Bank template ID | If the bank utilizes a particular template and has provided that template for you, enter the Template ID here |
When you have finished entering the information, click Save to retain the changes.
1099 Boxes Tab
When you click the 1099 Boxes tab, what you see will depend on whether or not you selected a 1099 type on the Voucher Setup screen, and which boxes you selected on the Line Items tab.
This screen displays the amounts applied to the 1099 boxes. You cannot modify this information.
Memos Tab
Click the Memos tab. You will see this screen:
For information on entering and modifying memos, please reference the Memos document
Credit Memo Entry
To add a new credit memo to the system:
- From the DDI Connect main menu, double-click Accounts Payable
- Double-click A/P Credit Memo Entry. You will see a screen similar to this one:
Creating/Opening a Batch
Before you can enter a credit memo, you must first either create a new batch or open an existing batch.
Opening an Existing Batch
To open an existing batch, highlight it and click Open or double-click it. This will bring you to a screen similar to this one:
Creating a New Batch
To create a new batch, click the New button on the toolbar. You will see this screen:
The following fields are available on this screen:
Field | Description |
---|---|
Batch number | The system will automatically assign the next available batch number |
Fiscal Year | Enter the fiscal year that this batch will be recorded in. If you enter a year that does not agree with the current business date, you will receive a warning |
Description | Enter a brief description of this batch |
Default G/L date | Enter the default G/L date for this batch in mm/dd/yyyy format |
Click OK to proceed.
Adding a New Credit Memo
To add a new credit memo, click the New button on the toolbar. You will see this screen:
The Fiscal Year and Credit Memo fields are not available for entry. Enter the Vendor ID or click the list icon to select from a list of vendors in the system. If you are adding a new vendor, click the New Vendor button on the toolbar to launch the Vendor Entry screen. Click OK to proceed. You will now see this screen:
As you can see, there are multiple tabs available on this screen.
Credit memo Setup Tab
The following fields are available on this screen:
Field | Description |
---|---|
PO # | If applicable, enter the PO # associated with this credit memo |
Invoice # | If applicable, enter the invoice # associated with this credit memo |
Address | The address field will populate with the vendor name and address. However, if you wish, you can click the Envelope icon to the right of this area to choose an alternate address for this vendor |
Memo | If you wish to enter a brief memo on this voucher, do so here |
G/L tran date | The G/L tran date will default to the date entered when you created the batch. However, you can override it by typing a new date in mm/dd/yyyy format |
Cr memo date | Enter the date that the credit memo should be applied, in mm/dd/yyyy format |
Tax year | Year that this credit memo should be included in tax reporting |
1099 type | If applicable, you can enter the 1099 type code or click the list icon to select from a list of active 1099 types |
Post to G/L | This box will default to be checked if you have configured your AP to post to the GL. You can de-select it to avoid posting this credit memo to the GL |
Credit memo total | Enter the total amount of the credit memo |
Amount to apply | This will automatically populate based on the entries in the other amount fields |
To proceed, click either the Line Items button or the Line Items tab.
Line Items Tab
The following fields are available on this screen:
Field | Description |
---|---|
Tran type | Click the drop down arrow to select from a list of transaction types |
G/L account | Type the GL account number or click the list icon to select from a list of active GL accounts |
Percent | Enter the percentage that this line makes up of the whole, Entering a percentage here will update the line amount field |
Reference | If desired, you can enter a brief reference to the line item (such as PO# or invoice #) |
Line amount | Enter the amount that this line makes up of the whole, Entering a percentage here will update the percent field |
1099 Box | If you selected a 1099 type on the Voucher Setup screen, you can now select the box that this line item should apply to, if applicable. You can type the box number or click the list icon to select from a list of active boxes |
When you have finished entering the line information, click OK. The line will be added to the voucher. If additional funds remain for the total invoice amount, the system will automatically add the second line and make the fields available for entry:
Repeat the above steps until the total invoice amount has been entered. Click Save to retain your changes.
Note that the rest of the tabs on this screen have now become available
Payments Tab
When you click the payments tab, you will see this screen:
If the invoice has not yet been paid, you will not see any information on the screen. If, however, you are viewing an invoice that has been paid, you will see something similar to this:
If you click the drop down arrow to the right of the View type field, you can filter the view on the screen based on payment type.
If you wish to view the payment, click the line item once to highlight and then click View. This will launch the Check or Wire viewer screen. When you have finished viewing the information, click Exit to return to the Payments tab.
Vendor Info Tab
When you click the Vendor Info tab, you will see the following:
If you need to modify any of the information on this screen, you can click the Edit button to activate the fields for modification. When you have finished entering the changes, click Save to retain them.
Name/Address Tab
When you click the Name/Address tab, you will see the following Vendor Entry screen:
To make changes to this screen, click the Edit button. When you have finished making the changes, click Save to retain them.
EFT Setup Tab
When you click the EFT Setup tab, you will see the following screen:
To add EFT information to this vendor, click the Add button on the toolbar. The fields will enable for entry:
The following fields are available on this screen:
Field | Description |
---|---|
Bank name | Enter the bank name |
ABA (Routing) number | Enter the routing number for the bank |
Bank account | Enter the account number |
Bank account description | Enter a description, if desired |
Account type | Select either Checking or Savings |
Format | Click the drop down arrow to select the format for ACH |
Status | Select inactive if this account is no longer active. Select "require pre-note" if the bank requires a pre-note notification of pending deposits |
Bank template ID | If the bank utilizes a particular template and has provided that template for you, enter the Template ID here |
When you have finished entering the information, click Save to retain the changes.
1099 Boxes Tab
When you click the 1099 Boxes tab, what you see will depend on whether or not you selected a 1099 type on the Voucher Setup screen, and which boxes you selected on the Line Items tab.
This screen displays the amounts applied to the 1099 boxes. You cannot modify this information.
Memos Tab
Click the Memos tab. You will see this screen:
For information on entering and modifying memos, please reference the Memos document