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 Wire viewer screen. | + | 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. |
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+ | ===Vendor Info Tab=== | ||
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+ | When you click the Vendor Info tab, you will see the following: | ||
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+ | [[File:Voucher Entry 11.png]] | ||
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+ | 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. | ||
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+ | ===Name/Address Tab=== | ||
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+ | When you click the Name/Address tab, you will see the following [[Vendor Entry]] screen: | ||
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+ | [[File:Voucher Entry 12.png]] | ||
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+ | To make changes to this screen, click the Edit button. When you have finished making the changes, click Save to retain them. | ||
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+ | ===EFT Setup Tab=== | ||
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+ | When you click the EFT Setup tab, you will see the following screen: | ||
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Revision as of 18:34, 28 June 2012
Contents
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 line items and wish to generate individual checks for each line item, select this box. If one check for all line items is acceptable, leave this box unchecked |
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.
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: