Voucher Entry

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	Example
Due date	Example
Discount date	Example
Pct	Example
Tax year	Example
1099 type	Example
A/P Account	Example
Post to G/L	Example
Separate check?	Example
Ck. account	Example
Pay by	Example
Invoice total	Example
Discount	Example
Amount to pay	Example