Process Vouchers
Contents
Overview of AP20
Once a voucher has been entered and approved (if applicable), your organization must process in order for checks to be created.
- From the DDI Connect main menu, double-click Accounts Payable
- Double-click Process Vouchers. The parameters screen will launch:
The following fields are available on this screen:
| Field | Description |
|---|---|
| Check/Wire date | Enter the date to be applied to each check and/or wire. You can type the date in mm/dd/yyyy format or click the calendar icon to select the date |
| Pay vouchers with due date thru | Enter the date through which you wish to process vouchers. You can enter the date in mm/dd/yyyy format or click the calendar icon to select the date |
| Checking account | If you only wish to process vouchers and/or wires for a specific checking account, you can select that here. Click the drop down arrow to select which account to process for |
| Entities (blank for all) | If your organization has multiple entities, you can choose which entity to process for. Type the entity code or codes, separated by commas, or click the list icon to select from a list of entities in the system. Leave the field blank to process for all entities. |
| Vendor ID | If you wish to process only for a particular vendor, you can do so here. Type the vendor ID or click the list icon to select from a list of vendors in the system. Leave the field blank to process for all vendors |
| Sort by | Select the sort option you wish to use |
| Add voucher number to memo text | If you wish to have the voucher number in the memo text of the payment, check this box |
| Automatically create manual EFT payments | If you wish to create payments for Automatic Manual EFT payment sources, check this box |
| Liability G/L account (leave blank to use each voucher's A/P account | If you wish the vouchers to use a specific liability account, you can enter that here. Type the GL number or click the list icon to select from a list of active GL accounts in the system. Leave the field blank to use each voucher's A/P account |
If you wish to see the vouchers that will be processed, click the View Vouchers button. This will run the Voucher Listing report.
NOTE: If you have vouchers where the "pay by" method was set to "manual", they will appear when you select View Vouchers, but will NOT be processed when you run the report. If you select Manual Check as the pay by method, you must enter them manually on the payments tab of voucher entry.
Adding Payments to Manual Vouchers
If a Vendor is set to Manual Payments, the "Pay by" field under Vendor Info (from the Vendor Entry screen) will be set to "Manually:.
In order to manually enter payments, from Voucher Entry screen, navigate to the Payments tab:
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.
NOTE: If you have vouchers where the "pay by" method was set to "manual", they will appear when you select View Vouchers, but will NOT be processed when you run the report. If you select Manual Check as the pay by method, you must enter them manually on the payments tab of voucher entry.
Automatic/Manual EFT Vouchers
If you have manual EFT vouchers that you would like to process with AP20, you will follow these steps:
First, ensure the Vendor is set to Manual Payments, the "Pay by" field under Vendor Info (from the Vendor Entry screen) is set to "Automatic Manual EFT):
If this is not correct, click to "Edit" and make your adjustments. Save.
- From the DDI Connect main menu, double-click Accounts Payable
- Double-click Process Vouchers. The parameters screen will launch
- For Automatic/Manuel EFT payments the box for "Automatically crate manual EFT payments" MUST be selected:
The following fields are available on this screen:
| Field | Description |
|---|---|
| Check/Wire date | Enter the date to be applied to each check and/or wire. You can type the date in mm/dd/yyyy format or click the calendar icon to select the date |
| Pay vouchers with due date thru | Enter the date through which you wish to process vouchers. You can enter the date in mm/dd/yyyy format or click the calendar icon to select the date |
| Checking account | If you only wish to process vouchers and/or wires for a specific checking account, you can select that here. Click the drop down arrow to select which account to process for |
| Entities (blank for all) | If your organization has multiple entities, you can choose which entity to process for. Type the entity code or codes, separated by commas, or click the list icon to select from a list of entities in the system. Leave the field blank to process for all entities. |
| Vendor ID | If you wish to process only for a particular vendor, you can do so here. Type the vendor ID or click the list icon to select from a list of vendors in the system. Leave the field blank to process for all vendors |
| Sort by | Select the sort option you wish to use |
| Add voucher number to memo text | If you wish to have the voucher number in the memo text of the payment, check this box |
| Automatically create manual EFT payments | If you wish to create payments for Automatic Manual EFT payment sources, check this box |
| Liability G/L account (leave blank to use each voucher's A/P account | If you wish the vouchers to use a specific liability account, you can enter that here. Type the GL number or click the list icon to select from a list of active GL accounts in the system. Leave the field blank to use each voucher's A/P account |
If you wish to see the vouchers that will be processed, click the View Vouchers button. This will run the Voucher Listing report.
Print Options
After clicking the Print Options button you will see the following options. Choose the desired options and click OK to return to the report parameters screen.
| Option | Description |
|---|---|
| Printer | Click the drop down arrow to select from a list of available printers. DDI Connect uses your default printer unless told otherwise |
| Format | Click the drop down arrow to select from a list of available formats. Select paper size, number of columns, and number of rows for printing. Each report has built-in format defaults. Select “Use Defaults” to use the built-in report defaults. The number of rows and columns controls the print size and amount of information per page |
| Memo | If you wish, you can add a memo to the output of the report. NOTE: It is recommended that Word documents be saved with the .docx extension |
| View Report | This option generates a pdf file that is displayed on the screen when the report is generated |
| Archive Report | If this option is selected, the system will archive the report in the DDI Connect report archives. For information on working with archived reports, please reference this page: Archived Report Viewer |
| Print Report | If selected, the system will generate the report output to your default printer. NOTE: You will also receive a pdf version of the report, displayed on your screen |
| Print via PDF | Prints directly to your printer. |
| This option allows you to send a .pdf attachment of the report to the indicated users' email addresses. When OK is clicked, a dialog box will open requesting a recipient | |
| Duplex/Top | Prints the report on both sides of the paper in landscape style. The printer must be capable of printing on both sides or an error will occur |
| Duplex/Side | Prints the report on both sides of the paper in portrait style. The printer must be capable of printing on both sides or an error will occur |
| Green bar | Adds shaded, horizontal bars to the report, making it easier to read across columns |
| No dialog | Selecting this option means that no ‘Report Completed’ dialog will display after the report has been generated |
| Extra copies | If you want extra copies of the report generated, type the number in this field |
Click Start. The system will process the qualifying vouchers and display a report detailing the results. Click below to view a sample of this report.
NOTE: If you have vouchers where the "pay by" method was set to "manual", they will appear when you select View Vouchers, but will NOT be processed when you run the report. If you select Manual Check as the pay by method, you must enter them manually on the payments tab of voucher entry.
