Recurring Voucher Entry

Overview of AP12

Vouchers are created in the system to pay invoices. Before a check can be printed, the voucher must be created and approved by the appropriate personnel. 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 program for adding or editing recurring vouchers for invoices to be paid. This program sets up the recurring vouchers and payment intervals. The user must then run the Processing Recurring Vouchers program to actually generate the vouchers to be paid.

• From the DDI Connect main menu, double-click Accounts Payable
• Double-click Recurring Voucher Entry. You will see a screen similar to this one:

Adding a New Voucher

To add a new recurring voucher, click the New button on the toolbar. You will see this screen:

The following fields are available on this screen:

Field	Description
Vendor ID	Enter the Vendor ID or click the list icon to select from a list of active vendors in the system. If you are creating a recurring voucher for a new vendor, click the New Vendor button on the toolbar to launch the Vendor Entry screen
Voucher #	If you wish to use a particular voucher number, enter it here. Otherwise, leave at 0 to use the next available voucher number

Click OK to proceed. You will now see this screen:

As you can see, there are multiple tabs on this screen.

Voucher Setup Tab

The following fields are available on the Voucher Setup tab:

Field	Description
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
Next date	Enter the next date that this recurring voucher should be processed. You can type it in mm/dd/yyyy format or click the calendar icon to select the date
Recurring	Click the drop down arrow to select the recurrence for this voucher
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
Credit memo	If applicable, the amount from credit memo to be applied to this voucher
Voucher expires	Select the expiration method to use with this recurring voucher

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

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.

Viewing/Editing an Existing Voucher

To view an existing recurring voucher:

• From the DDI Connect main menu, double-click Accounts Payable
• Double-click Recurring Voucher Entry. You will see a screen similar to this one:

To locate the voucher you wish to view, you can either type the voucher # in the Voucher # field or scroll through the list to locate the voucher. You can further filter the view by clicking the appropriate radio button in the Show area:

Once you have located the voucher, you can either double-click it or click once to highlight and then click the View button on the toolbar. This launches the voucher:

To modify the voucher, click the Edit button. This will activate the fields for editing. Make your changes, then click Save to retain them.

Searching for a Voucher

If you click the Find button on the toolbar, you will launch the A/P Inquiry screen. This will allow you to search for and view a recurring voucher.

Processing Vouchers

If you click the Process button on the toolbar, it will launch the Process Recurring Vouchers screen.