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.

Security

Approval related security is granted by the presence of "APAPPR" group security

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:

Editing Batch Information

If you have not yet approved any voucher within a batch, the system allows you to edit the batch information. To do so, click the batch and then click the Edit button on the toolbar. This will launch the batch information screen, allowing you to modify the fiscal year, description or Default G/L date:

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
Batch date	If you wish to enter a batch date for record-keeping in this voucher, do so here
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 (i.e. controls updates to Year to Date summary information for the vendor)
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.