Purpose: To enter a voucher for an invoice received from a vendor.
Launch Point: This routine can be launched from the following location(s):
•Names or Firms → File Maintenance → Routines Drop-Down Menu →
•Names or Firms → File Maintenance → Accounts Payable Tab → Context Menu on Accounts Payable Invoices and Credits Grid →
Example: When the routine is launched a window will open
Enter the data at the top of the form including selecting the appropriate payables account.
When the routine is launched from a Names record the Voucher Details section includes Mail to. Specify the address where the payment for this voucher should be sent. The available options are office or home. If the Names record only has one of these addresses, then the field will default to the address that is available and the field will be disabled. Mail to is not shown when working with a Firms record. On a Firms record if there is an Accounts Payable Address setup that address is used for the payment, otherwise the firms address is used.
Add line items to the voucher in the Line Items grid. You can either open the GL Account drop-down list and select the account from the list or enter the GL account number.
Note: once one line item has been entered when the cursor is in the GL account field you can use the F3 button to copy the GL account from the last entered line into the new line. When the cursor is in the description field in the new line (top row of the grid) hit Enter to add that row to the voucher and be placed in the GL account field of the top row for a new line.
Amount in the new line will default to the amount remaining to be applied which is the difference between the Invoice Amount and the Total of the line items already entered.
To delete a line item already in the Line Items grid highlight the row and click the Delete button above the grid.
When the full amount of the invoice has been distributed click the Save button to save the voucher.
A message will show the voucher number assigned. Click OK.
Note: If you have another voucher to add for the same payee click the New Voucher – Same Payee button instead of the Save button.
A message will then appear asking how to proceed. You can click Cancel to go back to the voucher without saving, click No to discard the voucher just input, or click Yes to save the voucher and start a new voucher for the same payee.
When Yes is selected, a message showing the voucher number assigned is shown. Click OK. Then the Add A/P Voucher screen is shown with the same payee selected.
Note: When New Voucher – Same Payee is used, Account will default to the account used on the previous voucher.
When an A/P Voucher is added it is unapproved. See Approve Vouchers for how to approve unapproved vouchers.
Note: If the user adding an A/P Voucher has rights to Approve Vouchers, the voucher is added as approved and will be available in Print Checks.
Watch the Add A/P Voucher video: