Adding a Voucher Adjustment

1. When you first enter the Voucher Adjustment option a Select An Option window will appear with the following options:

• EXIT – Select EXIT to exit and return to the Payables menu.
• NEW ADJUSTMENT – Select NEW ADJUSTMENT to add a new voucher adjustment.
• OLD ADJUSTMENT – Select OLD ADJUSTMENT to view/change a voucher adjustment and you know the voucher adjustment number.
• SELECTION BOX – Select SELECTION BOX to view/change a voucher adjustment, but do not know the voucher adjustment number. A Select a Voucher Adjustment selection box will appear with the following fields:
  • Voucher Adjustment Number
  • Transaction Type - Voucher AD
  • Status
    • Payment Hold
    • Ready
  • Voucher Adjustment date
  • Vendor ID and name
  • Voucher Adjustment description line

Scroll to NEW VOUCHER ADJUSTMENT and press Enter to confirm your selection.

2. Enter the original voucher number to apply the voucher adjustment or leave blank.

Note: The sum of the associated voucher adjustments associated with a voucher cannot be greater than the voucher.

3. If you did not enter a Voucher Number , at the Vendor field, enter the six-character vendor ID code.

If you are uncertain of the vendor code, see Navigating Net Yield - Selecting a Vendor ID Code.

If you did not make an entry within this field and pressed Enter, the system will bring you back to the first Select An Option window. Defaults from the original voucher if the voucher number was entered above.

4. At the optional Desc field, enter in a description for the voucher adjustment. If you make an entry to this field, it will be printed on the check stub. The original voucher number will default if entered above.

5. At the Date field, enter in the voucher adjustment or vendor credit invoice date or press Enter to accept the system default date.

Note: If this is linked to an associated voucher, the date and terms fields will be bypassed.

6. At the Buyer field, enter the buyer ID code, or press F3 to choose a buyer from a list of buyers.

7. At the Terms field press Enter to accept the vendor default term or press F3 for a list of terms. The terms will be changed for this voucher adjustment only.

8. At the Invoice field, enter the vendor's invoice for the voucher. This field may be required based on the Required Invoice Number field setting in Purchasing Options. If set to No , the vendor invoice number is not required to make Ready to pay, if set to yes the vendor invoice number is required to make ready to pay. Press Enter when finished. Based on the Duplicate Invoice Check setting in Payables Options, the system will either allow, prevent or warn the user that the vendor invoice has been used on other vouchers, voucher adjustments or purchase orders. If set to N=not using, the vendor invoice number can be entered even if on previous transaction. if set to W=Warn or P=Prevent, a Select A Vendor Invoice No will appear with the following information:for each voucher found with the same vendor invoice number:

• Vendor Invoice Number
• Voucher Number
• Voucher date
• Voucher description
• The following message line will appear, "Use Arrow Keys or Mouse to Select A Vendor Invoice No".If the Duplicate Invoice Check is set to W, the message will include " WARNING: Invoice number found !!!. The same invoice or a new invoice number can be selected or entered. If the Duplicate Invoice Check is set to P, the same invoice number cannot be entered. a new invoice number must be entered.

9. At the Status field, select R (R=Ready to Pay), to mark the voucher adjustment ready to pay. Select P (P=Payment Hold), to indicate that the voucher adjustment will be in a Payment Hold status and that it cannot be paid until the status is changed to ready to pay.

Entering Line Item Detail

10. At the Description field, enter in a line item descriptions on this voucher adjustment. Press F10 to automatically replicate the header description field.

• If you press Enter without making any entries within this field, command options will appear.
  • Continue – Select Continue and the system will allow you to continue processing the voucher adjustment.
  • Exit – Select Exit and the system will leave this option and return to the first Select An Option window.

11. At the Account field, press Enter to accept the vendor’s default expense account and cost center or enter a different account number and cost center. Press F3 and a Select An Account window will appear displaying your chart of accounts. The same option is available to display the cost centers; press F3 to select a different cost center.

Note: If the account referenced is to the accounts payable (AP) account, a warning message will display “WARNING: AP account may go out of balance!! Continue No Yes.”

• Select no and the system will allow you to enter a different account.
• Select yes and the system will allow you to continue with the voucher adjustment and possibly cause the account payable sub-ledger total balance and accounts payable trial balance total to not equal one another.

12. At the Quantity field, enter in the quantity for the adjustment line.

13. At the Cost Per field, enter in the unit cost or total value for the adjustment line

14. At the Unit field, enter in the an optional unit of measure.

15. To enter in more line entries, repeat the previous step.

As line items are added to the voucher adjustment, the total amount in the header will be updated.

Note: Negative units of measure cannot be entered on the voucher adjustment.

16. Once completed, press Enter without making an entry to the Item/Name Description field and command options will appear: Add, Change, Delete, Header, Update, Void, and Exit.

• Add – Select Add to enter additional line items to this voucher adjustment.
• Change – Select Change to make changes to a line on this voucher adjustment.
• Delete – Select Delete to delete a line from the voucher adjustment. Use the arrow keys to highlight the appropriate line item that you want to delete and press Enter.
• Header – Select Header to make changes header section of the voucher adjustment.
• Update – Select Update to save the voucher adjustment.
• Void – Select Void to void this voucher adjustment.
• Exit – Select Exit to exit from this option without saving the voucher adjustment.

17. Select Update to save the voucher adjustment. A message line appears, "Space bar to continue”. Press the space bar in order for the system to record the voucher adjustment number on the vendor invoice.

18. Based on the Print Voucher After Update option in Payables Options and the Purchase Order VO setting in User Options, a message line appears " Print Voucher Adjustment ? No Yes". If you select yes, command options will appear allowing you to print or choose from a set of other print options. The Voucher uses the Completed Purchase Order form settings in Purchasing Options.

The system will then return to the first Select An Option screen where you can enter a NEW ADJUSTMENT, view, change, or delete an OLD ADJUSTMENT, select an old voucher adjustment from the SELECTION BOX (in order to view, change, or delete it), or EXIT.

Important: Your changes will not be saved unless you select Update.

For more information on the Voucher Adjustment option see Voucher Adjustment.

Security Required : Payables - Voucher Adjustments