1. When you first enter the Voucher Adjustment option a Select An Option window will appear. Select OLD ADJUSTMENT if you know the voucher adjustment number; select SELECTION BOX to if you do not know the voucher adjustment number. A Select A Voucher Adjustment window will appear displaying a list of unpaid voucher adjustments.
2. If you have selected OLD ADJUSTMENT, enter the six character voucher adjustment ID code in the Voucher field. If you have selected SELECTION BOX, select the voucher adjustment you wish to change from the Select A Voucher Adjustment window.
3. Command options will appear:.
- Add – Select Add and the system will allow you to enter additional line items to this voucher adjustment.
- Change – Select Change and the system will allow you to make changes to a line on this voucher adjustment.
- Delete – Select Delete and the system will allow you to delete a line from the voucher. Use the arrow keys to highlight the appropriate line item that you want to delete and press Enter.
- Header – Select Header and the system will allow you to make changes to the header section of the voucher adjustment, including linking the adjustment to a voucher and changing the status from payment hold to ready to pay.
- Print - Select print to re-print the voucher adjustment.
- Update – Select Update and the system will update and save this voucher adjustment.
- Void – Select Void and the system will void this voucher adjustment.
- Exit – Select Exit and the system will exit from this option without saving this voucher adjustment.
Note: Based on the Require Invoice Number setting in Purchasing Options, you may need to also enter the vendor invoice number to make the voucher adjustment ready to pay.
Note: 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
Note: Paid voucher adjustments are mainly for viewing purposes only. The options Add, Change, Delete, Update, and Void are not available. A message will display "Option not available for Paid Voucher Adjustments !!! Press Space Bar."
Note: The status may not be changed to Payment Hold (P=Payment Hold) if the purchase has already been paid.
4. Select Change to change a line or select Header to make changes to the header section of the voucher. You may also select Delete to delete a line in the voucher or select Add to add a line to the voucher. Use the arrow keys to navigate between fields. Make your changes and press Enter when finished.
5. Command options will appear:
- Add – Select Add and the system will allow you to enter additional line items to this voucher.
- Change – Select Change and the system will allow you to make changes to a line on this voucher.
- Delete – Select Delete and the system will allow you to delete a line from the voucher. Use the arrow keys to highlight the appropriate line item that you want to delete and press Enter.
- Header – Select Header and the system will allow you to make changes to the header section of the voucher
- Print - Select Print to re-print the Voucher
- Update – Select Update and the system will update and save this voucher.
- Void – Select Void and the system will void this voucher.
- Exit – Select Exit and the system will exit from this option without saving this voucher.
Select Update. Your changes have now been saved.
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 Adjustment uses the Completed Purchase Order form settings in Purchasing Options.
6. Use the arrow keys to navigate between fields. Make your changes and press Enter when finished.
7. Command options will appear; select Update. Your changes have now been saved.
Important: Your changes will not be saved unless you select Update.
