Adding a Voucher

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

• EXIT – Select EXIT to exit the Voucher option and return to the Payables menu.
• NEW VOUCHER – Select NEW VOUCHER to add a voucher.
• OLD VOUCHER – Select OLD VOUCHER to view/change an old voucher.
• SELECTION BOX – Choose SELECTION BOX to display a Select A Voucher window listing vouchers from which to choose from.

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

The Header Information

2. At the Vendor field, enter a 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.

3. (Optional) At the Desc field, enter a description for the voucher. If you make an entry to this field, it will be printed on the check stub and can be used as the voucher line description default.

4. At the Date field, enter in the voucher or vendor invoice date or press Enter to accept the system default date – today's date.

5. At the Buyer field, enter the buyer ID, or press F3 to choose a buyer from a list of buyers. Scroll to the appropriate buyer and press Enter to confirm your selection.

6. At the Terms field, press Enter to accept the vendor default term or press F3 for a list of terms. Scroll to the appropriate terms and press Enter to confirm your selection. The terms will be changed for this voucher only.

7. 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.

8. At the Status field, select R (R= ready to pay), to mark the voucher ready to pay. Select P (P=payment hold), to indicate that the voucher will be in a payment hold status and cannot be paid until the status is changed to ready to pay.

Entering Line Item Detail

9. At the Description field, enter in a line item description on this voucher and press Enter. Press F10 to automatically replicate the header description field.

• Press Enter without making any entries within this field and command options will display: Continue, Exit.
  • Continue – Select Continue to continue processing this voucher.
  • Exit – Select Exit to leave this option and return to the first Select An Option window.

10. 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. Scroll to the appropriate account and press Enter to confirm your selection. The same option is available to display the cost centers. Press F3 to display a Select A Cost Center window. Scroll to the appropriate cost center and press Enter to confirm your selection.

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 and possibly cause the account payable sub-ledger total balance and accounts payable trial balance total to not equal.

11. At the Quantity field, enter the total number of units.

13. At the Cost Per Unit Cost field, enter the unit cost or total cost .

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

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

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

Note: Negative units of measure can be entered to record a deduction on the voucher. The negative amount cannot exceed the total of the voucher. To record a credit to a voucher use voucher adjustments.

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, EXIT.

• 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
• 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.

15. Select Update to save the voucher.

16. A message line appears,” Space bar to continue.” Press the space bar and the system will record the voucher number on the vendor invoice.

17. 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 ? 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.

18. The system will now return back to the first Select An Option screen where you can enter a New Voucher, view, change or delete an Old Voucher, select an old voucher from the Selection Box, or Exit.

For more information on the Voucher option see Voucher.

Security Required : Payables - Vouchers