Changing Voucher

Corrections can be made directly to the voucher or with offsetting voucher adjustments if you want the vendor to "see" the adjustments as a line item on the check stub. Removal of vouchers and voucher adjustments from accounts payable (AP) is accomplished when checks are written against accounts payables, either as a purchase with an immediate check from purchasing, a single hand check, or a check from a check processing run.

Changing a voucher you are already working on

Use the command options to change the voucher:

Add – Select Add to enter additional line items to this voucher.
Change – Select Change to make changes to a line on this voucher.
Delete – Select Delete to delete a line from the voucher. Scroll to the appropriate line item that you want to delete and press Enter to confirm.
Header – Select Header and the system will allow you to make changes to the header section of the voucher, including changing the status from payment hold to ready to pay.

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 ready to pay.

Note: Once a purchase order is completed, only a standard cost item may be added. The quantity of the item may be negative or positive. The negative amount cannot exceed the total of the voucher. Any changes to purchases do not affect inventory.

Note: Paid vouchers 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!!! Press Space Bar."

Note: Changes to quantity received and price fields on completed purchase orders do not affect inventory. A change will not be allowed if the new sum of the voucher and associated voucher adjustments is less than zero. Accounting records will only be rewritten if the date, quantity, cost, account or sub-accounts are changed.

Note: The status may not be changed to Payment Hold (P=Payment Hold) if the purchase has already been paid.

Note: If you have made any changes to the voucher line item on a completed purchase order a message will appear: "WARNING: Inventory will not be adjusted!!! Continue? No/Yes." Enter no to return you to the option line; enter yes to update and save changes.

1. Use the Change command option to select a line that you wish to modify, or select the Header command option to change header information. You may also select Delete to delete a line or select Add to add a line to the voucher.

2. Use the arrow keys to navigate between lines. Make your changes. When finished, press Enter through remaining fields.

3. Command options will appear; select Update.

4. Your changes have now been saved.

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

Changing a previously entered voucher

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

Select OLD VOUCHER if you know the voucher number;
Select SELECTION BOX if you do not know the voucher number. A Select A Voucher window will appear displaying a list of unpaid vouchers for you to choose from with the following information:
- Transaction ID
- Transaction Type
  - Purchase
  - Other PO
  - Voucher
- Status
  - Inventory Hold (purchase order only)
  - Pay Hold
  - Ready to Pay
- The transaction date
- Vendor Id
- Vendor name
- Header Description

2. If you have selected OLD VOUCHER, enter the six character voucher ID code in the Voucher field. If you have selected SELECTION BOX, scroll through the list and press Enter to select the voucher to change from the Select A Voucher window.

3. 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, including changing the status from payment hold to ready to pay.
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.

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 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: Changes to quantity received and priced fields on completed purchase orders do not affect inventory. A change will not be allowed if the new sum of the voucher and associated voucher adjustments is less than zero. Accounting records will only be rewritten if the date, quantity, cost, account or sub-accounts are changed.

Note: The status may not be changed to Payment Hold (P=Payment Hold) if the purchase has already been paid.

Note: If you have made any changes to the voucher line item on a completed purchase order a message will appear: "WARNING: Inventory will not be adjusted!!! Continue? No Yes." Entering No will return you to the option line; entering yes will update and save your changes.

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 ? 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.

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

Changing a Voucher