VIII 1.A Accounts Payable Journal Vouchers Office of the New York State Comptroller

The system will not allow the record to be saved unless the complete invoice amount has been fully distributed. If the distribution is unbalanced, this screen will display a message stating so. In the case where a variance has occurred, at the bottom left hand corner of the screen the Invoice Variance field will not be equal to zero. To add a joint payee, click the block toolbar’s , then use the new row to enter the payee’s name and the amount they are to receive. The amount can’t be greater than the net amount of the voucher or a null value. Entering an amount in this field will re-calculate the discount on the voucher amount less the no discount amount.

This screen is used to match the purchase order line items to the invoice check. When a line is selected, the invoice amount and received quantity will automatically be populated according to the lines receiving information. This is a display-only field that indicates if the ‘Direct Pay’ checkbox has been set for the corresponding tax code. If checked, the user is responsible for submitting this tax to the government; if unchecked, the tax amount will be included in the vendor payment. Once entered, the system will calculate the Disc Date and the Due Date fields according to the selected value of the Terms field, on the Vendor record’s Vendors tab.

5 Processing Prepayments

You can use only the Standard Voucher Entry program to create a prepayment voucher. The system reads the values in the Recycle Voucher UDC (76C/RC) to determine the version to use. The manual payment function is not available for this type of voucher processing.

Detail to enter the person you want to approve the requisition. Please note that some cost centers need additional approvals and may require more than one manager’s approval. Please check with purchasing or accounting if you are unsure who needs to approve it.

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An authorized signer for the chartfield string must approve the invoice voucher. If you are licensed for Purchasing/Receiving, you can optionally assign template/revision numbers during the Receiving function for each unit accepted. Because there is no automatic direct relationship https://kelleysbookkeeping.com/ between a unit received and a voucher line, a template/revision number assigned at time of receipt does not display in this field. If this happens, the Asset Template entered in this column takes precedence. Organization Enter, or click to select, an organization number.

Vouchers are documentary evidence supporting entries displayed in the books of accounts. A voucher refers to a written document, that acts as evidence for the transaction carried out. They are prepared in different colours, for distinguishing them from one another. On the generation of invoice, or receipt of the bill, the entries are first made in vouchers.

Quantity Discounts

The button can be used with or without a vendor code being entered. When the button is used, its pop-up displays a list of all registered invoices for the current vendor, if applicable, or for all vendors otherwise. Select the required registered invoice and click to convert it to a voucher, and to add the voucher to the selected batch on the Enter Voucher screen. This button is used to convert a registered invoice to a voucher and to insert the voucher into the batch selected on the Enter Vouchers screen.

Eligible families can use their vouchers toward any sort of home and are not limited to subsidized housing projects or apartment units. A voucher may also refer to a document, such as a coupon or ticket, that is redeemable for some good or service. For instance, airlines, hotels, and restaurants may issue vouchers that can be exchanged from rooms, flights, or fares. This button will trigger some backend validation, save the distribution if no errors are found, and return you to the Entry Voucher screen. If the voucher has been distributed, but an amount change requires that it be re-calculated, use this button. Within the variance window, the system allows distribution of the variance to General Ledger accounts , jobs or equipment .

When this box is checked, only lump sum POs will be visible in pop-up window launched by button. Entering an expense department in this field indicates that the entire voucher is to be distributed to one expense department. Also, any taxes to be charged will be taken from the department setup rather than the vendor setup. If the AP Control File’s ‘Vendor How Is A Voucher Used In Accounts Payable? Address Code Mandatory On Invoice Is Mandatory’ box is checked on the Voucher tab, this field will be required. For details about the available options, refer to AP Control File . The use of this field is controlled by the ‘Use Invoice Series Code’ and ‘Series Code is Mandatory’ checkboxes on the Voucher tab of the AP Control File screen .

• Enter an “E” to distribute dollars to a specific piece of equipment and cost code.
• The use of this field is controlled by the ‘Use Invoice Series Code’ and ‘Series Code is Mandatory’ checkboxes on the Voucher tab of the AP Control File screen .
• If more than one Accounts Payable Voucher is to be completed, return to the Reference Number Generator web page and generate another number.
• First of all, an order of goods and services is given to a supplier.