Automatic Vouchering

Normally, vouchers for material received are created using the Generate A/P Transactions or Voucher Builder forms.  However, you can avoid that step by setting up your vendors to use automatic vouchering.  Follow these steps to configure the system:

Configure Vendors

1. Open the Vendors form.
2. For each vendor that will be participating in automatic vouchering, select the Auto Voucher field. All purchase orders created for these vendors will default to Auto Voucher.
3. Select the Auto Voucher Method.
4. Save the record.

Create/Modify Purchase Orders

When you create a purchase order, whether on the Purchase Orders, Purchase Order Builder, or Purchase Orders Quick Entry form, the Auto Voucher field will default to the setting made at the vendor level. Accept the default or change it.

Receiving Purchase Orders

1. Open the Purchase Order Receiving form.
2. When you receive a purchase order line/release, several conditions are checked:
   • Is the receipt positive (auto vouchering does not apply to negative receipts or debit returns)?
   • Is a vendor assigned to this purchase order?
   • Is the purchase order configured to autovoucher?
3. If you are receiving lines from multiple POs, additional conditions must be met:

   •  All POs must have the same value for the Include Tax in Costs field

   • All POs must have the same value for the Fixed Rate field, and if Fixed Rate is selected, then they must have the same exchange rate. 

   • All POs must have the same value for Billing Terms.

4. When you click Receive, the system compiles a list of all lines/releases that meet the above conditions.
5. If the vendor's Auto Voucher Method is Automatic, then the system automatically creates the voucher and a success message indicates the voucher number that was created.
6. If the vendor's Auto Voucher Method is Prompt, then the Purchase Order Receiving Auto Voucher form opens. Accept the defaults, or enter new data, then click OK.  A success message indicates the voucher number that was created.

   If you do not have permission to open this form, automatic vouchering will not occur at this time, regardless of the settings.

7. Click OK.  A confirmation message displays.

If the pre-existing receipts have different costs, they are vouchered at the cost of the latest receipt and an offsetting journal entry is created.

Related Topics

Purchasing Overview

Creating a Voucher or Adjustment"