Creating Vouchers or Adjustments Manually

You can create a voucher to record an amount you owe to a vendor. You can also create an adjustment to reduce the amount of a previously entered voucher.

NOTE: You can also create vouchers or adjustments automatically. After you receive the purchase order, use the Generate A/P Transactions utility to create the vouchers or adjustments, or configure your vendors to allow generation of vouchers immediately after receiving a shipment by using the Auto Voucher field.

To print a new voucher with adjusted amounts, you must first negate the original voucher entirely. Using the PO Receiving form, perform a debit return for the same quantity originally vouchered. The system generates an adjustment to offset the corresponding voucher, allowing you to begin again. Then, receive the quantity back in. The new voucher can now be generated with the corrected domestic currency amount.

1. Open the A/P Vouchers and Adjustments form.
2. Select Actions > New.
3. In the Vendor field, select the vendor for which you are entering the voucher or adjustment.
4. Specify information in these fields:
   • Type - To add a voucher, select Voucher. To enter an adjustment, select Adjustment.
   • Distribution Date - By default, today's date displays, but you can change it to the date on which you want to distribute these funds (for a voucher) or on which you want to apply the adjustment to this vendor's account.
   • Voucher - If you are entering a Voucher transaction, enter a unique voucher number, or accept the default of the next available voucher number. If you are entering an Adjustment transaction, select the voucher number to be adjusted.
   • PO - Select the vendor's purchase order number to apply the transaction against. When applicable, the default value comes from the voucher.
   • Pre-Register - (Voucher transactions only) If you want to voucher material before it is received, enter a pre-register number.
   • A/P Acct - (Voucher transactions only) By default, this field displays the General Ledger A/P account number from the Accounts Payable Parameters form, but you can select a different account.
   • (Unit Code 1-4) - (Voucher transactions only) For each unit code that you use, you can select the applicable code for journal and reporting purposes.
   • Reference - The default value for this field is APRV (for Voucher transactions) or APA (for Adjustment transactions) plus the voucher number, but you can enter a different reference to appear in the journals for this transaction.
   • Invoice - Enter the vendor's invoice number.
   • Invoice Date - By default, this field displays today's date, but you can change it to the date on which the vendor invoiced you for this transaction.
   • Due Days - Enter the number of days after the invoice date that the invoice payment is due, or accept the default that displays from the Billing Terms record that is associated with the vendor's Terms Code.
   • Due Date - This field displays the date on which the invoice is due. The system calculates this date, using the Invoice Date and the Due Days or Prox Day value, but you can change it.
   • Disc Pct - Enter the discount percentage to be given if payment is made by the discount date. This field displays the default value from the Billing Terms record that is associated with the vendor's Terms Code, but you can change it.
   • Disc Days - Enter the number of days after the invoice date that payment of the invoice qualifies for a discount. This field displays the default value from the Billing Terms record that is associated with the vendor's Terms Code, but you can change it. The system uses this value to calculate the discount date.
   • Disc Date - Enter the date on which this voucher must be paid to qualify for a discount, or accept the default date that is calculated. If the vendor does not offer a discount, you can clear this field.
   • Prox Code - If you selected the Advanced Terms field on the Billing Terms form, enter the appropriate Prox Code. During the calculation of the due date, the "prox code" adjusts the date before the due days are added on.
   • Prox Day - If you entered a Prox Code value, enter the day of the month following the invoice date on which the voucher becomes due.
5. Under the Tax and Authorization tab, enter data in the following fields:
   • Tax Code - Select the tax code to specify the tax payable on this transaction for Tax System 1. This field is available only if the Prompt for State Tax check box is selected on the Tax Parameters form.
   • Tax Code 2 - Select the tax code to specify the tax payable on this transaction for Tax System 2. This field is available only if a second tax system is defined and the Prompt for Tax System 2 check box is selected on the Tax Parameters form.
   • Auth Status - Select the authorization status of the transaction. Options include Matched, Authorized or Failed.
   • (Authorizor) - Enter the name of the person authorizing the transaction. Note that you must enter a name if the Auth Status field is set to Authorized.
   • Notes - (Optional) Enter notes about the transaction.
6. Select the Amounts tab, and specify information in these fields:
   • Purch Amt - For a Voucher transaction, enter the total amount of the vendor invoice you are recording. Do not include miscellaneous taxes, brokerage, duty, freight, insurance, and local freight in this amount.

     For an Adjustment transaction, enter the amount by which to adjust the voucher and the vendor's purchases YTD. A negative amount decreases the balance, while a positive amount increases it.

   • Freight - Enter the amount of freight payable for the transaction.
   • Duty - Enter the duty charges for the transaction.
   • Brokerage - Enter the brokerage charges for the transaction.
   • Insurance - Enter the insurance charges for the transaction.
   • Local Freight - Enter the local freight charges for the transaction.
   • Misc Charges - Enter the miscellaneous charges for the transaction.
   • Exchange Rate - (For non-domestic currency vendors only) Enter the exchange rate.
   • Fixed Rate - (For non-domestic currency vendors only) Select this check box only if you want to use a fixed rate. Selecting this check box fixes the rate for the life of the document.
   • Sales Tax - Enter the amount of tax for Tax System 1 payable on this transaction. This field is available only if the Prompt for State Tax check box is selected on the Tax Parameters form.
   • Sales Tax 2 - Enter the amount of tax for Tax System 2 payable on this transaction. This field is available only if a second tax system is defined, and the Prompt for Tax System 2 check box is selected on the Tax Parameters form.
   • Non-Disc Amt - Enter the domestic currency amount of the invoice amount that is not eligible for a discount.
   • Disc Amt - Enter the domestic currency amount of the discount that may be taken if the payment is made on or before the discount date.
7. Select Actions > Save.

Related Topics

Accounts Payable Steps

Creating Multi-Site Vouchers and Adjustments with the Voucher Builder

Posting Vouchers - Detail