Vouchers can be created automatically for vendors upon receipt of a purchase order. When a receiver line is entered in program REEM, Receiver Entry/Maintenance, program REOM, One Step Receiver Entry/Maintenance, or program REFS, Miscellaneous Receipts, a voucher is created in program APVM, Voucher Entry/Maintenance, for the receipt. Once created, the vouchers can be maintained in program APVM, Voucher Entry/Maintenance.
The setting of the Voucher Receipts Automatically flag in program VEMM, Vendor Master Maintenance, determines the default setting of the Auto Voucher flag when entering receipts. The setting of the Auto-Voucher flag can be changed when you are entering receipts, however.
It is recommended that the vendor also be assigned an account distribution code.
* When the voucher is created, the general ledger details are first entered from the purchase order line.
* If there are no general ledger details on the purchase order line, the vendor's account distribution code is used.
* If the vendor does not have an account distribution code, the voucher is entered with a value of 0 and is out of balance until the user updates it manually, or until a purchase order line with a general ledger code is received for the same invoice number.
When a receiver is entered for a valid vendor, an account payable batch is created using the letters RC and the receiver number as the batch ID.
The voucher number is created using the voucher auto-number feature set up in program APEM, AP Enterprise Maintenance.
For example, suppose a receiver was entered for a purchase. The receiver number is 1020-1. When the receiver lines are entered, the batch is created in program APVM, Voucher Entry/Maintenance, with the following information:
* The batch number is RC1020-1.
* The voucher number calculated by program APEM, AP Enterprise Maintenance, is 4879.
Invoice numbers are created in two ways.
The invoice number can be entered during receipt. Only one invoice number can be entered per purchase order. If the user neglects to enter an invoice number, the receiving program will prompt for the invoice number. At this point, the user can either enter the invoice number or have the system generate it.
If the invoice number is not entered during receipt, the system will assign an invoice number to the vouchers. The invoice number assigned to the voucher is the voucher number preceded by R.
For example, suppose a receiver was entered for a purchase order with a system generated invoice number. The receiver number is 1020-1. When the receiver lines are entered, the batch is created in program APVM, Voucher Entry/Maintenance, with the following information:
* The batch number is RC1020-1.
* The voucher number calculated by program APEM, AP Enterprise Maintenance, is 4879.
* The system generated invoice number is R-4879.
The invoice number can be changed on a receiver line after it has been entered, the voucher will be updated with the new invoice number. If multiple receiver lines are included on the same voucher, and one receiver line has the invoice number change, the invoice number will be changed for all receiver lines with that voucher number.
If you wish to change the invoice number on a single receiver line, without affecting the other receiver lines assigned to the same voucher, you must first un-receive the receiver line, and then enter a new receiver line for that purchased item.
* For example, suppose that you had received 100 of an item and assigned it to invoice 123 on voucher 200, and three other receiver lines had also been assigned that invoice number and voucher. You want to change just that receiver line to be on invoice number 456.
* In program REOM, One Step Receiver Entry/Maintenance, you would query the receiver and receiver line. In the Qty Received field, you would enter 0, thus un-receiving the item.
* You would then enter a new receiver line for the same purchase order line, and enter 100 in the Qty Received field and 456 in the AP Inv No field.
* For REEM/REMD receipts, you would first enter a negative transaction in program REMD, Move to Destination, removing 100 from stock. Then, in program REEM, Receiver Entry/Maintenance, you would query the receiver and receiver line and enter 0 in the Qty Received field, thus un-receiving the item.
* You would then enter a new receiver line for the same purchase order line, and enter 100 in the Qty Received field and 456 in the AP Inv No field, and then move the quantity to stock with program REMD, Move to Destination.
If you wish to change the invoice number for a miscellaneous receipt in program REFS, Miscellaneous Receipts, query the desired receipts and enter the correct invoice number on the receipt record. You will need to run program APVM, Voucher Entry/Maintenance, to delete the previously created invoice.
If the vendor for which the voucher is created is taxable, and the purchase order line item is taxable, taxes will be included on the voucher that is created when the line item is received.
Taxable and non-taxable items can be entered on purchase orders. For this reason, taxation on auto vouchers is calculated and distributed at the line item level, regardless of the distribution code entered for the tax code in program SPTX, Tax Code Maintenance.
If an item is taxable, the tax will be calculated and distributed to the same general ledger account as the line item on the GL Details screen of program APVM, Voucher Entry/Maintenance. Taxes are not calculated at the header level for vouchers created automatically during receipt.
Only one invoice can be entered for a purchase order, but multiple purchase order lines for that single purchase order can be received and applied to the same invoice. When the invoice number is entered for multiple receiver lines in program REOM, One Step Receiver Entry/Maintenance, or program REEM, Receiver Entry/Maintenance, the voucher is updated each time the quantity on the receiver line is entered or changed.
All voucher values are recalculated, including quantities, invoice amounts, tax amounts, and distribution amounts.
For receipts entered in program REFS, Miscellaneous Receipts, invoice numbers can only be entered once per receipt record. You can modify the receipt record, however, and the invoice will be updated.
Because items that require inspection can be rejected and reordered, auto-vouchering is handled slightly different for the receipt of inspection items.
Non-inspection items are auto-vouchered when they are initially received with program REEM, Receiver Entry/Maintenance. When a receiver line is entered for an inspection item, the auto-vouchering is not performed until the item has completed inspection with program REIE, Inspection Entry, and is moved to stock in program REMD, Move to Destination. The invoice number must still be entered when the item is received in program REEM, Receiver Entry/Maintenance.
If the item being received is an inspection item, the Auto Voucher flag in program REEM, Receiver Entry/Maintenance, will not be considered. You must set the Auto Voucher flag in program REMD, Move to Destination, to the desired setting.
For non-inspection items, the Auto Voucher flag in program REEM, Receiver Entry/Maintenance, is considered. Setting the Auto Voucher flag in program REMD, Move to Destination, will have no effect for non-inspection items.
The Auto-Voucher flag for receipts entered in program REOM, One Step Receiver Entry/Maintenance, program REEM, Receiver Entry/Maintenance, program REMD, Move to Destination, and program REFS, Miscellaneous Receipts, defaults to the setting for the vendor from program VEMM, Vendor Master Maintenance.
* If the flag is set to off for the vendor in program VEMM, Vendor Master Maintenance, setting the flag to on in the receiving program will create a voucher for the receipts.
* If the flag is set to on for the vendor in program VEMM, Vendor Master Maintenance, you can set the flag to off for the receipt and no voucher will be created for the receipts. If the flag is set to on for the receipt, vouchers will be created.
You can set the flag to on for some receiver lines, and off for other receiver lines, allowing you to create vouchers for only the desired receiver lines.
If the item being received is an inspection item, the Auto Voucher flag in program REEM, Receiver Entry/Maintenance, will not be considered. You must set the Auto Voucher flag in program REMD, Move to Destination, to the desired setting.
For non-inspection items, the Auto Voucher flag in program REEM, Receiver Entry/Maintenance, is considered. Setting the Auto Voucher flag in program REMD, Move to Destination, will have no effect for non-inspection items.