New features added, version 7.5.4, 8.4
Program APVM, Voucher Entry/Maintenance, is used to add, change, and delete vouchers. Manual checks can be entered in program APVM, Voucher Entry/Maintenance.
*** Note: If any voucher in the batch will not post when program APVP, Voucher Transactions Processing is run, then no vouchers in the batch will post. All vouchers in the batch must be valid for any voucher in the batch.
Vendor invoices are entered by batch in program APVM, Voucher Entry/Maintenance.
The batch number for the voucher is created in program APVM, Voucher Entry/Maintenance, and is used in program APVP, Voucher Transactions Processing.
A different batch number is used for check processing, but it can not be a duplicate of the voucher batch number.
A possible batch numbering pattern for January 15, 1997 might be V011597-1 for the voucher batch and C011597-1 for the check batch.
A voucher date that falls outside the batch period can be entered in a batch. This is not recommended.
If the voucher date falls outside the batch period, the journal will not post when program APVP, Voucher Transactions Processing, is run.
It will be moved to GLJE, GL Journal Entry, where it can be posted individually with program GLJP, GL Journal Transaction Posting.
If the Accounts Payable Posting Interface is set to post in summary in program GPIM, Posting Interface Maintenance, the voucher will be set to post in the same period as the voucher batch date, not the voucher date.
However, if the Accounts Payable Posting Interface is set to post in detail, each voucher will be set to post to the period for the voucher date, not the voucher batch date.
Alternate Currency and Voucher Entry
Entering Vouchers by Purchase Order Number
Program APVM, Voucher Entry/Maintenance, has a three way match option.
A voucher can be matched to a purchase order and a receiver.
See the Entering a Three Way Match section for information on how to enter a three way match.
Account numbers assigned to purchase order lines in program POEM, P.O. Entry/Maintenance, take precedence over the account numbers assigned to the account distribution codes.
This means that when the [PO Details] button is pressed, the general ledger accounts assigned to the purchase order will be written to the General Ledger Details screen.
If the [GL Details] button is pressed or the voucher is committed before the purchase order number is entered, the account distribution code is used for distribution.
If the purchase order that was entered has purchase order lines assigned to projects, the amount distributed from this invoice to the project can be viewed and maintained with the [Project Distribution] button.
Vouchers can be created automatically in this program when receipts are entered for purchase orders in program REEM, Receiver Entry/Maintenance, and program REOM, One Step Receiver Entry/Maintenance. For more information, see the Automatic Vouchering of Receipts section.
Variance checking can be enabled for vendors in program VEMM, Vendor Master Maintenance, and for vendor-item combinations in program VEQM, Vendor Quote Maintenance.
In these programs, tolerances can be specified for the following variance checks in program APVM, Voucher Entry/Maintenance: invoice quantity vs. purchase order quantity, invoice unit price vs. purchase order unit cost, and invoice total dollar amount vs. purchase order total amount.
If you enter data outside the specified tolerances, the program displays a warning message, and the invoice is put on hold.
Manual checks can be entered as part of the process in program APVM, Voucher Entry/Maintenance.
To enter a manual check, you must create a prepaid invoice, and you can enter only one manual check for the invoice.
Program APVM, Voucher Entry/Maintenance, allows only a one invoice to one check relationship. This means that only one check can be applied to an invoice, and only one invoice can be paid with a single check. Two invoices cannot be paid with the same check.
Use the [Manual Check] button to enter the manual check for the invoice.
For more information, see the Entering a Manual Check section.
Use program APMM, Manual Check Maintenance, only if you need to have more than one manual check for an invoice, or if you have one check for more than one invoice.
Manual checks cannot be entered in program APVM, Voucher Entry/Maintenance, if the voucher batch currency is different than the bank currency. You will have to enter the manual check in program APMM, Manual Check Maintenance, if this is the case.
Distribution codes can be entered on the voucher, or if the vendor's charges are always distributed to the same accounts, they can be attached to the Vendor Master record.
The Account Distribution Code defaults to the voucher and can be changed or removed on the voucher.
To distribute the invoice amount to accounts, press the [GL Details] button.
The Account Distribution Code must be assigned the same currency code as the bank to be assigned to a voucher.
If the voucher is entered for a purchase order, and the purchase order lines were assigned general ledger account numbers in program POEM, P.O. Entry/Maintenance, the account numbers assigned to each line take precedence over the account numbers assigned to the account distribution codes.
This means that when the [PO Details] button is pressed, the general ledger accounts assigned to the purchase order will be written to the General Ledger Details screen. The general ledger account must be assigned the same currency code as the bank to be assigned to a voucher.
If the [GL Details] button is pressed or the voucher is committed before the purchase order number is entered, the account distribution code is used for distribution.
You can distribute partial or total invoice amounts to project lines.
If the invoice is being entered for a purchase order or purchase order line that was created for a project, the amount distributed to the project can be viewed and maintained with the [Project Distribution] button.
If the invoice being entered is to be distributed to a project even though there is no purchase order, you can enter the distribution amount using the [Project Distribution] button, without having to enter a purchase order.
Voucher batches must be entered in a single currency, assigned to the batch on the first page. All voucher amounts for the batch and the vouchers assigned to the batch are entered and displayed in the assigned currency.
The bank for the voucher batch will have the same currency as the batch. Only banks with an account type of Company or Both can be entered for a voucher. The bank currency can not be different than the voucher currency. The currency codes for the invoice/voucher, purchase order, and bank are displayed in the program.
Vendor vouchers are entered in the same currency as the voucher batch, regardless of the currency assigned to the vendor in program VEMM, Vendor Master Maintenance.
The general ledger accounts to which the voucher amounts are distributed can be assigned a different currency than the voucher.
The purchase order information will be displayed in the currency assigned to the voucher batch, regardless of the currency in which it was entered.
1. In the Batch Number field, enter the voucher batch number.
2. In the Initials field, enter the initials for the person entering the voucher batch.
3. If the cursor stops in the Number of Transactions field and the Value of Transactions field, enter the number of transactions and value of transactions that will be entered in the batch.
These fields must be entered if the Batch Balance Vouchers flag in program APEM, AP Enterprise Maintenance, are set to on. If the flag is set to off, the program skips these fields and nothing can be entered in them.
The program will automatically keep track of the transactions entered for the batch. The actual number of transactions and the actual value of transactions entered will be displayed in the Actual Number of Transactions field and the Actual Value of Transactions field.
The Number of Transactions and the Actual Number of Transactions must be equal. The Value of Transactions and the Actual Value of Transactions must be equal. If they are not equal, the batch will not update when program APVP, Vouchers Transaction Processing, is run.
This accommodates the practice of running a batch total of a group of vendor invoices and verifying the entry of those vouchers. The Number and Value of Transactions can be modified if required.
For balancing purposes, credit memos are added to the value of transactions rather than subtracted.
4. In the Posting Date field, enter the date on which the vouchers will be posted to the general ledger. The default is the current system date. The accounting period and accounting year will be automatically entered according to the posting date.
5. In the Currency field, enter the currency code for which this batch is being entered.
For more information, see the Alternate Currency and Voucher Entry section.
6. The program will automatically keep track of the number of transactions entered and their value, which will be displayed on this screen.
7. Go to the next page.
8. In the Voucher Number field, if the vouchers are not being numbered automatically, enter the voucher number. Vouchers are automatically numbered if the Auto Number Vouchers flag is set to on in program APEM, AP Enterprise Maintenance.
If the APVM_START_IN_PO parameter is set to Y in program MURM, Initialization Parameter Maintenance, the cursor will start in the PO field instead of the voucher number field.
9. In the Type pop-list, select the desired voucher type. Choices are Regular, Credit Memo, Debit Memo, or Prepaid.
Prepaid vouchers must have a manual check entered in this program; otherwise the voucher cannot be processed with program APVP, Vouchers Transaction Processing. To enter a manual check, see the Entering a Manual Check section.
10. In the Vendor No field, enter the vendor number for this voucher.
You can use the List of Values to select a vendor number from active vendors entered in program VEMM, Vendor Master Maintenance.
To enter a temporary vendor, press the [Temporary Vendor] button. The temporary vendor screen will be displayed. Enter the necessary information, press [Commit], and press the [Exit] button to return to the voucher entry screen. The temporary vendor number and name will be entered in the vendor field.
For more information on entering a temporary vendor, see program APVE, Vendor Inquiry/Maintenance.
11. In the Terms Code field, enter the terms code for this voucher. The default is the terms code assigned to the vendor record in program VEMM, Vendor Master Maintenance.
12. To place the invoice on hold, set the Hold Invoice flag to on. Invoices that are on hold cannot be paid. The invoice can be placed on hold automatically for the following reasons. However, you can always release the invoice from hold by setting this flag to off manually.
If invoice quantity variance is enforced, the voucher is automatically put on hold if the quantity invoiced exceeds the tolerable variance above or below the purchase order quantity.
If invoice line dollar variance is enforced, the voucher is automatically put on hold if the invoice unit price exceeds the tolerable variance above or below the purchase order unit cost.
If invoice total dollar variance is enforced, the voucher is automatically put on hold if the invoice total dollar amount exceeds the tolerable variance above or below the purchase order total dollar amount.
13. If this invoice is a 1099 invoice, set the 1099 invoice flag to on.
14. In the Bank Code field, enter the bank code for the bank against which payment for this invoice will be drawn.
The bank code for this vendor from program VEMM, Vendor Master Maintenance, is displayed as the default for new entries.
You can enter any bank code with the account type of Both or Company and that is assigned the same currency code as the voucher batch. Banks are entered in program SPBM, Bank Code Maintenance.
15. In the AP Account field, enter the accounts payable account to which the voucher will be posted. The default AP Account is determined as follows:
If the vendor is assigned an AP Account, the vendor's AP Account will be entered.
If the vendor is not assigned an AP Account, the financial enterprise's AP Account from program APEM, AP Enterprise Maintenance, will be entered automatically.
If there is no account assigned in program APEM, AP Enterprise Maintenance, the type AP posting template in program GPTM, Posting Template Maintenance, for the Accounts Payable Posting Interface will be used. This field will be blank in this case.
If you manually enter an account in this field, it will override all above accounts.
16. In the Acct Dist Code field, enter the account distribution code for this vendor and voucher, if appropriate. The account distribution code determines to which general ledger accounts the invoice amount will be distributed.
If the vendor is assigned an account distribution code in program VEMM, Vendor Master Maintenance, it will be entered automatically.
If you enter a purchase order for the invoice, the accounts assigned to the purchase order lines will take precedence over the accounts assigned to the account distribution code for the vendor. For more information, see the Entering a Three Way Match section.
The currency code assigned to the account distribution code must be the same as the currency code assigned to the bank for it to be entered here.
17. In the Voucher Date field, enter the voucher date. The default is the system date.
18. In the Invoice Date field, enter the invoice date for this voucher.
19. In the Invoice Number field, enter the invoice number.
20 In the Invoice Total field, enter the invoice total amount, in the currency assigned to the voucher batch.
21. In the Discount Due Date field, enter the discount due date. If the terms code indicates that a discount is available for this voucher, the discount due date will be entered automatically.
22. In the Invoice Due Date field, the invoice due date is calculated using the terms code and the invoice date. You can change the invoice due date manually.
23. In the PO Number field, if a purchase order was entered for this invoice, enter the purchase order number. For more on three way matching, see the Entering a Three Way Match section.
If the APVM_START_IN_PO parameter is set to Y in program MURM, Initialization Parameter Maintenance, the cursor will start in the PO field instead of the voucher number field.
24. The ship via code and FOB code from the vendor record are the default entries in the Ship Via Code field and the FOB Code field. You can change them manually, if desired.
25. In the Tax Code field, enter the tax code, if desired. Tax codes are posted according to the distribution code entered in program SPTX, Tax Code Maintenance.
Tax amounts are based on the amount distributed on the GL details screen, not the invoice total.
If the tax code has the distribution code A in program SPTX, Tax Code Maintenance, then the tax amount will post to the tax account in program SPTX, Tax Code Maintenance. If no tax account is defined in program SPTX, Tax Code Maintenance, the tax will post to the account entered in program APEM, AP Enterprise Maintenance. If no account is defined in program APEM, AP Enterprise Maintenance, the tax will post to the account entered in program GPTM, Posting Template Maintenance, for the TAX post type.
If the tax code has the distribution code D in program SPTX, Tax Code Maintenance, then the tax amount entered here will be posted to the distribution accounts on the GL details screen.
26. In the Freight Code field, enter the freight code, if desired. Freight codes are posted according to the distribution code entered in program SPFM, Freight Code Maintenance.
Freight amounts are based on the amount distributed on the GL details screen, not the invoice total.
If the freight code has the distribution code A in program SPFM, Freight Code Maintenance, then the freight amount will post to the freight account entered in program SPFM, Freight Code Maintenance. If no account is defined in program SPFM, Freight Code Maintenance, then it will post to the account entered in program APEM, AP Enterprise Maintenance. If no account is defined in program APEM, AP Enterprise Maintenance, the freight will post to the account entered in program GPTM, Posting Template Maintenance, for the FRT post type
If the freight code has the distribution code D in program SPFM, Freight Code Maintenance, then the freight amount entered here will be posted to the distribution accounts on the GL details screen.
27. In the Misc Code fields, enter the miscellaneous codes, if desired. Miscellaneous codes are posted according to the distribution code entered in program SPMC, Miscellaneous Code Maintenance.
Miscellaneous amounts are based on the amount distributed on the GL details screen, not the invoice total.
If the miscellaneous code has the distribution code A in program SPMC, Miscellaneous Code Maintenance, then the miscellaneous amount will post to the miscellaneous account entered in program SPMC, Miscellaneous Code Maintenance. If no account was defined in program SPMC, Miscellaneous Code Maintenance, it will post to the account entered in program APEM, AP Enterprise Maintenance. If no account is defined in program APEM, AP Enterprise Maintenance, the tax will post to the account entered in program GPTM, Posting Template Maintenance, for the MISC post type
If the miscellaneous code has the distribution code D in program SPMC, Miscellaneous Code Maintenance, then the miscellaneous amount entered here will be posted to the distribution accounts on the GL details screen.
28. In the Discount Override field, you can override the amount that will be discounted from the invoice. You can enter any amount, regardless of what the vendor permits.
29. Set the Separate Check flag to on this voucher is to be paid with a separate check.
When checks are printed with program APCP, Check Printing, usually all vendor invoices are combined and paid with a single check.
If this flag is set to on, and there are other invoices for this vendor in the check batch being printed with program APCP, Check Printing, this invoice will be paid with its own check and not included with other invoices for the same vendor.
30. The Inv Currency is the currency in which voucher amounts are entered.
31. The PO Currency is the currency that was assigned to the purchase order entered in the PO Number field. Purchase order amounts are displayed in the voucher batch currency, regardless of the currency displayed here.
32. The Bank Currency is the currency assigned to the bank in program SPBM, Bank Code Maintenance, and is the currency that must be assigned to all general ledger accounts and account distribution codes entered for the voucher.
33. If this invoice is being entered for a specific project, you can enter project information with the [Project Distribution] button.
If a purchase order was entered on the invoice, and the purchase order lines were assigned to a project and project lines, the project and receipt information will be displayed automatically. You can change the amount to be applied to the project line.
To assign the invoice to a project, enter the project number and project line code. Then enter the invoice amount to be distributed to the project line...
Press [Commit].
34. Press [Commit].
When entering vouchers for purchase orders, the purchase order number can be entered first, and the as much information as possible will be entered from the purchase order information.
1. In the Batch Number field, enter the voucher batch number.
2. In the Initials field, enter the initials for the person entering the voucher batch.
3. If the cursor stops in the Number of Transactions field and the Value of Transactions field, enter the number of transactions and value of transactions that will be entered in the batch.
These fields must be entered if the Batch Balance Vouchers flag in program APEM, AP Enterprise Maintenance, are set to on. If the flag is set to off, the program skips these fields and nothing can be entered in them.
The program will automatically keep track of the transactions entered for the batch. The actual number of transactions and the actual value of transactions entered will be displayed in the Actual Number of Transactions field and the Actual Value of Transactions field.
The Number of Transactions and the Actual Number of Transactions must be equal. The Value of Transactions and the Actual Value of Transactions must be equal. If they are not equal, the batch will not update when program APVP, Vouchers Transaction Processing, is run.
This accommodates the practice of running a batch total of a group of vendor invoices and verifying the entry of those vouchers. The Number and Value of Transactions can be modified if required.
For balancing purposes, credit memos are added to the value of transactions rather than subtracted.
4. In the Posting Date field, enter the date on which the vouchers will be posted to the general ledger. The default is the current system date. The accounting period and accounting year will be automatically entered according to the posting date.
5. In the Currency field, enter the currency code for which this batch is being entered. For more information, see the Alternate Currency and Voucher Entry section.
6. The program will automatically keep track of the number of transactions entered and their value, which will be displayed on this screen.
7. Go to the next page.
8. In the PO Number field, enter the purchase order number.
For more on three way matching, see the Entering a Three Way Match section.
9. In the Invoice Date field, enter the invoice date for this voucher.
10. In the Invoice Number field, enter the invoice number.
11. In the Invoice Total field, the invoice total amount defaults to the purchase order total, in the currency assigned to the voucher batch.
12. In the Discount Due Date field, enter the discount due date. If the terms code indicates that a discount is available for this voucher, the discount due date will be entered automatically.
13. In the Invoice Due Date field, the invoice due date is calculated using the terms code and the invoice date. You can change the invoice due date manually.
14. The ship via code and FOB code from the vendor record are the default entries in the Ship Via Code field and the FOB Code field. You can change them manually, if desired.
15. In the Tax Code field, enter the tax code, if desired. Tax codes are posted according to the distribution code entered in program SPTX, Tax Code Maintenance.
Tax amounts are based on the amount distributed on the GL details screen, not the invoice total.
If the tax code has the distribution code A in program SPTX, Tax Code Maintenance, then the tax amount will post to the tax account in program SPTX, Tax Code Maintenance. If no tax account is defined in program SPTX, Tax Code Maintenance, the tax will post to the account entered in program APEM, AP Enterprise Maintenance. If no account is defined in program APEM, AP Enterprise Maintenance, the tax will post to the account entered in program GPTM, Posting Template Maintenance, for the TAX post type.
If the tax code has the distribution code D in program SPTX, Tax Code Maintenance, then the tax amount entered here will be posted to the distribution accounts on the GL details screen.
16. In the Freight Code field, enter the freight code, if desired. Freight codes are posted according to the distribution code entered in program SPFM, Freight Code Maintenance.
Freight amounts are based on the amount distributed on the GL details screen, not the invoice total.
If the freight code has the distribution code A in program SPFM, Freight Code Maintenance, then the freight amount will post to the freight account entered in program SPFM, Freight Code Maintenance. If no account is defined in program SPFM, Freight Code Maintenance, then it will post to the account entered in program APEM, AP Enterprise Maintenance. If no account is defined in program APEM, AP Enterprise Maintenance, the freight will post to the account entered in program GPTM, Posting Template Maintenance, for the FRT post type
If the freight code has the distribution code D in program SPFM, Freight Code Maintenance, then the freight amount entered here will be posted to the distribution accounts on the GL details screen.
17. In the Misc Code fields, enter the miscellaneous codes, if desired. Miscellaneous codes are posted according to the distribution code entered in program SPMC, Miscellaneous Code Maintenance.
Miscellaneous amounts are based on the amount distributed on the GL details screen, not the invoice total.
If the miscellaneous code has the distribution code A in program SPMC, Miscellaneous Code Maintenance, then the miscellaneous amount will post to the miscellaneous account entered in program SPMC, Miscellaneous Code Maintenance. If no account was defined in program SPMC, Miscellaneous Code Maintenance, it will post to the account entered in program APEM, AP Enterprise Maintenance. If no account is defined in program APEM, AP Enterprise Maintenance, the tax will post to the account entered in program GPTM, Posting Template Maintenance, for the MISC post type
If the miscellaneous code has the distribution code D in program SPMC, Miscellaneous Code Maintenance, then the miscellaneous amount entered here will be posted to the distribution accounts on the GL details screen.
18. Make any changes to the voucher defaults.
In the Voucher Number field, if the vouchers are not being numbered automatically, enter the voucher number. Vouchers are automatically numbered if the Auto Number Vouchers flag is set to on in program APEM, AP Enterprise Maintenance.
In the Type pop-list, select the desired voucher type. Choices are Regular, Credit Memo, Debit Memo, or Prepaid.
Prepaid vouchers must have a manual check entered in this program; otherwise the voucher cannot be processed with program APVP, Vouchers Transaction Processing. To enter a manual check, see the Entering a Manual Check section.
In the Vendor No field, the vendor from the purchase order is entered automatically.
In the Terms Code field, enter the terms code for this voucher. The default is the terms code assigned to the vendor record in program VEMM, Vendor Master Maintenance.
To place the invoice on hold, set the Hold Invoice flag to on. Invoices that are on hold cannot be paid. The invoice can be placed on hold automatically for the following reasons. However, you can always release the invoice from hold by setting this flag to off manually.
If invoice quantity variance is enforced, the voucher is automatically put on hold if the quantity invoiced exceeds the tolerable variance above or below the purchase order quantity.
If invoice line dollar variance is enforced, the voucher is automatically put on hold if the invoice unit price exceeds the tolerable variance above or below the purchase order unit cost.
If invoice total dollar variance is enforced, the voucher is automatically put on hold if the invoice total dollar amount exceeds the tolerable variance above or below the purchase order total dollar amount.
If this invoice is a 1099 invoice, set the 1099 invoice flag to on.
In the Bank Code field, enter the bank code for the bank against which payment for this invoice will be drawn.
The bank code for this vendor from program VEMM, Vendor Master Maintenance, is displayed as the default for new entries.
You can enter any bank code with the account type of Both or Company and that is assigned the same currency code as the voucher batch. Banks are entered in program SPBM, Bank Code Maintenance.
In the AP Account field, enter the accounts payable account to which the voucher will be posted. The default AP Account is determined as follows:
If the vendor is assigned an AP Account, the vendor's AP Account will be entered.
If the vendor is not assigned an AP Account, the financial enterprise's AP Account from program APEM, AP Enterprise Maintenance, will be entered automatically.
If there is no account assigned in program APEM, AP Enterprise Maintenance, the type AP posting template in program GPTM, Posting Template Maintenance, for the Accounts Payable Posting Interface will be used. This field will be blank in this case.
If you manually enter an account in this field, it will override all above accounts.
In the Acct Dist Code field, enter the account distribution code for this vendor and voucher, if appropriate. The account distribution code determines to which general ledger accounts the invoice amount will be distributed.
If the vendor is assigned an account distribution code in program VEMM, Vendor Master Maintenance, it will be entered automatically.
If accounts were assigned to the purchase order lines, the accounts assigned to the purchase order lines will take precedence over the accounts assigned to the account distribution code for the vendor. For more information, see the Entering a Three Way Match section.
In the Voucher Date field, enter the voucher date. The default is the system date.
19. In the Discount Override field, you can override the amount that will be discounted from the invoice. You can enter any amount, regardless of what the vendor permits.
20. Set the Separate Check flag to on this voucher is to be paid with a separate check.
When checks are printed with program APCP, Check Printing, usually all vendor invoices are combined and paid with a single check.
If this flag is set to on, and there are other invoices for this vendor in the check batch being printed with program APCP, Check Printing, this invoice will be paid with its own check and not included with other invoices for the same vendor.
21. The Inv Currency is the currency in which voucher amounts are entered.
22. The PO Currency is the currency that was assigned to the purchase order entered in the PO Number field. Purchase order amounts are displayed in the voucher batch currency, regardless of the currency displayed here.
23. The Bank Currency is the currency assigned to the bank in program SPBM, Bank Code Maintenance.
24. If this invoice is being entered for a specific project, you can enter project information with the [Project Distribution] button.
If a purchase order was entered on the invoice, and the purchase order lines were assigned to a project and project lines, the project and receipt information will be displayed automatically. You can change the amount to be applied to the project line.
To assign the invoice to a project, enter the project number and project line code. Then enter the invoice amount to be distributed to the project line...
Press [Commit].
24. Press [Commit].
A general ledger distribution account can now be specified in purchase orders for a line item and carried over to the voucher in program APVM, Voucher Entry/Maintenance.
The general ledger accounts assigned to the purchase order take precedence over those assigned to the account distribution code.
This means that when the [PO Details] button is pressed, the general ledger accounts assigned to the purchase order will be written to the General Ledger Details screen.
If the [GL Details] button is pressed or the voucher is committed before the purchase order number is entered, the account distribution code is used for distribution.
Purchase order amounts are displayed and entered in the same currency as the currency code assigned to the voucher batch, regardless of the currency originally assigned to the purchase order.
1. In the PO Number field, enter the purchase order number for the invoice.
2. Press the [PO Details] button.
3. The purchase order lines are displayed.
4. In the Inv Unit Price field, enter the invoice unit price if it is different than the displayed unit price.
5. In the Qty Invoiced field, enter the quantity invoiced if it is different than the displayed quantity.
6. Pressing the [Reset] button will change the displayed values back to the original purchase order values for the line. The [Reset All] button will change all lines back to the original purchase order values.
7. Pressing the [Clear] button will set the Invoiced quantity to zero for the line. The [Clear All] button will set the Invoiced quantities to zero for all lines.
8. Press [Commit] when all desired changes have been made
9. You can view purchase order and receiver details in two ways.
To view by purchase order line, put your cursor in the purchase order line for which you wish to view the detail.
Press the [Zoom to PO Line] button.
The detail will be displayed for the selected purchase order line.
To view by receiver, enter the desired receiver in the Receiving No field and press the [Zoom to Rcv No] button. The information displayed is in order by purchase order line.
If a purchase order line was received with the entered receiver, the receiver number will be displayed in the lower block.
If the lower block is empty, the purchase order line was not received on this receiver.
Use the scroll bar on the left in the upper block to scroll through the purchase order lines.
IMPORTANT: If a receiver number is entered in the Receiving No field, and the [Zoom to PO Line] button is pressed, the program will only display the information for the entered receiver number. Before pressing the [Zoom to PO Line] button, make sure that the Receiving No field is empty.
10. You can change the Qty Invoiced fields on the Zoom screen, if desired.
If the qty invoiced is changed in the upper block of this screen, it must be changed manually in the lower block. If they do not match, a warning will be displayed, and you will not be able to continue until they do.
11. You can change the Inv Unit Price field on the Zoom screen, if desired.
12. Press the [Reset Qty Invoiced] button to change the displayed values back to the original purchase order values for the line.
13. Press [Commit] when all desired changes have been made.
14. You can use the scroll bar on the right of the screen to move between purchase order lines.
15. Return to the main page of program APVM, Voucher Entry/Maintenance, when all changes have been made.
The program will compare the general ledger distribution and the line items vouchered total. If they do not match, a warning will be displayed and the invoice will be put on hold. However, the user can take the invoice off hold if the difference is acceptable.
Each time that the [PO Details] button is pressed, this check will be performed, and the invoice will be put on hold.
16. The general ledger account entered for the purchase order line will be updated to the voucher's general ledger details screen with the Inv Unit Price multiplied by the Qty Invoiced as the amount distributed.
The general ledger account assigned to the purchase order will take precedence over the general ledger accounts assigned for the account distribution code, if the purchase order number was entered before the voucher was committed on page one.
17. If this invoice is being entered for a specific project, you can enter project information with the [Project Distribution] button.
If a purchase order was entered on the invoice, and the purchase order lines were assigned to a project and project lines, the project and receipt information will be displayed automatically. You can change the amount to be applied to the project line.
To assign the invoice to a project, enter the project number and project line code. Then enter the invoice amount to be distributed to the project line.
Press [Commit].
1. Press the [GL Details] button. This will take you to the distribution screen.
The amounts on this screen are displayed in the same currency as the currency code assigned to the voucher batch.
2. The fields in the upper block display the Voucher Total, Voucher Balance, Amount to Distribute, Amount Distributed, and Amount Remaining.
The voucher total displays the voucher total according to the amount that you have distributed, but does not take into account the invoice total. For example, if the invoice total is $100.00 and you have distributed $103.00, the voucher total field will display $103.00.
The voucher balance is the difference between the voucher total and the invoice total. For example, if the invoice total is $100.00 and the voucher total is $103.00, the voucher balance will display $3.00.
The Amount to Distribute is the invoice total minus the tax, miscellaneous, and freight charges entered on the voucher entry screen.
The Amount Distributed is the total amount distributed to the general ledger accounts in the lower block.
The Remaining amount is the Amount to Distribute minus the Amount Distributed.
3. If the account distribution code was entered for the vendor, the general ledger accounts to which the invoice amounts will be distributed are displayed. Otherwise, you must enter the accounts.
4. You can add and delete accounts from the distribution, even if an account distribution code was used.
5. Once the accounts have been entered, enter the dollar amount that you want distributed to each account. Double-clicking with your left mouse button in the Amount field will distribute the remaining amount to that field.
6. Enter the tax code and taxes for each distribution detail line, if desired.
Tax codes can also be entered on the voucher entry screen. You cannot enter taxes on both the voucher entry screen and the GL details screen. The tax code you enter on the GL details screen will override the taxes you enter on the voucher entry screen.
Entering the tax codes on the GL details screen allows you to enter different tax codes for each distribution line.
Tax percentages are calculated on the amounts distributed to the general ledger accounts, not the invoice total. For example, if the amount you distribute to an account is $100.00 and the invoice total is $90.00, the tax that will be calculated is based on the $100.00 that you distributed.
If the tax code has the distribution code A in program SPTX, Tax Code Maintenance, then the tax amount entered here will post to the tax account entered in program APEM, AP Enterprise Maintenance. If no tax account is defined in program APEM, AP Enterprise Maintenance, the tax will post to the account entered in program GPTM, Posting Template Maintenance, for the Tax post type.
If the tax code has the distribution code D in program SPTX, Tax Code Maintenance, then the tax amount entered here will post to the indicated account.
7. Press [Commit]. The fields in the upper block will be updated.
8. The voucher must be in balance to update. The voucher is in balance when the invoice total and voucher total are equal, and the amount to distribute and amount distributed are equal.
1. Follow the instructions for entering a voucher and distributing the invoice. Set the type to Prepaid.
2. Press the [Manual Check] button.
3. In the Bank Code field, enter the bank from which the payment for the invoice will be taken. The bank entered here must be assigned the same currency as the voucher batch.
4. In the Payment Type pop-list, select manual check.
5. In the Check/Invoice No field, enter the check number.
6. In the Check Date field, enter the date the check was written.
7. In the Discount Amount field, if a discount was granted for the invoice, enter the discount.
8. In the Payment Amount field, enter the payment amount.
9. Press [Commit].
Use this button to set the Invoiced field for the line to zero.
Use this button to set the Invoiced field for all lines to zero.
Use this button to distribute the voucher amount to the appropriate general ledger accounts.
Use this button to attach only one manual check to an invoice.
Use this button to attach a purchase order and receiver to the voucher.
Press this button to view and maintain the project and project line for which the invoice is entered. If a purchase order was entered on the invoice that was assigned to a project and project line, the project information and receiver information will be displayed here.
Use this button to retrieve the original purchase order values for the line.
Use this button to retrieve the original purchase order values for all lines.
Use this button to retrieve the original purchase order values for the line.
Use this button to enter a temporary vendor for this invoice. For more information on entering temporary vendors, see program APVE, Vendor Inquiry/Maintenance.
Use this button to view the selected purchase order line.
Use this button to view the purchase order lines that were received on the receiver entered in the Receiving No field.