SmartFusion Modules > Accounts Payable > Process > Enter/Edit Vouchers

Recent Changes:
6.229 - Added a tab under voucher detail for "Purchase Orders" and a field for Purchase orders on the accounts tab which will be visible when AP System file setting "Assign multiple purchase orders to single voucher" is set.

6.225 Supplemental - Fixed an error message when calculating sales tax when the fund had a leading zero.

6.225 - Changed the functionality when adding taxes to the voucher to use the Is Percent checkbox from the Applicable Taxes tab in the Enter/Edit Vendors screen to determine whether a tax is a percentage or not.

6.218 - Added a warning if the user changes account distribution values after a voucher has been included in a check proof.

6.201 - Added 'Routing', Approved, Approved By and Approval information which is visible only if 'Use routing for voucher approval' is set in AP System file.

6.190 - Added "Select All" and "Deselect All" buttons for select and deselect all items on the "Select applicable taxes" pop-up (visible and enabled for clients that have sales tax setup).

6.182 - Updated the warning and error messages for duplicate invoice numbers for the same vendor based on AP System File selection.  

6.169 - Modified to show the exceeds the budget warning for accrual vouchers which will check against the prior year budgets and actuals.

6.168 - Added PO number (exact match), Reference PO number (partial match allowed), Invoice number (partial match allowed), and Invoice description (partial match allowed) to the search options.

6.166 - Modified pay group to not default to the pay group on the last voucher entered by the user if the setting 'Do not default pay group to last voucher entered' is set in the AP system file.

Refer to bottom of page for changes prior to version 6.160

Introduction

Allows users to enter and edit vouchers to be paid in the Accounts Payable module.

Voucher Details

Voucher number
Status
User
Routing - Only visible if 'Use routing for voucher approval' is set in AP System file.
Review/Approve - Only visible if 'Use routing for voucher approval' is set in AP System file.
Approved - Only visible if 'Use routing for voucher approval' is set in AP System file.
Approved by - Only visible if 'Use routing for voucher approval' is set in AP System file.
Approval information - Only visible if 'Use routing for voucher approval' is set in AP System file.
Vendor number/name
Memorize Voucher
Use payment vendor
Terms of payment - when creating a new voucher will pull the Terms of payment from Enter/Edit Vendors

Vendor Activity Report Button - Clicking this button will bring up the Vendor Activity Report with the vendor search criteria pre-populated based on the current selected vendor. If no vendor is selected, the button will be disabled until the user selects a vendor.

Purchase Order Number - Enter the Purchase order number to associate with this voucher. Clicking the ellipsis to the right of the field will open a pop-up window to select purchase orders associated with this vendor. If a purchase order has been used that row will have voucher number(s) displayed and will have a light red highlight.

Note: If the purchase order account distribution detail items has multiple line items and is properly linked up by assignment code, this feature will break out those items in the detail section. The description will be of the item and the total amount will be the price based on the item line total calculation. However, if the assignment code is zero or the account distribution detail assignment code does NOT have a matching assignment code in the item detail, this feature will only import the account distribution and posted total information with no item description.

Accrual
Voucher Template
Reference PO only - PO number for reference use only. This is not necessarily the purchase order number contained in the SmartFusion system.
Use tax - No (default) or Yes
Check sort
Pay group - This will default to the pay group set on the user security if any. If not it will default to the pay group on the last voucher entered by the user if the 'Do not default pay group to last voucher entered' is not set on the Accounts Payable system file.

Divert
Invoice number/description - Vendor invoice number and description reference.
Invoice date - The date of the invoice; If a Terms of payment exists, the Pay date will be updated when Enter or Tab is used
Pay date - The date that the voucher will be paid
Divert Code - This is for Paymode-X e-pay vendors using checks. If they need to divert checks
Sales tax - visible and enabled if "Track sales tax" is selected in Accounts Payable System File Page 1 and the selected vendor has a setup for "Applicable Taxes"
Invoice Amount - The amount of the invoice for the voucher

Accounts tab

Fund Ledger Account(s) used for the vouchers
Fund Ledger Account Description
Description (for Item)
Use Tax
1099
Amount
Project Job (if project reporting is activated)
Purchase Order (If AP system file setting Assign multiple purchase orders to single voucher is checked)

Documents tab

ImageDirector tab

Milner ImageDirector Dynamic Page Setup

Purchase Orders tab

Purchase Order Number
Add Voucher Details From PO button
Delete PO button

Reference

For vouchers using purchase orders refer to Enter/Edit Purchase Requisitions

Changes Prior to Version 6.160

6.156 
- Added a warning when a sales tax account is setup with an inactive fund ledger account
- Fixed an issue where the pay date was being updated even when a vendor had no terms

6.155 
- On memorizing a voucher template, default value for the access modifier is set to private.   
- "Terms of payment" was added as a selection  

6.143 - For clients that have Milner Image Director license, the Image Director tab will now show after successfully saving a new record

6.136 - Made a change to hide the Divert checkbox when they come into the screen first if "Paymode-X Enabled" setting is not checked in the AP System File. 

6.133 - If the AP system setting 'Prompt to complete PO on save' is set then a message box "Is PO Complete?" will popup when the user clicks on the save button when they are entering a voucher and referencing a purchase order and only pay a part of that PO balance. 

6.130 - Fixed an issue where the focus after leaving the amount field was not going  to the Project Job field in the detail grid if 'Project Reporting' was turned on in the license.

6.122 -  Added the Update Only Checkbox to the voucher screen.  This setting will treat a voucher as an epayment, but won't include it in updating ledgers or make checks for them.  

6.111 - Corrected an issue where Temporary vendors weren't showing up on the AP check proof report when added through the Enter/Edit voucher screen when creating a new voucher.

6.109 - Added more F12 functionality to the Vendor Name selection. When there are multiple vendors with the same name, instead of just selecting the default vendor number for that vendor, the last one saved will be selected.  

6.105 - Added a "Grand Total" column to the center grid. This will show the total invoice amount voucher.  

6.103 - Fixed an issue where the invoice number was not being checked for duplicates if the user saved without navigating away from the textbox.  

6.101 - Corrected rounding issue for vouchers requiring items to be received.
- Added Milner tab to page.  

6.100 - Added a cancel button to the popout vendor address window, and corrected the functionality of closing the window.
6.87 -  Checked for Printed Purchase Orders for a vendor before issuing open Purchase Orders warning.
6.81 - Added a button to bring up the Vendor Activity Report. The new button will only be enabled if a vendor is selected.
6.78 - Resolved performance issues when viewing vouchers which contained an extremely large number of detail records
6.77 - The 1099 checkbox in the detail will pull in the value from any voucher template that is being used now. The checkbox will be unchangeable if the vendor is not a 1099 vendor.
6.73 - Added the divert code text box for vouchers that are assigned to vendors that are setup for paymode-X epayments and their paytype is "check"
6.64 - Users may now specify if they would like to use the payment vendor if the selected vendor is assigned to a payment vendor.
6.59 - When bringing in a purchase order, if the option for only calculating the receipted items is checked, then the items received will be the only ones taken into account for the totals.
6.39 - Updated the way the voucher detail grid is populated for vouchers using purchase orders with detail codes
6.36 - Made the change to pull in the 1099 checkbox value from the voucher template
6.29 - Added feature so that clicking the ellipsis to import purchase order data has the ability to bring in descriptions and break out purchase order line items based on assigned code. 
6.28 - Changed the purchase order lookup to highlight rows of used purchase orders and to display voucher number(s) should they be used.