Creating Vouchers or Adjustments Manually

You can manually create a voucher for these tasks:

  • To record an amount you owe to a vendor.
  • To reduce the amount of a previously entered voucher.
  • To reverse the full amount of a previously entered voucher, using single entry accounting. For this task, do not follow the steps below.

    See About Cancellation Posting for Single-Entry Accounting.

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.

See Creating Vouchers or Adjustments Automatically.

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 this information:
    Type
    To add a voucher, select Voucher. To enter an adjustment, select Adjustment.
    Voucher
    If you are entering a Voucher transaction, specify 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.
    Invoice
    Specify 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.
    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.
    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, specify a pre-register number.
    GRN
    The goods receiving note number displays.
    Posted from PO
    This check box is automatically selected if the voucher was added as part of the posting process from the Purchasing module. If you are manually adding a voucher through the A/P Vouchers and Adjustments form, this check box is not available for selection.If this check box is selected, you cannot delete the record. In addition, you can modify only some of the fields. Note that you can still manually distribute the transaction to re-allocate the G/L account amounts.
    Auto Vouchered
    This check box is selected if the order was automatically vouchered during PO receipt.
  5. Specify the appropriate amounts 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
    Specify the amount of freight payable for the transaction.
    Duty
    Specify the duty charges for the transaction.
    Brokerage
    Specify the brokerage charges for the transaction.
    Insurance
    Specify the insurance charges for the transaction.
    Local Freight
    Specify the local freight charges for the transaction.
    Misc Charges
    Specify the miscellaneous charges for the transaction.
    Sales Tax

    Specify 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

    Specify 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
    Specify the domestic currency amount of the invoice amount that is not eligible for a discount.
    Disc Amt
    Specify the domestic currency amount of the discount that may be taken if the payment is made on or before the discount date.
  6. Specify this information:
    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 specified a Prox Code value, enter the day of the month following the invoice date on which the voucher becomes due.
    Disc Pct
    Specify 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
    Specify 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
    Specify 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.
    Due Days
    Specify the number of days after the invoice date that the invoice payment is due, or accept the default that is displayed 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.
    Fixed Rate
    (For non-domestic currency transactions 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.
    If you have set up multiple currencies for the vendor, then based on the selected currency, this field uses the same value (selected or cleared) as on the Vendor Currency Codes form or Currency Codes tab on the Vendors form. You can update the value here if necessary, unless the selected currency is the domestic currency.
    Currency
    (For non-domestic currency transactions only and only voucher transactions) If you have set up multiple currencies for the vendor, if no distributions exist, and if Posted from PO is not selected, you can specify a currency for the voucher.
    Exchange Rate

    (For non-domestic currency transactions only and only voucher transactions) For a non-domestic currency transaction that has no receipts against it, you can enter an exchange rate if currency exchange rate overrides are allowed for the selected currency code. The rate applies to the entire order and can be changed until a receiving transaction is made against the order.

    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 specify a different reference to appear in the journals for this transaction.
    Builder PO Originating Site
    The ID of the site where the Purchase Order Builder form was run to create this purchase order is displayed.
    Builder PO
    If a Builder Purchase Order number is displayed in this field, the purchase order was created with the Purchase Order Builder form. There may be purchase orders at different sites that are included under this "umbrella" order. The ordered items may be included as part of a Master Buy Agreement; if the quantities in the original PO are altered, the Master Buy Agreement may no longer be applicable for this PO.
    Builder Voucher Originating Site
    The ID of the site where the Voucher Builder or Manual Voucher Builder forms were run to create this voucher is displayed.
    Builder Voucher
    If a value is displayed in this field, this voucher was generated using the Voucher Builder or Manual Voucher Builder forms.
    Auth Status
    Select the authorization status of the transaction. Options include Matched, Authorized or Failed.
    (Authorizor)

    Specify 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
    Optionally, you can add notes about the transaction.
    Fiscal Reporting System Type
    If this voucher is for a DAS2 vendor, specify a type  to classify the transaction.
  7. Select Actions > Save.
Related topics
Accounts Payable Steps
Posting Vouchers - Detail
Creating Multi-Site Vouchers and Adjustments with the Voucher Builder