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Last modified on 12/17/2015 4:46 PM by User.

Warning - Voucher Has Not Been Interfaced

The system will alert:

 

VOUCHER #xxxxxx, doc date:1222xx,WARNING-VOUCHER HAS NOT BEEN INTERFACED TO GL

 

This alert occurs when the system detects a voucher that has never been on an A/P to G/L Interface and is dated in a previous month or year.

 

For example:  It is February 1st 2011 and you are printing the A/P to G/L Interface report for the date range of  01/01/11 through 01/31/11. (December 2010 A/P to G/L interface was printed on January 02, 2011.)  If a voucher was posted with a December 2010 (or previous) date (after the December 2010 A/P to G/L interface was printed), you would get this message.

 

If the A/P Daily Balancing procedures are followed, the previous dated voucher is found and corrected daily, which would prevent this warning message on the A/P to G/L Interface.

 

When the question: "which month does the voucher actually belong in" is answered, an adjustment would need to be made.

 

If the voucher should NOT have been dated for the previous month:  Using our example, a voucher was posted during the month of January with a December date: This voucher should have been dated January:

 

Step 1 for incorrectly dated voucher:

  • A/P (Module 3)
    • Voucher Entry & Editing (Task 1)
      • Enter (ADD) New Transaction (Sub-task 1).
        • Note:  the next two entries should be on a posting of their own.
        • A credit voucher needs to be entered for the exact negative of the incorrectly dated original voucher.
          • Use the same vendor number.
          • The invoice number may be the same as the incorrect dated voucher except with a CM in front.
          • Use the same incorrect date. In this example the negative voucher would be dated December.
          • The amount should be the same except a negative.
          • The due date and division # need to be the same as the original, incorrect voucher.
          • The G/L account should be the same as the original, incorrect voucher. 
        • Another new voucher needs to be entered with the correct date with a positive dollar amount.  This should have all the correct information (vendor, dollar amount, G/L number, etc).  In this example the date of the positive voucher should be January.

        • These 2 vouchers should be on the same posting.  The total of the posting should be a zero.

 

Step 2 for incorrectly dated voucher:  After these two correcting vouchers are posted,  use Task 4 - Apply A/P Credits.  Apply the two incorrectly dated vouchers to each other.  See document titled Task 04 - Applying A/P Credits, for additional information, if needed.

 

Step 3 for incorrectly dated voucher:  To ensure this interface isn’t obtained & posted into the G/L module by mistake this step should be coordinated with the person who obtains & posts the A/P to G/L interfaces into the G/L module. 

  • Accounts Payable (Module 3)
    • System Management Functions (Task 32)
      • Generate A/P to G/L Interface (Sub-task 3)
        • The system prompts:
          • Please enter: starting date:  12/22/xx
          • Please enter: ending date:   12/22/xx
          • Include previously interfaced vouchers? N
        • Use the date from the warning message.  Using our example it would be 12/22/10.  (If multiple warning messages have dates of 12/01/10, 12/13/10, 12/23/10, etc… the date range on the A/P to G/L interface may be 12/01/10 through 12/31/10.)  The key is to answer N to the questions “Include previously interfaced vouchers?”  

 

The report will automatically include the information for any vouchers with this date (or date range) which have NOT YET BEEN INTERFACED, i.e. back-dated vouchers from a closed month. 

 

Step 4 for incorrectly dated voucher: Print a new A/P to G/L interface for the month being balanced.  Make sure there are no warning messages.  Make sure this new A/P to G/L interface report balances correctly with month end procedures. In the previous example the new A/P to G/L interface report is dated January 2011.

  • Accounts Payable (Module 3)
    • System Management Functions (Task 32)
      • Generate A/P to G/L Interface (Sub-task 3)
        • The system prompts:
          • Please enter: starting date:  01/01/xx
          • Please enter: ending date:   01/31/xx
          • Include previously interfaced vouchers? Y

  

If the expenses ARE truly from the prior month/period, they should be posted in that month by obtaining & posting the interface to the G/L module by itself and adding the posting report to the month end reports in which the transaction belongs.  Also if the expenses are truly from the prior month, no new vouchers need to be posted.   

 

 

NOTE: Each month after the recommended A/P month end procedures are finished, the A/P to G/L interface can be obtained and posted into the G/L module.  The obtaining and posting of the A/P to G/L interface is a G/L module procedure. The following steps should be coordinated with the person who obtains & posts the A/P to G/L interfaces into the G/L module.  It should also be coordinated with the person who enters & posts the manual journal entries in the G/L module. This interface WILL be obtained & posted into the G/L module.

 

SCENARIO- EXPENSES ARE TRULY FROM PRIOR MONTH/PERIOD:

 

Step 1 if the expenses ARE truly from the prior month/period:

  • General Ledger (Module 4)
    • Post interface transactions (Task 2) 

 

NOTE:  Before the next step can be completed, (because the example provided is in the prior year) the previous year needs to be open in the G/L module.

  

Prompts for Specific Interfaces  (Task 2)

In “Post interface transactions” the system prompts for the specific GL Interfaces to be obtained and posted.  A screen helps to prevent accidental double postings by allowing the user control over which interfaces will be obtained and posted for each batch.  

 


                              Choose Interfaces to be posted

 
                            Last       Last        Obtain for
                         generated    posted        posting
         Interface          for         for           now?
   --------------------- ---------   ---------    -----------
1. Payroll.............. 01/31/xx    12/31/xx     P/R (Y/N) N
2. Accounts receivable.. 01/31/xx    12/31/xx     A/R (Y/N) N
3. Accounts payable..... 01/31/xx    12/31/xx     A/P (Y/N) Y
 

4. Post the selected interfaces to G/L period:  12       12/01/xx to 12/31/xx
5. Assign a posting date within period 12 of:   12/31/xx
6. Transaction date range: 12/22/xx to 12/22/xx
7. Transaction division range: 01 to 01

Any changes?

 

Fields 1 & 2: answer N

Field 3: answer Y to obtain the A/P to G/L interface.  (A new A/P to G/L interface from the A/P module will be generated and printed.)

Field 4:  Enter the period number where the interfaces should be posted. In this example it would be period 10 for 10/31/11.  A pop-up window appears to show date ranges for each period and highlights the current period.  Make sure the period is the correct month & year. 

 

Field 5: Enter the posting date that should be applied to the obtained A/P vouchers.  In the example it would be 12/31/10.

Field 6: Enter a date range of A/P transactions to be posted.   Use the date from the warning message.  Using our example it would be 12/22/10.  (If multiple warning messages have dates of 12/01/10, 12/13/10, 12/23/10, etc… the date range on the A/P to G/L interface may be 12/01/10 through 12/31/10.)  The key is to answer N to the questions “Include previously interfaced vouchers?”  below.

Field 7: Enter a division range of A/P transactions to be posted.  Blank means ALL.

 

Remember, because our example is from a previous year, the previous (fiscal)year would need to be OPEN, in G/L, before obtaining and posting this A/P to G/L interface.

 

  • At "Include previously interfaced vouchers?" answer  N
  • The report will automatically include the information for any vouchers with this date (or date range) which have NOT YET BEEN INTERFACED, i.e. back-dated vouchers from a closed month.
  • The A/P interface will print.  It should show only the information (amounts & G/L #’s) from the A/P to G/L interface with the prior month/period dated voucher.
  • The G/L posting register will print.  Save it.
  • Make sure there are NO Errors on the screen. 
  • Make sure there isn’t anything “Out of Balance” on the screen
  • Answer YES to “Posting of G/L Records OK?”

  

To skip step 1  above a manual journal entry can be posted to adjust the G/L accounts accordingly.

 

Note: Remember to rerun the financial statements for each of the succeeding months so they reflect the changes.

 

Step 2 if the expenses ARE truly from the prior month/period: 

 

Print a new A/P to G/L interface for the month being balanced.  Make sure there are no warning messages.  Make sure this new A/P to G/L interface report balances correctly with month end procedures.  In the previous example the new A/P to G/L interface report is dated January 2011.

  • Accounts Payable (Module 3)
    • System Management Functions (Task 32)
      • Generate A/P to G/L Interface (Sub-task 3)
        • The system prompts:
          • Please enter: starting date:  01/01/xx
          • Please enter: ending date:   01/31/xx
          • Include previously interfaced vouchers? Y

 

This newly printed A/P to G/L interface report, (should have no warning messages), should replace the original A/P to G/L interface report printed for the month being balanced/closed.