Vendor Invoices can be entered into this task, or they may already be here because of entering vendor invoices for material in the P/O module or because of inter-company transfers. There are separate procedural instructions explaining Vendor invoicing in the P/O module (the usual method for entering vendor invoices for inventory items is through the P/O module - See the document titled: Task 03 - Vendor Invoice Entry & Editing, in the PO Module).
Normally the utilities, rent, car payments, loan payments, etc… are entered directly into Task 1 Voucher entry and editing.
Accounts Payable (Module 3)
Voucher Entry and Editing (Task 1)
- Enter (ADD) new transaction (Sub-task 1)
- Voucher Entry and Editing (Task 1)
Voucher # ______(6 digits) The computer automatically assigns a voucher number starting from the beginning number that was entered when the system was initialized. Because this area is so critical to the program, you can NOT make any changes to this number.
It is very important that the voucher # is written on the vendor's invoice. (Each invoice will now be tracked by the voucher #.)
1. Vendor #: ______(6 digits) The vendor numbers were created in the Vendor Master File (Task 17 in AP Module). Press the TAB key to search by vendor name. Usually vendor #’s 1-99 are reserved for inter-company divisions.
2. Invoice #: ____(16 digits) Taken from the invoice. If the invoice is a credit card or utility bill, enter the account # and the month for the invoice #. If there is no actual invoice, type in an alpha descriptive name (i.e. JULY RENT 20xx).
· There is a parameter regarding duplicate invoice numbers….they can be entered with a warning notifying the user of a duplicate number, or don’t allow duplicate numbers. See the parameter: DUP’DOC’ACTION found in 3/32/22/1.
· If the account number the vendor assigned to you is on field #18 (Ven code#) in the vendor master (Task 17), the account number will print on the check stub.
3. Inv. Date: _____(6 digits) Use the invoice date on the invoice. If it is a credit card or utility bill, use the statement date. NEVER post invoices with dates in different months - if you have invoices with invoice dates in different months: enter the invoices, print the edit list BUT post for one month at a time….do not post/combine invoices from multiple months. Verify with the controller or accountant to see if the A/P to G/L Interface has already been obtained into the General Ledger module for the month you are posting.
4. Inv. Amt: ______(8 digits) Record the total amount of the invoice.
5. Non Disc: ______(7digits) This is the part of the Invoice Amount for which no discount will be taken.
- Example: Most companies do not allow a discount on freight, handling or sales tax portion of the invoice.
6. Discount %: ____(4 digits) If the supplier allows a discount, for example 2% for paying on time, enter 200 (no decimal pt.). If they allow a given dollar amount, press the TAB key and type in a dollar amount.
· An interesting combination is an allowance on shipping, plus the percent. To do this, calculate the value of the percent discount in dollars, and add it to the shipping allowance. Then enter this total using the TAB key.
7. Pre-paid: __(1 digit) At this field a box will appear to the right:
N - Unpaid – Open on account
1.- Paid with a company check
2 – Paid via EFT
3 – Paid with a credit card/ 3rd party vendor
Note: a parameter controls what the default ‘payment method’ will be individually in A/P and P/O.
- For example, vouchers entered through A/P may be the normal expenses, such as electric bill, rent payments, etc. and will be put ‘on account’ and paid at a later date; therefore you may want the vouchers in A/P to default to N – Unpaid/Open on Account.
- Whereas supplies purchased, via the Purchase Order module, may normally be paid for at the time of purchase with a credit card; therefore in the P/O module you may want the default to be 3 – Credit Card/3rd Party Vendor.
The parameter is found in both modules, found in 3/32/22/1 and 7/32/22/3. The parameter is: DFLT’PRE’PAID= the options are: N=unpaid, 1=check, 2=EFT, 3=3rd party vendor. Also note the parameter: DFLT'PPD'DATE= this indicates the default prepaid date as D=document date or T=today
- If N (Unpaid – Open on account) is the selection, nothing more is done.
- If 1 – Company Check is selected, you will be prompted for the check number.
- If 2 – EFT is selected, the system will automatically populate the check number field with an 8.
- If 3 – 3rd Party Vendor is selected, you will be prompted for the vendor number of the credit card company (the 3rd party vendor). You can either enter in the vendor number or use the TAB key for a lookup. Note: if 3 – 3rd party vendor is selected, the “# of payments” field will only allow 1 payment.
NOTE: See documents titled: Credit Card - Pay Vendor at Time of Purchase.
Note: prior to using the “3rd party vendor’ option, an A/P parameter must be set. The parameter is found in 3/32/22/1. Look for CLEARING’ACCT= Enter in the G/L account number for Purchases Discounts. This G/L account should be the same one found in the G/L module, System Management (Task 32); Setup Automatic Interface (Sub-task 5); Change Interface Parameters (Selection 2); A/P - #2 Discounts Taken. For example, if the G/L interface parameter is: 425-00, then the A/P 3rd Party Pay Clearing account should be: 4250001
Explanation of what occurs with 3 – 3rd Party Vendor:
For an example, Xerox is already paid by the AMERICAN EXPRESS credit card.
Vendor 150 XEROX
Voucher 150190 200.00
The voucher will be paid using vendor 627 – American Express (AMEX)
A new credit voucher is created for vendor 150 Xerox. The credit voucher is for Xerox $-200.00. In the reference note field (on the Voucher History) you will see the debit voucher number for the third party vendor. This credit voucher is ‘paid’ with check #99997. The G/L account number for the credit voucher comes from the A/P parameter “CLEARING’ACCT=xxxxxxx”.
A new debit voucher is also created for the 3rd party vendor, i.e. AMEX has a voucher for $200. In the reference note field you will see the credit voucher number relating to this transaction. The new debit voucher is unpaid. The G/L account # for this debit voucher comes from the A/P parameter “CLEARING’ACCT=xxxxxxx”.
AP Voucher Edit List:
When the Edit List is printed the vouchers are listed along with the ‘pre-payment’ information, such as the check number if payment method #1 is selected, or if 3rd party vendor (credit card company) is selected (note: if #3 is selected the ‘check’ number will always be 999997; or if #2 – EFT – is selected, the ‘check’ number will always be 8).
AP Voucher Posting Journal and AP Check Register:
Below is an example of a Posting Journal and Check Register when a voucher is ‘pre-paid’ using payment method #3 – Credit Card/3rd Party Vendor. Voucher 150190 is entered for Xerox for $200.00; however this voucher has already been paid using an American Express credit card. The fact that the voucher has been pre-paid is noted on the “Pre-paid” field when it was entered in the A/P module (Task 1) or P/O module (Task 3).
The Voucher Posting will print BEFORE the Check Register, the Voucher Posting looks like this:
Batch number 000605
VCH # VEN DOC # DOC-DATE DOC AMT NON-DSC DISC-AMT DISC-TAK DSC-% DUE-DATE CHECK# DIV# EXP ACT #
VENDOR NAME ------ ----- REF NOTES ---- # PAY EXP AMT
00165 00150 AMEX 02/18/xx 200.00- 0.00 0.00 0.00 0.00 03/18/xx 999997 01 425-00-01
XEROX see vch. 001164 1 200.00-
150190 00627 XEROX 02/18/xx 200.00 0.00 0.00 0.00 0.00 03/01/xx 01 425-00-01
AMEX see vch. 001165 1 200.00
When finished, the GRAND INVOICE TOTAL on the last page of the posting journal will be zero. (Unless a discount is taken. If a discount is taken, the GRAND INVOICE TOTAL will be a negative amount….the amount of the discount.) If a spreadsheet is used to balance A/P Daily, the GRAND INVOICE TOTAL amount should go into the voucher column of the spreadsheet.
The Check Register will look like this:
999997 02/18/xx 00150 XEROX 001165 AMEX 02/18/xx -200.00 0.00 01
PAYMENT TOTALS: -200.00 0.00 -200.00
PRE-PAID PAYMENTS: 0001 TOTAL PRE-PAID PAYMENTS: -6,200.00 0.00 -200.00
999997 02/18/xx 00150 XEROX 150190 156332 02/28/xx 200.00 0.00 01
PAYMENT TOTALS: 200.00 0.00 200.00
COMPUTER PAYMENTS: 0001 TOTAL COMPUTER PAYMENTS: 200.00 0.00 200.00
PREPAID AND COMPUTER PAYMENTS 0002 TOTAL ALL PAYMENTS: 0.00 0.00 0.00
8. Due/chk Date: ______(6 digits) This is the date payment is due without forfeiting the discount or incurring late charges. The date is calculated based on the Bill Terms (field 24) on the Vendor’s Master file (Task 17). The date can be changed.
- The bill terms table sets the due date for unpaid vouchers. It is located in Purchase order (Module 7), System management functions (Task 32), Modify application tables (Sub-task 17), Payment/Billing terms table (4).
If the voucher is pre-paid, via EFT or company check, the Due date becomes the payment/check date.
A parameter determines payment date. This parameter is in Accounts Payable (Module 3), System management functions (Task 32), Modify parameter files (Sub-task 22), A/P – General (1), DFLT’PPD’DATE=
- This parameter may be set to D=document date or T=today’s date
- A parameter determines payment date. This parameter is in Accounts Payable (Module 3), System management functions (Task 32), Modify parameter files (Sub-task 22), A/P – General (1), DFLT’PPD’DATE=
9. Reference#: ___(20 digits) Use if there is a need to enter extra information. The information will print on the edit and posting reports and appear in the Voucher History Inquiry.
- A parameter determines if this reference prints on the A/P check stubs & remittance. This parameter is in Accounts Payable (Module 3), System management functions (Task 32), Modify parameter files (Sub-task 22), A/P – General (1),PRINT’VHS’REF=N. This may be set to Y or N.
10. Division#: __(2 digits) Numbers from 1 to 99, division this invoice/voucher is for.
11. # of Payments:__(2 digits) Number of total payments. Example: payment terms are "30, 60, 90 days" - the number of payments would be: 3
12. Exp. Acct.#: ___(7 digits) The G/L number(s) for the goods or services on the invoice.
- If there is a G/L account number in field # 37 on the Vendor Master file, it will automatically fill in….it can be changed. Or enter the GL number. Or press the TAB key to search by General Ledger description. Or enter the Distribution Template Code (multiple GL numbers) Or use F1 to search by Distribution Template description. For complete details on how to use and setup a template, see document titled: Distribution Template
- When the system prompts for the amount to expense, if ENTER is pressed, it will apply the total amount to this number. This only works on the first expense distribution.
- Any invoice can be expensed into a maximum of 9 different accounts, the system won't proceed until the subtotals of the various distributions equal the invoice total.
- If an invoice has more than 9 G/L Expense distributions, create 2 or more vouchers & split up the invoice amounts.
Upon completion, the system prompts: F1 to Print the Voucher. This is used if a copy of the vendor invoice information is needed to attach to paperwork.
When all the vendor invoices are entered, print an edit list (Sub-task 4) and verify to be sure the vendor number, the dates, amounts, G/L accounts, etc…. are correct. The edit list may be printed for:
- Starting & ending document date
- Starting & ending division #
- Starting & ending voucher #
SEPARATE EDIT AND POSTINGS FOR EACH TERMINAL OR USER
To get separate voucher edit list and postings for each person who is entering vouchers see document titled: Task 01 - Voucher Entry and Editing -- Multiple Users.
Changes to vouchers before posting:
- If changes need to be made, go into Change Existing Transactions (Sub-task 2).
- If one voucher needs to be removed use Delete Existing Transaction (Sub-task 3). If a voucher is deleted from voucher entry & editing, the voucher # is deleted.
- If ALL of vouchers need to be erased from Voucher entry & editing use Erase all transactions records (Sub-task 6). To prevent this from being used by accident this should have a password. To set the password for this or any other sub-task, contact us.
When everything is correct (be sure to check the dates closely - all invoice dates on the edit list MUST all be in the same month!) then Post Transactions To AP Files (Sub-task 5). Be sure to print/save the voucher postings and update the A/P Daily balancing spreadsheet.
Check Register for Prepaid vouchers, Transfers, 8 EFT’s & Third party vendor pay:
- When a voucher is posted from Voucher Entry & Editing (Task #1) WITH a check #, #8 EFT, or third party vendor pay, we refer to these as Prepaid. The system will automatically print out a check register for the prepaid vouchers. When Task 5 Post transaction records to A/P files, is selected, the system will show two printer screens. The first printer screen is for the voucher posting. The second printer screen is for the check register. The voucher posting and check register should be printed/saved and put on the A/P Daily balancing spreadsheet.
Changes to vouchers after posting:
- If a voucher due date or discount needs to be changed after it is posted, use Task 3 Change voucher due date / discount, see document titled: Task 03 - Change Voucher Due Date or Discount
- To pay a partial amount of a voucher use Task 2 Partial voucher payments, see document titled: Task 02 - Partial or Change Voucher Payments
- If the voucher was posted for an incorrect amount, a credit voucher needs to be posted. After the credit voucher is posted Task 4 Apply A/P credits may be used.
- Vouchers should never be deleted or altered in Task 19 voucher history or Task 21 A/P open items.