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Last modified on 12/17/2015 4:23 PM by User.

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Voucher, Processed, using, PO, Module, purchase, order

Voucher Processed Using PO Module

If a vendor calls and asks for payment on an invoice, the A/P clerk can do a few things to see if the invoice has been received, in process for payment or payment already made.  

  • First the clerk can look in A/P module, Task 26: Voucher History Inquiry, to see if it has already been paid or if the voucher has been entered and posted. 
    • If the invoice has been posted but not paid, the A/P personnel can tell the vendor they will verify when it is going to be paid and will call them back with an answer.  A/P makes a note to follow up…..
    • If the invoice hasn’t been posted or paid, the A/P clerk can look in A/P Task 1: Voucher Entry & Editing to see if the invoice has been vouchered but not yet posted.  The A/P clerk tells the vendor they will verify when it is going to be paid and will call them back with an answer.  A/P makes a note to follow up…..
    • If the vendor invoice isn’t in A/P Task 1: Voucher Entry & Editing,
      • First look in the P/O module, Task 3: Vendor Invoice Entry & Editing to see if the invoice has been entered but not posted through the P/O module, for example due to a discrepancy.  
        • If it hasn’t been posted due to a discrepancy, let the vendor know the status.  
        • If the invoice just hasn’t been posted yet, find out when it will be and also verify when the invoice is going to be paid.  Call the vendor back with an answer.  A/P makes a note to follow up….
    •  If the vendor invoice isn’t in P/O Task 3:  Voucher Entry & Editing, someone can look in the P/O module, Task 1: P/O Entry & Editing to see if the items on the P/O have already been received or vendor invoiced.
    • If the items have been vendor invoiced, go to Task 18: Purchased Item History, Sub-task 4: Print.  Print to the computer screen the P/O number and all the items on the P/O.  It will display the vendor invoice number for each item.  They can then go back to A/P to look for the exact vendor invoice number.    
    • If it has NOT been vendor invoiced but the items have been received, it most likely means the invoice has not been received.  Someone would need to follow up with the vendor.
    • If the P/O shows the items weren’t vendor invoiced or received, the A/P clerk would need to verify if they did or did not receive the items.  The Purchasing department will need to get involved.   If the items were not received, the Purchasing agent would need to contact the vendor.