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Feb 24 2009, 3:03 PM EST cassyjb 1 photo added, 1 photo deleted
Feb 17 2009, 9:30 AM EST cassyjb 2 words added, 1 word deleted

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How to get to Maintain Vouchers: Click on the Accounts Payable icon and then click on the Maintain Vouchers button.
Maintain Vouchers is used to create and edit vouchers.
Maintain Vouchers - Create vouchers from invoices on materials or services purchased by your business.


Vouchers are automatically assigned voucher numbers in succession. To select the next voucher number, type the letter N in the Voucher Number field and then press the tab key on your keyboard.
The Batch ID is used to sort vouchers in groups; an unlimited amount of vouchers can be placed under one Batch ID. If you are entering vouchers in batches, you can type the batch number in the Batch ID field. After a Batch ID is entered, the system will remember the last Batch ID used.
Enter the Vendor ID for which you are creating this voucher in the Vendor ID field. ~To look up a Vendor ID, click on the button to the right of the Vendor ID field space. If a file of vendors is set up, you will be able to enter a number from the list. To make sure this vendor's information is correct and has the correct General Ledger accounts set up, click on the Edit Vendor button.
You also have the option to enter a new Vendor ID. After you have entered the new number and hit the Tab key on your keyboard, a message will appear that reads "Vendor not found. Click to add." Click on the OK button and you will be taken to the Maintain Vendors screen to complete the entry for the new vendor. Don't forget to click on the Save button to add the new vendor.
Close out the Maintain Vendors screen to return to the Maintain Voucher screen.
  • Type the invoice number to be assigned the voucher in the Invoice # field. If the same invoice # is entered on two different vouchers, a warning will appear letting you know that the invoice was found on another voucher.
  • Enter the date of the invoice in the Invoice Date field. A short description of the invoice can be entered in the Description field.
  • The invoice total (total amount of the vendor's invoice) needs to be entered in the Invoice Totals field.
  • Shipping and sales tax can be entered in the Shipping and Sales Tax fields.
  • The Amt Paid and Check # fields are automatically completed when a check is written for this invoice. See the Maintain Checks module for more information on checks.
  • The Discount Allowed % field allows you to enter the percentage of discount you will receive when the vendors invoice is paid within the discount period.
  • The Days for Discount field allows you to record how many days you have to pay the invoice to receive the discount.
  • The Disc Allowed field will calculate the amount of the discount based on the previous entries you made.
  • The Discount Date field is the last day that you have to pay the voucher and still receive a discount.
  • The Invoice Due Date is the date the invoice is due.
  • The Late Due Date is the last day you have to pay the invoice before you incur a late charge.
  • Enter the job number in the Job # field. The amount applied to this job can be entered in the Job Amt field. If you are breaking the job down by phases, you can enter this in the Job Phs field.
  • If you are updating the job cost from the voucher, check the Update Job Cost check box and choose from the drop down box Materials or Sub-contract so it will know which item to update.
  • Enter the PO# that is attached to this voucher and verify the Fiscal # to the Invoice Date.
  • The Amount Paid, Check # and Balance fields will automatically fill in when the voucher is paid in Accounts Payable.
  • General Ledger entries are created as you are entering and Tabbing through the voucher screen. These entries are based on the information set in the Vendor file and on the Accounts Payable System file. The Ins box will add a line above the line you are working in. Del will delete that line.
  • To add a new line, click on the Add Row button.
  • When you have entered all the necessary info, click the Save button at the top of the screen to add the new voucher.