Accounts Payable Invoice Vouchering - Revision history

Chanson: /* Tips and Tricks */

2025-02-19T20:09:55Z

Tips and Tricks

Chanson: /* Debit Distributions */

2021-12-27T15:52:27Z

Debit Distributions

Chanson: /* Debit Distributions */

2021-12-27T15:47:12Z

Debit Distributions

Chanson: /* Invoices */

2021-12-27T15:32:40Z

Invoices

Chanson at 15:27, 27 December 2021

2021-12-27T15:27:34Z

User: 1 revision imported

2020-01-08T12:59:45Z

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en>User: 1 revision imported

2017-01-06T21:00:14Z

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==About==
:Accounts Payable
::Invoicing/Checks

==Using the Program==

This program is a [[Batch Entry Program]]. Follow the link to learn about creating batch IDs, editing existing batches and recurring batches.

===Batch Information===
Batch Header Information:
*'''Description'''
*'''Trans. Date''' (Active if not using the Set Transaction Date to Invoice Date feature). This is the g/l transaction date to be used for all invoices in the batch.
*'''Division''' *Only active when AP Divisions feature is active.

===Invoices===
Each line of the grid holds an individual invoice.

Invoice Fields:
*'''Vendor ID'''
*'''Invoice No.'''
*'''Invoice Date'''
*'''Description'''
*'''Invoice Gross''' Total amount of the invoice including tax, and before taking discounts.
*'''Tax Auth''' Only use this when tracking Use Tax
*'''Due Date''' This will be set to the default based on the Vendors Payment Terms.
*'''Disc Date''' This will be set to the default based on the Vendors Payment Terms if discount is applicable.
*'''Inv Disc''' Discounts can be entered as a dollar amount or as a percentage by using a '''%''' sign.
*'''Hold''' Specifies to hold the invoice.
*'''To Pay Amount''' The amount entered here will be paid on the next check run
*'''Disc Amount''' Amount of discount to take when paid.

===Distributions===

[[Image:APVouchDist.png]]

====Credit Distributions====
*'''A/P G/L Account'''
*'''Cash G/L Account'''
*'''Disc G/L Account'''
*'''Use Tax G/L Account'''

====Debit Distributions====
*'''Expense G/L'''
*'''Account Description'''
*'''Dist. Description'''
*'''Dist. Amount'''
*'''Job ID'''
*'''Bud Cat'''
*'''Type'''
*'''Asset'''

==Tips and Tricks==
:'''F7''' Copy Down: Whithin the grid, hit F7 to copy the value for the same field of the previous line.

==System Options==
:'''Job Cost System Active'''
:'''P.O. Number Required'''
:'''Print Invoice Description'''
:'''Report Sequence'''
:'''Post Voucher Transactions by Invoice Date'''
::When this feature is active, the transaction date is set to the invoice date for each invoice. If not the transaction date for the batch applies to all invoices. The advantage of using this feature is that the g/l and invoice aging remain tightly integrated.
:'''Voucher as Net'''
::This feature is used to automatically reduce AP Debit Distributions by a proportion of discount. This reduction if offset by a debit to the Discounts Pending account. When the check is paid, the Discounts Pending account is credited by the amount of the discount.

@@ Line 55: / Line 55: @@
 ==Tips and Tricks==
-:'''F7''' Copy Down: Whithin the grid, hit F7 to copy the value for the same field of the previous line.
+:'''F7''' Copy Down: Within the grid, hit F7 to copy the value for the same field of the previous line.
 ==System Options==

@@ Line 49: / Line 49: @@
 *'''1099 Class''' Used for detail 1099 reporting.  Defaults to vendor settings.  You can override when a vendor has multiple 1099 classes or where only a portion of payment applies to a 1099, e.g. separating Interest vs. principal for a 1099-INT
 *'''1099 State''' Starting in 2022, used to track 1099 state.  Defaults to vendor setting.
-*'''Job ID'''
+*'''Job ID''' When Entering Job Cost information, Job ID, Bud Cat and Type must all be entered.
 *'''Bud Cat'''
 *'''Type'''
-*'''Asset'''
+*'''Asset''' Optional when Job Cost information is entered, to track specific asset used.
 ==Tips and Tricks==

@@ Line 47: / Line 47: @@
 *'''Dist. Description'''
 *'''Dist. Amount'''
 *'''Job ID'''
 *'''Bud Cat'''

@@ Line 20: / Line 20: @@
 Invoice Fields:
 *'''Vendor ID'''
-*'''Invoice No.'''
+*'''Invoice No.''' You will be warned if this is a duplicate invoice.
 *'''Invoice Date'''
 *'''Description'''
-*'''Invoice Gross''' Total amount of the invoice including tax, and before taking discounts.
+*'''Invoice Gross''' Total amount of the invoice including tax, and before taking discounts.  RED indicates that g/l distributions do not match Invoice Amount.
-*'''Tax Auth''' Only use this when tracking Use Tax
+*'''Tax Auth''' Only use this when tracking Use Tax.
 *'''Due Date''' This will be set to the default based on the Vendors Payment Terms.
 *'''Disc Date''' This will be set to the default based on the Vendors Payment Terms if discount is applicable.
-*'''Inv Disc''' Discounts can be entered as a dollar amount or as a percentage by using a '''%''' sign.
+*'''Inv Disc''' Discounts can be entered as a dollar amount or as a percentage by using a '''%''' sign.  This may come from the Vendor Payment Terms or be set manually.
 *'''Hold''' Specifies to hold the invoice.
-*'''To Pay Amount''' The amount entered here will be paid on the next check run
+*'''To Pay Amount''' The amount entered here will be paid on the next check run.
 *'''Disc Amount''' Amount of discount to take when paid.

@@ Line 15: / Line 15: @@
 ===Invoices===
 Each line of the grid holds an individual invoice.
 Invoice Fields:

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