Accounts Payable - Enter Vouchers - Voucher Detail - Tab

This tab contains general information about the voucher being entered or edited, such as its associated vendor, invoice date, amount, and if relevant, its associated job, subcontract and change order, or purchase order.

To add a voucher to the batch, click the block toolbar’s [Insert] button; and to remove one from the batch, click [Delete].

Some fields are not editable (display only) on the Voucher Detail tab, such as Tax 1 and Retainage, but they can be changed via the Defaults tab.

Vendor

Select the Vendor. This field’s LOV only displays vendors that allow transactions and have a status of open.

One Time Vendor Flag

This field is used to indicate if the voucher is being entered for a one-time vendor. Please refer to One-Time Vendor Invoices for additional details.

Series

The use of this field is controlled by the ‘Use Invoice Series Code’ and ‘Series Code is Mandatory’ checkboxes on the Voucher tab of the AP Control File screen (under Local Tables menu option). If ‘Use Invoice Series Code’ is checked, this field is enabled, and if ‘Series Code is Mandatory’ is checked, this field is mandatory.

Invoice series code records contain a distribution setup, and they are used to group like invoices, and to set the default distribution for invoices.

This field will automatically default to the vendor record’s Invoice Series field, on the Accounting tab, after the vendor is selected.

Invoice

Enter an identifying invoice number. This number is on the vendor’s invoice and it is not the same as the voucher number, which is automatically assigned by the system during voucher entry and used in the backend. Lowercase characters will be automatically converted to uppercase. The invoice number must be unique for the vendor/company combination, as the invoice number is what is used to identify vouchers. If the AP Control File’s ‘Warn When Invoice Number Duplicated Across Vendors’ box is checked on the Voucher tab, the system will check for duplicate invoice codes across vendors.

Voucher Num

This number is automatically assigned by the system during voucher entry and is different from the invoice number. It is used in the backend, and the invoice number is used to identify the vouchers in the various AP screens.

Amount

Enter the amount of the invoice, in the currency of the invoice. A valid number between ‑9,999,999,999 and 99,999,999,999 must be entered in this field.

Address

Only enter an address code for this invoice if the remit address is not same as the vendor's main address. Leave this field blank if the remit address will be the address on the vendor detail.

If the vendor has a default alternate address, this address code will default into the field.

If the AP Control File’s ‘Vendor Address Code Mandatory On Invoice Is Mandatory’ box is checked on the Voucher tab, this field will be required. For details about the available options, refer to Accounts Payable - AP Control File.

Invoice Date

Enter the date of the invoice. Once entered, the system will calculate the Disc Date and the Due Date fields according to the selected value of the Terms field, on the Vendor record’s Vendors tab. Once one record has been entered, this field will default to the last date entered on each new record. The system date will default to this field if the AP Control File’s ‘Default System Date To Voucher Date’ is checked, on its Voucher tab.

Expense Dept

Entering an expense department in this field indicates that the entire voucher is to be distributed to one expense department. Also, any taxes to be charged will be taken from the department setup rather than the vendor setup.

Retainage

This display-only field displays the retainage amount calculated using the retainage percentage against the invoice amount.

Check Hdl

Only enter this field if the company address is to be replaced. The address associated with the check handling code replaces the company address when a check is printed for this payable. The LOV shows all available check handling codes. The check handling code may have defaulted from the company default setup.

Due Date

This date will default from the calculation of the payment terms associated with this vendor. If you want to change this date, you can either edit the date while the cursor is in this field, or use the Defaults tab. On the Defaults tab, you can change the default number of days in the Due Days field, which will in turn change the due date on the Voucher Detail tab.

PO Selected – Checkbox

This flag indicates if a purchase order is selected.

Tax 1

The amount in this field represents the first level of tax being charged. The tax code to calculate this amount is defaulted in from the vendor’s record (Tax1 Code field on record’s Accounting tab). If the first level of tax has not been defined in the vendor’s record, this amount will be zero.

If this amount is incorrect for this voucher, the Defaults tab can be used to select a different tax code, or it can be used to enter an amount for this tax.

Lump Sum PO - Checkbox

When this box is checked, only lump sum POs will be visible in pop-up window launched by [PO Selection] button.

NOTE: The 'Lump Sum PO' checkbox is hidden by default. Lite Editor can be used to make the field visible.

Status (Payment Status)

This display-only field displays the voucher’s default payment status. The system will default this from the Voucher Status Def. field on the vendor record’s Accounting tab. The Override Status field can be used to override this status.

After the voucher has been posted, the Adjust Voucher Status screen can be used to change this status (see the Adjust Voucher Status section in this guide for details).

The following are the two possible default statuses for this field (the other payment statuses can’t be initial statues):

Normal: payment for this voucher follows the payment terms specified by the terms field on the vendor record’s Vendors tab
Permanently Deferred: payment for this voucher is permanently on hold, and its status must be manually changed within the Adjust Voucher Status screen (under the Payment Treeview menu option) before automatic payment can be made. Please note that the Adjust Voucher Status screen can only be used after the voucher has been posted

Disc Date

This field will default from the calculation of the payment terms associated with this vendor. If this needs to be changed, it can be done by either editing the date while the cursor is in this field, or by using the Defaults tab. On the Defaults tab, you can change the Disc Days field, which will in turn change the Discount Date field on the Voucher Detail tab.

Discounts are considered ‘taken’ when the discount date is on or after the payment date, and before the next payment date. If the discount date falls outside of this range, or it has not been taken, the amount of the discount will appear in the Discount Lost column on cash requirement reports. Normally, the system will ‘take’ any allowable discounts automatically for you. Discounts that have been taken will appear in the Discount Taken column on reports.

Use the Select Payments screen to ‘turn off’ a discount set to be taken, or ‘turn on’ a discount which has been lost. For details, refer to the documentation provided for the Discount Date, Next Pay Date, and Discount Amount fields in following subsection: Payment Processing > Select Payments.

EFT Flag – Checkbox

This box defaults from the ‘EFT Payments’ checkbox on the Vendor record’s Account tab. If this flag is checked, it indicates that this voucher will be paid electronically instead of by check. If this particular invoice is to be paid by check, then this field must be unchecked. This field will only be checked if there is banking/EFT information set-up on the vendor record.

After the voucher is posted, this field can be adjusted using the Adjust Voucher Status screen, under the Payment Treeview node.

Taxes

This field represents the total of taxes calculated on taxes 2 thru 5. If this amount is incorrect, the manner in which it is calculated can be changed by using the Defaults tab. On the Defaults tab, it is possible to change any of the tax amounts or tax code fields, which will in turn re-calculate the amount for this field.

Override Status

If the user has the privilege to use this field, this field can be used to override the value in the Status field.

The following table provides details about the payment statuses:

Code	Status Name	Details
N	Normal	Indicates that the due date is used to determine when the voucher will be paid. NOTE: If the status is overridden to “Normal”, the ‘Pay When Paid’ checkbox will be automatically unchecked.
T	Temporarily Deferred	Indicates that the voucher is deferred until after the next check run; after the next check run, its status will automatically be set to “N”.
P	Permanently Deferred	Indicates that voucher is deferred until its status is changed via this screen. Deferred vouchers are listed on the Deferred Vouchers tab.
E	Express	Indicates that voucher is to be paid during the next check run, regardless of its due date.

PO Number

The Voucher Entry program allows for the matching of vendor invoices to purchase orders processed and received within the system.

This field’s LOV shows all received, but not fully invoiced purchase orders for the vendor.

Leave this field blank if the Purchase Order module is not being used, or if this invoice does not apply to a purchase order. If this invoice does apply to a purchase order, use this field if the invoice applies to a single purchase order, otherwise, use the [PO Selection] button to select more than one purchase order.

When a purchase order is selected via this field, the [PO Selection] button can be used to view its details. Also, if a purchase order is associated with a voucher, “Multi Distribution” must be selected via the Distribution Type field, as the Multi Distribution type allows for all distribution scenarios for a purchase order.

NOTE: If the ‘Use PO Terms’ box is checked on the Other tab of the AP Control File, the payment terms of the purchase order override those of the vendor, as well as the Due Date and Discount Date fields.

Release

This field works in conjunction with the PO Number field, and it is used to specify which release of the purchase order this voucher is being created for.

Gross Due

This field is display-only and displays the calculated gross amount.

Contract, Chg

If the Enter Invoices field on the Contract Defaults tab of the Subcontract Control File is set to “Via – Accounts Payable”, these fields are used to associate the voucher being entered with its subcontract and change order.

The LOVs of these fields contain subcontracts and subcontract change orders entered, approved, and posted for this vendor via the Subcontract or Project Management. modules.

Once a subcontract is selected, the Distribution Type field automatically gets set to “Job Distribution”, and the subcontract’s associated job is automatically selected via the Job Code field. The Cost Code and Category fields will need to be filled out for the job distribution.

Retainage%, Discount %

The Retainage % and Discount % fields will default from the vendor record’s Accounting tab. If they need to be changed, use the Defaults tab.

Discount

The discount amount will default from the calculation of the discount percentage against the invoice amount. If incorrect, it can be changed by editing the amount on the Discount field of the Defaults tab.

Cash Dept, Cash Acc

This is the department and account associated with the bank account from which this invoice will be paid. When a check is produced for this vendor’s voucher, it will be issued against this bank account.

Generally, this will default from the vendor setup. If the ‘Use Bank Accounts by Job’ box is checked in the Voucher tab of the AP Control File, and a Job Code is entered, this field will default to the default Cash Account for the Job. If the user entering the voucher has a default Cash Department and Cash Account declared on their login to AP, this will override the defaults set for the vendor. If the Default AP Accounts field on the Voucher tab of the AP Control File is set to “Currency”, the bank account will default from the setup in the Currency Accounts screen, under the Local Tables node of the Treeview.

EFT Payment Type

By default this field is hidden and can be added via the Lite Editor if needed. All active payment types in the Payment Types screen are available in the EFT Payment Type drop-down list. The payment type selected in the Maintain Vendors screen is defaulted to the Image Manager, Registered Invoice, and Enter Voucher screens. Please see Accounts Payable - AP Payment Types for further details.

Net

This field is display-only and displays the calculated net amount.

Description

Enter a description of the invoice. This field is mandatory if the ‘Mandatory Voucher Description’ box is checked on the Voucher tab of the AP Control File.

Retain. Rel.

This a display-only field, displaying the total amount of retainage that is to be released into the new invoice being created via the [Release Retain.] button.

Pay When Paid – Checkbox

If a job code has been entered in the Job Code field, and the AP Control File screen’s ‘Use Pay When Paid’ box is checked (on Voucher tab), this checkbox plus the Days and the Draw fields will be enabled.

If this box is checked, it indicates that this voucher will have the “Pay When Paid” rules applied it to determine its Due Date field. The Draw field will not be mandatory if the ‘Use Auto Draw Number’ box is checked on the Voucher tab of the AP Control File.

Days

This field is the number of days that the voucher will become due for payment, after the hold on its payment is removed.

The value in this field will default from the Days field on the AP Control File screen’s Voucher tab, if the ‘Use Pay When Paid’ box is checked on the same tab. When entering the voucher, if a subcontract and change order number have been entered, then this field will default from the subcontract setting. If the voucher is matched with a purchase order that has the ‘Pay When Paid’ box checked, then this value will default from the purchase order. If the Voucher entered is matched with more than one purchase order with the ‘Pay When Paid’ box checked, the system will take the least number of days of all the attached purchase orders to determine the new due date.

Draw

This field is used for the Pay When Paid feature. It is the Job Billing Contract Draw Number entered for the job. This will usually be either the current or next draw number for the contract. This is the draw number on which this voucher will be paid to the vendor.

If the ‘Use Auto Draw Number’ flag is checked in the Voucher tab of the AP Control File, the draw number will not be entered here, and this voucher will be associated with the next draw number when the Job Billing invoice is produced.

Tax on Ret.

This is a display-only field that displays the amount of tax entered against the retained amount.

TP Payment Mode

Select a third party paymode option from the available list, or leave blank if not applicable.

The “Express (E)” payment status will override the non-compliant status and the ‘Pay When Paid’ checkbox.

Distribution Type

Select the distribution type for the voucher. The type selected here determines what fields become enabled on this tab to specify the expense account for the selected distribution type. It also determines what distribution options are available in the Distribution screen launched by clicking the [Distribution] button.

If “General Distribution” is selected, the Department and Account fields become enabled, to override the defaulted expense account.

If “Job Distribution” is selected, the Job Code, Cost Code, and Category fields become enabled, to override the defaulted expense account.

If “Multi Distribution” is selected, a mix of General Ledger and sub-ledger accounts can be specified through the Distribution screen launched by clicking the [Distribution] button. This distribution type can be used to distribute the voucher to more than one job.

Department (Expense Department)

This field is only enabled if “General Distribution” is selected from the Distribution Type field. Along with the Account field, it is used to override the default expense department and expense account for the distribution.

Account (Expense Account)

This field is only enabled if “General Distribution” is selected from the Distribution Type field. Along with the Department field, it is used to override the default expense department and expense account for the distribution.

Job Code

This field is only enabled if “Job Distribution” is selected from the Distribution Type field, specifying that the voucher is to be distributed to the Job Cost sub-ledger. This field is used to specify the job for this job distribution, which has a Job Cost distribution setup on the Job’s Accounts tab. In conjunction with this field, relevant values for the Cost Code and Category fields must also be selected for the Job Cost allocation.

By doing this, the system will not allow any other job to be selected, including sub-jobs of the controlling job during distribution. The list of available jobs is restricted by the user's Job Cost security matrix.

If the vouchers need to be distributed to a controlling job and its sub-jobs, select “Multi Distribution” in the Distribution Type field and enter the controlling job in the Job Code field. If the vouchers need to be distributed to any number of jobs, leave the Job Code field blank in multi-distribution.

Select either a job or an expense department (but not both), unless using the Pay When Paid functionality, in which case the job should be specified.

After the amount is entered, the system will calculate any applicable retainage, tax, gross, discount and net amounts.

Cost Code (Job Phase)

This field is only enabled if “Job Distribution” is selected from the Distribution Type field, specify that the voucher is to be distributed to the Job Cost sub-ledger. This field is used to specify the relevant cost code for the job. Once selected, the relevant category can be specified using the Category field.