Using Accounts Payable

Vouchers: Understanding VouchersVouchering Only Accepted PO Line ItemsIf the Vou Accepted Items Only parameter is set to “Yes,” you can create avoucher for only those purchase order line items whose status is “Accepted.”When you create a voucher for a purchase order that contains both acceptedand unaccepted items, only those PO line items with the status “Accepted”appear on the voucher. Any PO line items with a status other than “Accepted”do not appear on the voucher.Note: If you later accept additional items on the purchase order, thoseitems are not automatically added to the voucher. You must create anew voucher for PO items accepted after the voucher is created.When you create a voucher for Only Accepted PO Line Items, the voucherstatus is either “Outstanding” or “Not Approved” (depending on whetherapprovals are being used).Vouchering Both Accepted and Unaccepted PO LineItemsIf the Vou Accepted Items Only parameter is set to “No,” you can create avoucher for purchase order line items whose status is “Outstanding,”“Accepted,” or “Backordered.”Note: Since the voucher can contain all line items from a purchaseorder (regardless of line item status), any unaccepted line items thatyou later accept are automatically updated on the voucher.If any of the PO line items carry a status other than “Accepted,” the voucherstatus is “Unfinished/In Progress” and the line item status is “Hold-onvoucher.” In this circumstance, the Voucher Done field on the VoucherMaintenance (VOUM) form is automatically set to “No.”The Voucher Done field must be manually set to “Yes” when the unacceptedPO line items become accepted for the voucher status to become either“Outstanding” or “Not Approved” (if approvals are being used).If you are using approvals, the last person who approves a voucher should setthe Voucher Done field to “Yes.” If the field is set to “No,” voucher status is“Unfinished/In Progress” even if the appropriate approvals have been entered.Consequently, a GL.POSTINGS record is not created. A GL.POSTINGSrecord is created only for “Outstanding” vouchers (i.e., Voucher Done is set to“Yes,” and sufficient approvals have been entered).108 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.