Using Accounts Payable

Vouchers: Understanding VouchersTax AmountsWhen you file the voucher, if the Invoice (Taxes) Amount and the Calculated(Taxes) Amount are not equal, a warning is issued indicating the tax code andthe difference amount. An override message asks whether you want toautomatically round the difference to the first line item. If you enter “Y,”Colleague automatically rounds the difference to the last GL account numberon the first line item with the appropriate tax code. If you enter “N,” you arebrought to the Description field, and you can make the adjustments manuallyon either the GL Line Item Tax Maintenance (VGLT) form or on the CustomsVoucher GL Detail (VGLD) form. If you do not want to make adjustments tothe line items, you can also adjust the Invoice (Taxes) Amount.When the system recalculates all GL amounts, it recalculates the tax amountsif you entered tax codes for any or all line items.To change tax form information for a line item on a voucher that is paid orreconciled, use the Tax Form Maintenance (TXFM) form.Credit VouchersA credit voucher (or credit memo) is a voucher that has a net amount less thanzero, meaning that some or all line items have prices less than zero. If youcreate a credit voucher, make sure the credit does not update inventory. If youcreate a credit voucher because items were returned, you must make manualadjustments to the inventory through the Inventory (IN) module.Purchase OrdersWhen you create a voucher, you can specify a regular or blanket purchaseorder.If you have set the “Vou Accepted Items Only” flag to “Yes” on the APDEform, then only accepted line items can be brought from a purchase order intothe voucher. If the “Vou Accepted Items Only” flag is “No,” then bothaccepted and outstanding line items can be brought into the voucher. Until allof the purchase order line items are accepted, the voucher status is“Unfinished/In Progress.” You may also partially voucher a purchase order bychanging the Quantity field on the Voucher Item Maintenance (VOUD) form.124 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.