Using Accounts Payable

Understanding Voucher ProcessingFor example, if you accept 6 cartons of paper and are invoiced for only 3,change the Quantity field on VOUD to 3. A second line item for theremaining 3 cartons of paper is created. You may voucher this second lineitem whenever you are ready. Once you update or finish when you arecreating a voucher, you cannot change the purchase order number if you reenterthe voucher. (You cannot change the purchase order number from thisform when maintaining an already existing voucher.) Similarly, you cannotchange the AP type or the voucher date on a voucher once that voucher isapproved.Blanket Purchase OrdersOpen VoucheringBlanket purchase orders generally follow the concept of open vouchering. Inopen vouchering, you set aside a certain amount of funds that you can spendwith a specific vendor, and you indicate which GL account(s) the funds comefrom. You do not order any specific goods or services on the blanket PO. Withopen vouchering, you order and receive the goods or services outside ofColleague. Colleague applies the dollar amount of each purchase to theblanket PO only when you create the voucher.See the Using Purchasing manual for additional information and proceduresrelating to open vouchering.Limited VoucheringLimited vouchering is used for a planned set of specific purchases or expensesthat will occur over the life of a blanket purchase order. You enter line itemson the blanket PO, and those are the only items that can be purchased with theblanket PO.A blanket purchase order with limited vouchering is very similar to a regularpurchase order. The only real difference is that with the blanket PO youexpect the goods or services to arrive on a series of dates rather than on asingle date.See the Using Purchasing manual for additional information and proceduresrelating to limited vouchering.Using Accounts Payable, June 19, 2009 125© 2009 Datatel, Inc.