Using Accounts Payable

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Vouchers: Understanding VouchersChecking the Status of BPO Line ItemsWhen you create a voucher from a blanket purchase order, the line items onthe BPO must have a status of “Accepted.” You can check the status of theitems by completing the following steps:Step 1. Access the Blanket PO Items Order List (BPIL) form.Step 2. Enter the blanket purchase order number or use Blanket Purchase OrdersLookUp.Step 3. View the Status field for the line item.See the Using Purchasing manual for a procedure for accepting blanketpurchase order items.Entering GL Account Information for BlanketPurchase OrdersWhen you create a voucher and specify a blanket purchase order you mustreference the blanket purchase order before adding any line items because theGL accounts on the line items are limited to the accounts specified on theblanket purchase order. Perform a LookUp at the GL Accounts prompt on theBPUM form to see only the GL accounts associated with the BPO.Associating Voucher Transactions with ProjectsWhen you create a voucher, if the GL expense account number you enter onthe Voucher Item Maintenance (VOUD) form is associated with a project inthe Projects Accounting module, Colleague displays a resolution form of allthe project IDs that are tied to the GL account number.You have the option to associate the voucher transaction with a project (byselecting the project ID from the resolution form) or to use the GL accountnumber without associating it with a project ID by cancelling from the projectresolution form.126 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.
Using LookUp Shortcuts to Retrieve VouchersUsing LookUp Shortcuts to RetrieveVouchersLookUp shortcuts are available to help you retrieve records based on a valueor range of values for a specific dictionary item in the VOUCHERS file.LookUp shortcuts use a semicolon (;), an abbreviation for a dictionary item,and a value or range of values to help you isolate a specific record or group ofrecords.Colleague provides the following LookUp shortcuts specifically for theVOUCHERS file:Table 23: Voucher LookUp ShortcutsShortcut Looks Up Data ElementC Check date VOU.CHECK.DATECN Check number VOU.CHECK.NOCC Commodity code VOU.COMMODITY.CODEDA Voucher date VOU.DATES Voucher status VOU.CURRENT.STATUSGL GL account number VOU.GL.NOID Invoice date VOU.DEFAULT.INV.DATEIN Invoice number INVOICE.NUMBERSD Ship date VOU.SHIP.DATESVN Vendor name VOU.MISC.SORTV Vendor number VOU.VENDORDD Voucher due date VOU.DUE.DATENote: These LookUp shortcuts can be used only with LookUpprompts that search the VOUCHERS file. The VOUCHERS file isstored in the Colleague Financials (CF) application.Technical Tip: You can enter @ at the LookUp prompt to retrieve thelast record you worked with during your current login session.Using Accounts Payable, June 19, 2009 127© 2009 Datatel, Inc.
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Datatel Colleague ® FinanceUsing A
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Table of Contents19 Introduction21
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Table of Contents71 Entering Employ
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Table of Contents127 Using LookUp S
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Table of Contents199 Printing Vouch
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Table of Contents281 Purging Vouche
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Table of Contents347 Voiding and Pu
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Table of Contents417 Batch Check Re
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Using Accounts PayableIntroduction
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Introduction: About This ManualHow
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Vendors5Adding a VendorIn This Chap
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Understanding VendorsUnderstanding
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Accounts Receivable Vouchers54Under
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Differences Between AR and AP Vouch
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Paying AR VouchersPaying AR Voucher
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Viewing AR Vouchers in Accounts Pay
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Using Accounts PayableChecks
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IndexDemographic information for ve
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IndexReportsAP Aging (APAR) 246Cash
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Indexthird-party payments for emplo
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Using Accounts Payable

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