Using Accounts Payable

Vouchers: Creating VouchersStep 1. From the Voucher Item List (VOIL) form, detail on the Description field toaccess the Voucher Item Maintenance (VOUD) form.Note: For customs vouchers, continue with “Procedure for Creating aVoucher for a Customs Brokerage Invoice” on page 160.Step 2. In the Cmdty field, enter the commodity code you want to use to track thisline item, or use Commodity Codes LookUp to help you find the code youwant.Note: Some commodities, such as hazardous materials, require thata vendor send a federal form called the Material Safety Data Sheet(MSDS) either with the shipment or before the shipment. If you entera commodity code whose MSDS flag is set to “Yes” on the CommodityCodes (CMCM) form, Colleague issues a warning that you shouldreceive the MSDS form before you accept the line item.When you enter a commodity code in this field, any description, fixed assetflag, and tax code entered on the Commodity Codes (CMCM) form aredefaulted here. If you delete the commodity code from this field, theassociated information is also deleted. If you change the commodity code,Colleague deletes any information associated with the old commodity codeand replaces it with information from the new commodity code.TaxNote: If you have manually entered information in the Description, TaxCode, or Fixed Asset fields, those fields are not overwritten by yourentry in the Cmdty field.If taxes for this line item are altered by any changes in the Cmdty field,Colleague recalculates the tax amounts.Step 3. In the Desc field, enter a description of the line item or detail to enter thedescription using the standard comments (UTED) form.Step 4. In the Price field, enter the price of one unit of the line item.If the voucher is to be paid in foreign currency, enter the price in foreigncurrency. The foreign currency code displays next to the unit price of the lineitem. From this field you can detail to the Foreign Currency Conversion(CURR) form to view the local currency equivalent.Note: You can enter credit memos such as negative invoices andcredit vouchers in this field. Enter a minus (-) sign followed by theamount to create the credit. The negative price will result in a negativeextended price.146 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.