Using Accounts Payable

Vouchers: Creating VouchersFor fixed assets:a. enter S in the Fixed Asset field to indicate that it is a single-valued fixedasset.b. enter M in the Fixed Asset field to indicate that the line item is a multivaluedfixed asset.For example, assume you listed computers as the line item and the quantity as5. Enter [S] in this field to list all 5 computers as one fixed asset. If you wantto list each computer as a separate fixed asset (but keep them as one lineitem), enter [M] in this field.If you are using commodities at your institution, you can make a commodity asingle or multi-valued fixed asset when you define your commodity codes.Then, if you enter a commodity code in the Cmdty field on this form, thesetting from the commodity code defaults to this field. You can change thesetting if necessary.You can transfer line items from Outstanding, Paid, or Reconciled vouchersinto Fixed Assets. See “Transferring Voucher Items to Fixed Assets”beginning on page 291 for more information.Step 3. If the vendor identifies this item with a part number, enter the part number inthe Vendor Part field.Note: If you entered an inventory store and a stock number on apurchase order and the purchase order vendor was found in theinventory vendor list, the vendor part number in the INVENTORY filedefaults into this field. You can override this number.Step 4. Enter a tax form in the first field of the Form/Box/Loc field. Enter the codeidentifying the income tax form sent to the vendor for annual national incomereporting. Colleague uses this field for 1099 and T4A reporting. When youselect tax forms for reports, the report programs check this field to see whichitem (if any) to include in the report.• When you select a tax form, Colleague defaults the tax form box code tothe code specified in the Special Processing field of the TAX.FORMSvalidation code, unless the BOX.CODE is not associated with this tax form.150 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.