Using Accounts Payable

Vouchers: Creating Vouchers for Specific CircumstancesStep 8. In the Quantity field, enter the invoice quantity.• If you enter an invoice quantity that is greater than the quantity received,Colleague issues a warning and the voucher status remains “Unfinished/InProgress” until all the line items have been accepted.• If you have created the voucher from a purchase order and you enter aquantity less than the quantity received, Colleague creates a new line itemwith the quantity equal to the quantity not vouchered. For example, youreceive 4 boxes of pencils and voucher 2 boxes. A second line item iscreated for the remaining 2 boxes of pencils which can then be voucheredwhenever you are ready.Note: If you are creating a voucher from a purchase order and youleave this field blank, Colleague enters a default quantity of 1.Step 9. In the Unit of Issue field, enter the unit of issue code for this line item, or useUnit Issue LookUp to help you find the code you want.Step 10. In the Tax Codes field, enter the tax codes for this line item.• Enter the tax codes that are associated with this line item, or use Tax CodeLookUp to help you locate the tax codes you want.• If you entered tax codes on the Voucher Item List (VOIL) form, the taxcodes default into this field for the line item. If tax codes default fromVOIL, you can add or delete tax codes as appropriate. If you add a tax codefor this line item, the tax code does not default onto other existing lineitems. The tax codes for the voucher are summarized on the VOIL form.Step 11. In the GL Account No field, enter the GL account number to which you wantto post the expenses for this line item. If you do not know the GL accountnumber, use GL Account LookUp to find the account number you need.• When you enter a GL account number, Colleague automatically opens theVoucher GL Detail (VGLD) form.• For an existing line item, you can detail to the VGLD form.162 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.