Using Accounts Payable

Creating Vouchers from a Prepaid Purchase OrderIf you enter an amount in this field, Colleague uses the purchase ordertotal amount to calculate the percent of the purchase order total amountthat the prepay amount represents. Colleague enters this percent in thePrepay Percent field.If you leave the Prepay Amount field blank, Colleague calculates theamount from the percent entered in the Prepay Percent field and putsthe calculated amount in this field.Step 5. In the GL Account No field, enter the general ledger account number of theprepay purchase expense account to which you want to expense the voucher.If you enter more than one GL account number, Colleague distributes theprepay amount to the GL accounts based on the GL percent, amount, orforeign amount attributed to the account.This field is required.Step 6. In the Invoice Number field, enter the number of an invoice associated withthis purchase order. The invoice number that you enter here is automaticallydisplayed on all the line items of the voucher that this form creates. You canchange this number if necessary. Colleague issues a warning if the invoicenumber exists on another voucher for the same vendor.If you leave this field blank, the word PREPAYMENT appears in this field, toindicate that the purchase order was prepaid.Step 7. In the Invoice Date field, enter the date you want to use as the default for theinvoice date on all line items. You can change this date for a line item.Colleague uses this date to calculate the voucher due date if vendor termsexist.The current date defaults in this field.Step 8. Save your work and exit the POPP form.When you exit the POPP form, Colleague displays a message indicating theID of the voucher it has created for the prepayment.Using Accounts Payable, June 19, 2009 181© 2009 Datatel, Inc.