Using Accounts Payable

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Vouchers: Paying Vouchers ManuallyUnderstanding Voucher PaymentColleague provides you with two methods for paying vouchers. You can:• Manually pay a voucher using the Manual Voucher Payment (VOUP) form.A procedure is provided in this chapter.• Use the forms available on the Check Processing menu (CKP) to payvouchers using system-generated checks. See “Batch Check Processing”beginning on page 379 for more information.Understanding Manual Voucher PaymentUse the Manual Voucher Payment (VOUP) form to manually pay a singlevoucher or several vouchers with the same manual check. You can pay onlythose vouchers with a status of “Outstanding.”Note: You cannot pay an Accounts Receivable (AR) voucher usingthe VOUP form. Use the Manual AR Check Payment (VRAP) form topay a single AR voucher (see “Paying AR Vouchers Manually”beginning on page 341).Figure 44: The Manual Voucher Payment (VOUP) Form268 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.
Understanding Voucher PaymentYou can maintain the following fields on the VOUP form:Table 41: Maintainable Fields on the VOUP FormBank CodeCheck NoCheck DateFieldDescriptionEnter the bank code of the bank from which thecheck will be drawn.Enter the check number you want to use to paythis voucher.Note: The LookUp in the Check No fieldhas been restricted to paper checksbecause AP vouchers cannot be manuallypaid by e-check.Enter the date to print on the check.Take Disc[ount]ApprovalsEnter Y or N to take or decline the vendor’scash discount.If your institution is using voucher approvals,enter the ID of the person who needs toapprove this voucher.Detail on this field to the Approval Form(APRV) for Manual Voucher Payment.[Vendor] Name[Vendor] Address[Vendor] CSZMessagePrint NowCommentsEnter or modify a vendor name to print on thecheck.Enter or modify a vendor address to print onthe check.Enter or modify a vendor city, state and postalcode to print on the check.Enter a free-form text message to print on thecheck.Enter Y to print the check as soon as you saveout of the VOUP form, or N to save your workand print the check at another time.Enter any free-form text comments.Using Accounts Payable, June 19, 2009 269© 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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Introduction: About This ManualTabl
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Introduction: About This ManualTech
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Introduction: Overview of Purchasin
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Vendors5Adding a VendorIn This Chap
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Before You BeginBefore You BeginBef
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Understanding VendorsUnderstanding
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Understanding VendorsFigure 6: Fiel
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Understanding VendorsLine item fore
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Understanding VendorsYou can enter
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Understanding Vendor Demographicsti
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Setting Up Your Vendors Prior to Go
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Setting Up Your Vendors Prior to Go
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Components of Vendor DefinitionFiel
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Components of Vendor DefinitionTabl
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Procedure for Adding a Person as a
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Procedure for Adding a Person as a
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Components of Vendor Tax Informatio
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Vendors9Tracking Vendor ActivityIn
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Tracking Historical Information Thr
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Tracking Voucher and Invoice Inform
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Using Accounts PayableVouchers
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Vouchers: Understanding VouchersUnd
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Vouchers: Understanding VouchersTax
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Vouchers: Understanding VouchersFor
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Vouchers: Creating VouchersEntering
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Vouchers: Creating VouchersCreating
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Vouchers: Creating VouchersStep 3.
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Vouchers: Creating VouchersAP Types
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Vouchers: Creating VouchersPay Vouc
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Vouchers: Creating VouchersFigure 1
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Vouchers: Creating VouchersOnce all
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Vouchers: Inquiring About Vouchers1
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Vouchers: Printing VouchersUndersta
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Vouchers: Printing VouchersVendors
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Vouchers: Printing Vouchersmodule.
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Vouchers: Printing VouchersStep 7.
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Vouchers: Printing Vouchers208 Usin
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Vouchers: Reporting on VouchersForm
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Vouchers: Reporting on VouchersInvo
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Accounts Receivable Vouchers54Under
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Differences Between AR and AP Vouch
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Differences Between AR and AP Vouch
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Understanding AR VouchersRelated Re
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Understanding AR VouchersUnderstand
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Overview of Processing AR VouchersO
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Accounts Receivable Vouchers56Proce
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Paying AR VouchersPaying AR Voucher
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General Ledger ConsiderationsYou mi
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General Ledger ConsiderationsPostin
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Paying AR Vouchers ManuallyPaying A
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Paying AR Vouchers ManuallyAddress
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Paying AR Vouchers ManuallyStep 5.
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Accounts Receivable Vouchers59Voidi
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Understanding AR Voucher VoidingVoi
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Understanding AR Voucher PurgingUnd
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Accounts Receivable Vouchers60Viewi
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Viewing AR Vouchers in Accounts Pay
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Reporting on AR VouchersReporting o
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Using Accounts PayableChecks
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Checks: Maintaining Bank Account In
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Checks: Batch Check ProcessingForms
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Checks: Batch Check ProcessingCheck
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Checks: Batch Check ProcessingProce
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Checks: Reconciling ChecksUnderstan
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Checks: Reconciling ChecksE-Check N
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Checks: Reconciling ChecksThe batch
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Checks: Electronically Reconciling
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Checks: Reporting on ChecksUndersta
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Checks: Reporting on Checksto the c
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Checks: Reporting on ChecksGenerati
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Checks: Purging ChecksUnderstanding
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Checks: Purging Checksselects the r
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Checks: Purging ChecksIf you define
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Checks: Purging ChecksNo.Enter No i
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Checks: Purging Checks458 Using Acc
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Checks: Maintaining the Financial E
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Checks: Maintaining the Financial E
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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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