Using Accounts Payable

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Vouchers: Paying Vouchers ManuallyPaying a Voucher ManuallyFollow the steps below to pay a voucher using the Manual Voucher Payment(VOUP) form.Before You BeginBefore completing the procedure in this section, ensure that the voucher hasbeen approved and that all the items on the voucher have been accepted. Thevoucher status must be “Outstanding.”Procedure for Manual Voucher PaymentStep 1. Access the Manual Voucher Payment (VOUP) form.Step 2. At the Vouchers LookUp prompt, enter the voucher ID of the voucher youwant to pay.Step 3. Use Vouchers LookUp to help you find the voucher you need.Note: See “Using LookUp Shortcuts to Retrieve Vouchers” onpage 27 for information on using LookUp shortcuts to quickly find thevoucher you need.Step 4. If you want to change the bank code for this voucher, overwrite the displayedcode in the Bank Code field.• The bank code that is displayed in this field defaults from the bank codeassociated with the AP type for this voucher.• You can change the bank code if you manually pay a voucher on this form,but you cannot change it when you pay checks in batch using the formslisted on the Check Processing (CKP) menu.272 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.
Paying a Voucher ManuallyStep 5. In the Check No field, enter the number of the check you are using to pay thisvoucher.Note: You can prefix the number you enter with a non-numericcharacter (such as M for manual) to distinguish this check fromsystem-generated checks.If you enter an alphabetical prefix for the manual check number,Colleague does not zero-pad the manual check number. However, ifyou enter a numeric prefix (or no prefix at all), Colleague zero-pads themanual check number to seven digits.Note: Use the Check Inquiry (CHKI) form to see the vouchers paid bya particular check. If the check selected for viewing is a manual check,Colleague displays the word Yes in the Manual Check field on theCHKI form.You can pay one or several vouchers with one check. However, you cannotpay part of a voucher with one check and another part of the voucher with adifferent check. For example, you can pay vouchers V0000001, V0000002,and V0000003 with check M00001. However, you cannot pay part of voucherV0000001 with check M00001 and the other part of voucher V0000001 withcheck M00002. You can only pay voucher V0000001 with one check (but youcan use that same check to pay vouchers V0000002 and V0000003).Step 6. In the Check Date field, enter a date for the check.• The default is the current date. If you are paying the voucher on an existingcheck, the check date is the date of that check and cannot be changed.• The system uses the date as the general ledger posting date for the cashdisbursement transactions.Step 7. Do you want to take a cash discount on this voucher?Yes. Enter Y in the Take Disc field.No.Enter N in the Take Disc field.The value in this field is defaulted from the Voucher Maintenance (VOUM)form.Note: If this field contains a “Y,” the cash discount amount issubtracted from the voucher total amount to determine the paymentamount.Using Accounts Payable, June 19, 2009 273© 2009 Datatel, Inc.
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Using Accounts PayableReissued Manu
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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 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 VendorsYou can enter
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Setting Up Your Vendors Prior to Go
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Components of Vendor DefinitionFiel
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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 VouchersTax
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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: Printing VouchersUndersta
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Vouchers: Printing Vouchersmodule.
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Vouchers: Printing VouchersStep 7.
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Vouchers: Reporting on VouchersForm
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Vouchers: Reporting on VouchersInvo
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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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Paying AR Vouchers ManuallyPaying A
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Accounts Receivable Vouchers59Voidi
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Understanding AR Voucher VoidingVoi
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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: Batch Check ProcessingForms
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Checks: Purging ChecksUnderstanding
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Checks: Purging ChecksIf you define
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Checks: Purging ChecksNo.Enter No i
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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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