Using Accounts Payable

Vouchers: Paying Vouchers ManuallyTechnical Tip: Changing this field does not affect any expense entriesalready made to the line items on the voucher. The value in this fieldonly affects the cash entry and the entry made to the cash discount GLaccount associated with the voucher's AP type. (The discount GLaccount is the account specified in the Discount GL Acct field on theAP Types [APTF] form.)Step 8. Use the Approvals field to enter any necessary approvals for this voucher. See“Understanding Voucher Approvals” on page 12 for more information onvoucher approvals.Step 9. If you want to override the displayed vendor Name, Address, or City, State,Zip, or Country fields, make your overriding entry in the appropriate field.Technical Tip: If you change vendor name or address information,Colleague writes the information to the VOUCHERS file but does notchange the Core files and puts a “Y” in the Alt Flag field of theVOUCHERS file. The word (Manual) appears next to the name andaddress to show that you changed the information and that theinformation no longer comes from Core.Step 10. In the Message field, enter any message you want to appear on the check.• If you enter a message in this field, the message appears on the check whenyou print the check. The message is written to the CHECKS file forhistorical purposes.Step 11. If you want the check to print when you save your changes on this form, enterY in the Print Now field.ALERT! Once you enter “Y” in the Print Now field and save yourchanges on the VOUP form, you cannot use that manual checknumber to pay any other vouchers.If you are using the same check to pay more than one voucher,enter “Y” in this field only for the final voucher you process.Technical Tip: If a form for the bank code is specified in the PrintSubroutine/Form Image/Printer field on the AP Parameters Definition(APDE) form, Colleague uses that form when printing. If a form is notspecified, Colleague issues a warning and uses the standard form forprinting.274 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.