Using Accounts Payable

Accounts Receivable Vouchers: Voiding and Purging AR VouchersProcedure for Voiding AR VouchersPerform the following steps to void AR vouchers in the Accounts Payablemodule.Step 1. Access the AR Refunds/Advances Void (VRAV) form.Step 2. At the Vouchers LookUp prompt, enter the ID of the AR voucher you want tovoid.Colleague displays an error message if:• you enter the ID of an AP voucher.• you enter the ID of an AR voucher whose status is not “Outstanding” or“Not Approved.”• you enter the ID of an AR voucher that is part of a group of relatedvouchers and one or more of the related vouchers has been paid.Step 3. Verify that the voucher displayed on the VRAV form is the voucher that youwant to void.Step 4. In the Void Date field, enter the date that you want the void transaction to postto your general ledger (required).• Today’s date defaults in this field, but you can overwrite this default.• Colleague displays an error message if you enter a Void Date that is earlierthan the date displayed in the Voucher Date field.Step 5. In the Comments field, enter any free-form comments about the voucher(optional).Step 6. Update from the VRAV form.• When you update from the VRAV form, Colleague changes the voucherstatus from “Outstanding” or “Not Approved” to “Voided.”• If the status of the voucher was “Not Approved,” Colleague removes thisvoucher from each next approver’s approval queue.• If the voucher is part of a group of “Outstanding” or “Not Approved”related vouchers, Colleague voids every voucher in that related group.350 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.