Voucher Entry  is used to record an invoice or bill from a Vendor.

When a Voucher is created from “Receive Merchandise” in RECEIVING (4.1.1), a Source Items field is created to store the Receiving Number in the Voucher. If this field exists for a Voucher, the Voucher cannot be deleted. This field can only be viewed through TCL.

The Voucher Number is the number assigned to the invoice for auditing purposes. It is best to allow the system to assign the next available number when creating a new voucher.

You may use the <R> option to Select Receiving to Create a New Voucher. The option <R> is available at the “Voucher Number” prompt to manually select Receivings to create a new Voucher. This option can only be used if the option to “Update General Ledger” for Uninvoiced Receiving in “Receiving Setup” in RECEIVING (4.3.4 field 4) is set to Yes. You would also want to set the option to “Update Accounts Payable” in "Receiving Setup" in RECEIVING (4.3.4. field 5) to No, so that Vouchers are not automatically created from Receiving since those items would already be considered applied and therefore cannot be applied again. This way will allow you to manually select the Receiving to create a new Voucher. This can be done for the complete Receiving amount or there can be a partial application. Multiple Receivings can be applied to one Voucher. At the “Voucher Number” prompt, enter an <R> to go to the “Select Receivings for Voucher” screen. Then enter the Vendor Code and a PO number. In the PO Number field, you have the option to “Enter a PO number to Select”. Press <ENTER> to select all Receivings for this Vendor, or enter a <SPACE> to select Receivings where the PO Number is blank. The posted Receivings for this Vendor and PO number entered will be selected and displayed on the screen. Next, you will need to select the amount of each Receiving to apply to the new Voucher. When entering the Amount to Apply, you can enter an asterisk <*> to use the Unapplied Amount or you can manually enter any amount up to the Unapplied Amount. The Voucher details will appear in the bottom help, along with other Vouchers that may have been applied to the Receiving already. When creating Vouchers, if multiple Receivings are Applied, the first Receiving encountered in the list will fill in the Invoice number and Payment Terms. All the Receiving numbers and PO numbers will be entered in the description. Vouchers created this new way can be deleted and the applied Receivings will be released. Once Vouchers are created this way, the Receivings will no longer be allowed to change through “Adjustments to Received Merchandise” in RECEIVING (4.1.3). Since Receivings can be partially applied to Vouchers, the “Received Merchandise Summary Report” in RECEIVING (4.1.4) will include the total Uninvoiced Receiving amount when you “Select Uninvoiced Rcv Only”. The bottom of this report will have a display similar to the following:  “Total Uninvoiced Amount (Not Vouchered or Voucher Not Posted) => $39,484.47”. This amount should match the GL Account Balance of the “Uninvoiced Receiving Account” setup in RECEIVING SETUP (4.3.4 field 1).

You may use the <RET> option to Select Return to Create a New Voucher. The option <RET> is available at the “Voucher Number” prompt to manually select Return Merchandise (4.2.1) to create a new negative (credit) Voucher. This is very similar to the way that you would do Uninvoiced Receivings (option <R> in the same field), but for Returns. This option can only be used if the option to "Update General Ledger" and the "Return Inventory Adjustment Account" are setup in “Return Merchandise Setup” in RECEIVING (4.2.4 fields 1 and 2). This will allow the person doing Vouchers to manually select the Returns to create a new Voucher. This can be done for the total return amount or there can be a partial application. Also, multiple Returns can be applied to one Voucher. In "Voucher Entry", enter <RET> to "Create Voucher from Return". Then enter the Vendor Code and Location number (optional) to select. Returns that are Posted with no Credit Date for this vendor and location will be selected and displayed on the screen. Next you will need to select the amount of each return to apply to the new Voucher. When entering the Amount to Apply you can enter an asterisk <*> to use the Unapplied Amount or you can manually enter any amount up to the Unapplied Amount. You also have the option of entering a <V> to view the Return in a report. Once you are done entering amounts, you can do a <\> to go to the bottom of the screen. Your options are: <E> = Edit, <C> = Create Voucher Entry or <X> = Exit without Creating.

Vouchers created this way can be deleted and the applied Returns will be released. If a Return is fully applied then the Credit Date will be filled in when the voucher is posted. The Invoice Date on the Voucher will be used to set the Credit Date. If the Invoice Date is blank then the current system date will be used instead. Also, since Returns can be partially applied to Vouchers, the “Return Summary Report” in RECEIVING (4.2.2) will include the total Credit Not Received (Uncredited) Amount. The bottom of the report will have a display similar to the following:

"Total Uncredited Amount (Not Vouchered or Voucher Not Posted)=> $2,345.88"

This Grand Total Amount should match the GL Account Balance of the "Return Inv. Adjustment Acct" setup in “Return Merchandise Setup” in RECEIVING (4.2.4 field 2) if the option to print all Returns with Credit Unreceived is chosen (option <U>).

The Date Entered will be the date the Voucher was created. This date may not be changed. This date is used as a selection criterion in the "Voucher Proof Report" (7.1.2).

The Accounting Period is listed as the last two digits of the year and the two-digit month. (Example:  9905 = May 1999)

The Description will be printed on the check stub and displayed at the lookup.

You may enter a Vendor from this section. At "Vendor Code" enter a <?> and press <ENTER>. Enter a <.> and press <ENTER>. You will now be at the "Vendor Entry" program.

       

The system will warn you if you entered the Vendor's Invoice Number that has already been entered for this Vendor. This is to avoid paying an invoice twice.

The Vendor Terms will appear in the Terms Box after entering the Vendor Code. Vendor Terms are set up in “Vendor Entry” (7.6.1 field 13).

       

If the Term is for a Dated Payable, you may choose how you want the Payable to affect your General Ledger when Posting. You may have the entire amount of the Payable posted to the Current period or posted by the due date of each Payable. If posting in future Periods, the current Payable will be posted in the Current Period, and the subsequent Payables will be posted in the Period of the Due Date. This choice is given at the time of Saving the Voucher.

The Date Calculated for Dated Payables is displayed on the lower, right highlight bar. This feature gives you the ability to take a previously saved Voucher, whether created through “Voucher Entry” or “Receive Merchandise” in RECEIVING (4.1.1), and change the terms to Dated Terms (monthly payments).

When saving or posting a Voucher with Dated Terms, you will be given the choice of how you want to post the Payable. Enter a <C> to post all the Dated Payables into the Current Accounting Period. Enter an <A> to post the Dated Payables into future Accounting Periods.

Typically, if you are vouchering an asset item (ex: automobile or equipment) you should post to the Current Accounting Period (C) and if you are vouchering expenses (ex: rent for year, recurring expense that does not change, etc.) you should post to Future Accounting Periods (A). This question only affects the way the Journal Entry is created in the General Ledger. No matter how you answer the question, Payables will be created with future monthly due dates so that the Payables will be automatically selected when you select the Vendors to pay.

In order for Dated Payables to work, the voucher must be new. If a Voucher has been saved and then the terms changed to a Dated Payable term, it will not function as a Dated Payable.

An Accounting Period may be set to Open or Closed through "General Ledger Setup" in SYSTEM MANAGEMENT (10.2.3 field 9). If you try to post to a period that is Closed, an error message will be displayed and posting will stop. An example of the error message is:  "99/10 is a Closed period. Please open before using".        

The Gross Amount is the amount of the invoice, before a discount is taken. For Dated Payables, the Gross Amount is the total amount.

The Due Date will be displayed based on the Payment Terms. Verify this with the invoice.

The Discount Date will be displayed according to the Payment Terms. If the "Payment Term" (7.8.1) (e.g. 2% 10 Net 30) is set up in "Vendor Entry" (7.6.1) for discounts, the system will automatically calculate the discount.

Next Month and Future Month Billing may be assigned to the Discount Date and Due Date. This only applies to APPROX Type Payment Terms. You must set this up in “Payment Term Entry” (7.8.1, fields 4, 6, and 9).

A General Ledger Account Number may be assigned to this Vendor in “Vendor Entry” (7.6.1 field 12). You may have multiple account numbers assigned to the same Voucher. The account number may be changed on the Voucher.

There is an option in Account Number entry field, Option <O> for Order Number. A prompt will appear in the help window at the bottom of the screen and then a valid order number can be entered. The line item cost associated with that order number would then be applied to the order record when the voucher is posted.

A Job Cost Id which is setup in "Job Cost Entry" in System Management (10.7.1) may be applied to each line item.

You must use a decimal (.) to separate dollars from cents in the Voucher Amount. If the dollar amount is a whole number, it is not necessary to put in zero cents (.00); the system will default to this for you.

Continue entering Account Numbers and Amounts until distribution for this Voucher matches the Gross Amount.

A Credit Voucher is created by putting in a negative amount in the Gross Amount and Amounts fields.

                                                                

In the  "POS Order Reports" in Point of Sale (1.6.+), if a payable cost has been applied, the cost will appear on the Detail Order report only in the total section. This total cost will appear as well as a new total cost, gross profit and gross profit percent. This will be useful if you want to associate a cost (like freight) with a particular order for the purpose of calculating a more accurate gross profit on that order.

If this Voucher has already been paid (pre-paid, COD) before loading this Voucher, you may enter the Check Information at this time. You will by-pass the check date and amounts if no check is entered. The Check Date should be the date the check was written. If more than one check is used in the payment of this Voucher, type in the next check information.

The cursor will stop at a prompt if there are more than one Accounts Payable Account and the default is "Y" at "Multiple Acct Payable Accts" in "Accounts Payable Setup" in SYSTEM MANAGEMENT (10.2.1 field 5). If the default is "N", then the prompt will not be shown.

After the Voucher information has been entered, you have the choice of posting the individual voucher. At the Enter Selection prompt, enter a <P> to post the voucher, and press <ENTER>.

If the Term is for a Dated Payable, you may choose how you want the Payable to affect your General Ledger when Posting. You may have the entire amount of the Payable posted to the Current period or posted by the due date of each Payable. If posting in future Periods, the current Payable will be posted in the Current Period, and the subsequent Payables will be posted in the Period of the Due Date. This choice is given at the time of Saving the Voucher.

The Date Calculated for Dated Payables is displayed on the lower, right highlight bar. This feature gives you the ability to take a previously saved Voucher, whether created through “Voucher Entry” or “Receive Merchandise” in RECEIVING (4.1.1), and change the terms to Dated Terms (monthly payments).

When saving or posting a Voucher with Dated Terms, you will be given the choice of how you want to post the Payable. Enter a <C> to post all the Dated Payables into the Current Accounting Period. Enter an <A> to post the Dated Payables into future Accounting Periods.

When entering <IR>=Internal Ref, A number or reference can be entered to be used for internal purposes only. There is currently no functionality within Perfection Software which will make use of the new field. It may be useful if exporting your data.

You may view the Source Items <SI> of a Voucher. Source Items are detailed information of the Source that created the entry. For Example: The Source Items will display the Return to Merchandise information for a Voucher that was created from a Return. This information may be printed or displayed on the screen. At the Enter Selection prompt, type <SI> and press <ENTER>. The Source Information will be displayed on the screen. Enter <P> to Print the Source Items displayed.

The option <PR> is to print the Voucher information, which will also include bar code printing if setup to do so.

You may enter a Payable Hold Amount on a Voucher. This can be considered a “Disputed” amount. When you enter an <H> at the “Enter Selection” prompt, the program will prompt you for the Hold Amount and the Hold Reason. The system will not allow a Hold Amount to be paid. The Hold Amount and Hold Reason will be displayed on the Voucher Proof Report to use as reference. When setting up a Payable to be paid, the Gross and Net amounts will have the Hold Amount subtracted out so that it cannot be paid. To take a Hold Amount off of hold, just go into the Payable Review and set the Hold Amount to zero. It is suggested to leave the Hold Reason for future reference.

An AP Variance Maximum Percentage and Amount may be added in “Accounts Payable Setup” in SYSTEM MANAGEMENT (10.2.1 fields 4, 9, & 10). If the Gross Amount is changed, a prompt will appear to record the difference between the previous amount and the new amount as a variance in the GL Account Distribution. If the variance is exceeded when a Voucher is created, the Salesperson Code and Explanation for the Variance will be recorded in a TCL list.

Port Location (The Port Location appears under the Due Date), Who Entered and the Time Entered are recorded to Vouchers. This is used to track Where, Who and Time a Voucher was created.

Voucher Sheets can print automatically during posting, the sheets will be printed following the completion of the posting process in order to show General Ledger information on each sheet.

Note: Print Voucher Sheet when Posting in "AP Setup" (10.2.1 field 14) must be turned on to enable this feature.

Once turned on, the voucher information sheet will print automatically during posting; this affects the <P>ost option within Voucher Entry (7.1.1) as well as Post Vouchers to Payables (7.1.3).