Voucher

Enter or select an active company. This is the company responsible for the document. This company records the liability for the vendor's invoice.

If a value has been entered in Original Voucher for Correction, then this will display the source company from the original voucher.

Enter or select the posting date. This date is used to associate the document with a posting period. The posting date must allow this document type as an input and its posting period must be in an Open or Pending Close stage.

Note: Posting Date will default to the first available open posting date.

Enter or select the account to use for the liability posted to the general ledger. Only active accounts where the subsidiary type is Accounts Payable or Intercompany Payable are available.

If a value has been entered in Original Voucher for Correction, then this displays the payable account from the original voucher.

Enter or select the organization to use for the liability posted to the payable account in the general and subsidiary ledgers. The organization must belong to the Source Company.

If a value has been entered in Original Voucher for Correction, then this displays the payable organization from the original voucher.

Enter or select any active input document suffix that is available for the current document type. This can be used in reports to select or sort documents.

Enter a unique document number to identify this document.
This field automatically prepopulates and be read-only if an auto-counter has been defined for this type of document.

If a value has been entered in Original Voucher for Correction, then this displays the document number from the original voucher.

Select if the voucher is for an Employee or a Vendor.

Changing the value of this field could change the values of following fields: Employee/Vendor, Due Date, Discount Date, Discount %, Discount Amount, and Pay When Paid.

Enter or select an active employee or vendor associated with the voucher. The selection in EVC Type defines if employees or vendors are available in this field.

If a value has been entered in Original Voucher for Correction, then this will display the employee or vendor from the original voucher.

Enter or select the voucher currency. This defaults to the currency of the vendor or employee.

If a value has been entered in Original Voucher for Correction, then this will display the currency from the original voucher.

Enter text to further describe the nature of the transaction beyond the typical posting data. When the general ledger and subsidiary records are created, this description is used as the financial description for each line item unless overridden in the Line Items area.

Select if this is a correction to post an adjustment to an existing voucher. The correction will adjust the values held in the payable subsidiary ledger for the original voucher.

Enter or select the voucher to be corrected. This is only available if Correction is selected. The available selections are limited to existing vouchers that match the selected Source Company, Payable Account, and Payable Organization.

After selecting a voucher for correction, its original values are used to update the following fields:

When entering a voucher, if an existing voucher has the same values for Source Company, Payable Account, Payable Organization, Employee/Vendor, and Document Number, then the Original Voucher for Correction field will default to the matching voucher.

Enter an invoice number. This will be a number provided by the employee or vendor and will typically be the vendor's invoice number.

Enter or select the invoice date. This date will be provided by the employee or vendor and will typically be the vendor's invoice date.

Enter or select the date the voucher is due for payment. This can be used to select vouchers for payment.

For employees, this field defaults to the Invoice Date. For vendors, the default value is the Invoice Date plus the Due Days value defined in the Vendor Payment Terms. 

If the Project field is populated in the General section above, this date will be overridden to the Invoice Date plus the Due Days value defined any active Project Vendor Payment Terms document.

Enter the total value of the invoice. The voucher can not be processed unless this value equals the total value of the line items and VAT line items.

For VAT invoices, this value will include the VAT value.

Enter or select employee or vendor payment routing associated with this voucher. The payment routing determines the employee or vendor's mailing address used for payments.

If a value has been entered in Original Voucher for Correction, then this will display the payment routing from the original voucher.

Select if the voucher needs to be put in a hold state. This prevents payment of the voucher.

This selection cannot be changed when Correction is selected and a value is selected in Original Voucher for Correction. In addition, this will display the On Hold selection from the original voucher.

Enter or select the date of the supply of goods and services.

Enter or select the final date that the document is eligible for discount.

For employees, this field defaults to the Invoice Date. For vendors, the default value is the Discount Days, which is defined in the Payment Terms for the vendor, added to the Invoice Date.

Enter or select the transaction date. This date is used when the transaction is posted to the general ledger and subsidiaries. The default is the Document Date.

Enter or select the company. The default is the Source Company.

Only the Source Company or active companies that are in an established intercompany relationship with the Source Company can be selected. Additionally, if a project is selected for the line item, only companies that are authorized to work on the project can be selected.

Enter or select the account. Only active accounts that belong to the line item's Company and match the following criteria can be selected:

• Accounts with an Asset account type and the subsidiary type set to Cash or None.
• Accounts with a Liability account type and the subsidiary type set to None.
• Accounts with an Equity account type.
• Accounts with an Expense account type and the posting type set to Non-Project.
• Accounts with a Revenue account type.

When the line item's Project and Task contain values, accounts must match the following additional criteria:

• If the task's effective revenue rule is NC, then the account's posting type must be Non-Chargeable Task.
• If the task's effective revenue rule is not NC, then the account's posting type must be Chargeable Task

When the line item's Project contains a value and Task is empty, accounts must match the following additional criteria:

• If the project has any active, non-chargeable tasks, then the posting type must be Non-Chargeable Task.
• If the project has any active, chargeable tasks, then the posting type must be Chargeable Task.

Enter or select the project. This field is only available when the line item's Account has a posting type of Non-Chargeable Task or Chargeable Task.

When the line item's Account contains a value, projects must match the following additional criteria:

• If the account has a posting type of Non-Chargeable Task, then the project must have active, non-chargeable tasks.
• If the account has a posting type of Chargeable Task, then the project must have active, chargeable tasks.

When the line item's Company and/or Organization contain a value, only projects where the company and organization are authorized for regular expenses are allowed.

Enter or select a task. Only active tasks that are eligible for input, belong to the line item's Project, and match the following criteria can be selected:

When the line item's Company and/or Organization contain a value, only tasks where the company and organization are authorized for regular expenses are allowed.

When the line item's Account contains a value:

• If its posting type is Non-Chargeable Task, then the task's Effective Revenue Rule must be Non-chargeable (NC).
• If its posting type is Chargeable Task, then the task's Effective Revenue Rule cannot be Non-chargeable (NC).

Enter or select the organization. Only active organizations that belong to the line item's Company can be selected.

When the line item's Project contains a value, only organizations that are authorized to work on the project can be selected.

Enter the debit amount to distribute to the line item's Account.

Enter the amount of tax that should be evenly distributed.

Enter the debit amount to distribute to the line item's Account.

This is calculated as: Base Cost + Additional Cost + Other Charges + Tax Apportionment.

Enter text to further describe financial information about the line item beyond the typical posting data. If no description is entered, the Financial Description entered in the General area is used. This description is available in financial reporting.

Enter or select the use tax code. This contains the tax rate.

This field is only available if the Source Company's tax system is Direct Sales Tax.

Enter the current use tax percentage for this line item. This defaults to the rate defined in Tax Code.

This field is only available if the Source Company's tax system is Direct Sales Tax.