Revised: 11/18/2015
Go to Activities>>Payable Vouchers>>Contract Voucher Entry
This program is only available when Accounts Payable Settings>>Contract tab has been set to Mode 5. Contract vouchers may be entered using this program.
See Also:
Print Forms
Special Vouchers
This field may be used to find previously entered, un-posted invoices/vouchers. Once an invoice/voucher has been posted it will no longer be available to view by this method. To find an invoice/voucher that has not been posted, enter or select the voucher number.
When entering a new invoice/voucher, leave this field blank. The system will assign a new voucher number to the transaction.
NOTE: If an invoice/voucher has not been posted, it can be deleted by pulling up it's voucher number and pressing the delete button in the Function Menu.
In some instances, the transaction type may be preset to default to a specific type. This is done through the Accounts Payable Settings file found under the main menu option of Settings. The default type may be changed by selecting a transaction type from the drop down list. The transaction types available are listed below:
Regular A/P - Transaction type used for entering invoices/vouchers to be selected through the voucher selection process and paid by an AP Check.
When posted, this entry will credit the accounts payable account for the pay group selected and debit the distribution account(s).
If a negative dollar amount is used, the accounts payable account will be debited and the distribution account(s) will be credited
NOTE: The system will not print out a zero or negative check.
Non Accounts Payable - Transaction type used to create an invoice and print a manual check for that invoice before posting. It is also used to record transactions for electronic payments or transactions where a check is not printed. After a check has been printed, the main view of Contract Voucher Entry will no longer be available for changes except for Invoice Description.
The cash account will be credited and the distribution account(s) will be debited, unless a negative dollar amount is used where the cash account will be debited and the distribution account(s) would be credited.
NOTE: The system will not print out a zero or negative check.
Simple Void - Used to void check numbers that are not recorded in the Horizon system.
For example: Checks were loaded in the printer when a report was printed making them unusable, but not recorded in the system. Use simple void to void those check numbers.
Enter or select a purchase order number to associate with the voucher. Purchase Order numbers are created and maintained in the Horizon Materials Management module.
Verify that the correct receiving number is shown for the purchase order number selected or use the Recv # field to select a P.O. If a purchase order number will not be selected, leave this field blank.
When a PO Number is selected its receiving number will be shown here.
The browse connection on this field opens up the same purchase order browse as the PO Number so a purchase order may be selected using this field instead of the PO number field.
Purchase Orders may be received in several shipments and a receiving number is generated in the order the merchandise is received. Therefore, several AP vouchers may be created for one purchase order with different receiving numbers.
Tab out of the Recv# field to open the Purchase Order Verification window.
Enter or select a Contract number for the Voucher. This is a required field. When a valid contract number is entered, the program will fill in the vendor information for the voucher.
When a valid contract number is selected the vendor number associated with the contract will be automatically selected.
When a valid contract number is selected the vendor name associated with the contract or purchase order will be automatically selected.
The default terms setup in the Vendor Master for the associated Vendor will show in this field. If the terms shown in this field need to be changed you may do so here. The change will apply to this invoice only.
If the terms need changed permanently, they should be changed in the Vendor Master.
Example: Select Net 30 Days.
The pay group should default first to the information that is setup in the Vendor Master for the selected Vendor. If there is no default pay group in the Vendor Master, the system will default to the pay group in the Accounts Payable Settings file. This is a required field.
For reference information enter the invoice number that has been assigned by the vendor. The invoice number is shown on some reports and depending upon the AP Check format, may be shown on the check stub.
Enter or select the date of the invoice in a mmddyy or mmddyyyy format or click on the square to the right of the field, activating the calendar pop up. Double click on the date of the invoice to enter it in the field.
Enter, use the calendar pop up, or let the system default to the current date for this field. This is the date the voucher will post to the general ledger.
The system will default to a due date based on the terms code entered for the voucher. The due date may be changed from the default value.
Vouchers may be selected by their due date in some Voucher Selection options.
Enter the total dollar amount due for the invoice.
Enter a description of your choosing for the invoice. This description will be shown in the general ledger for any transaction referencing the invoice.
This field may be left blank.
These fields will remain dimmed, unless the term code entered is associated with a discount.
The system will calculate the discount information based upon the term code defaults. The discount may be changed for this voucher.
This entry is automatically skipped if the terms do not have a discount associated with them.
Enter any part of the invoice amount that is not subject to the discount specified in the terms. An example of this might be labor charges.
The amount of discount possible on this invoice is displayed automatically as specified by the terms. You may change the amount of discount, if necessary, by entering the new discount amount.
If the invoice is paid before the date in this field, the discount will automatically be applied to the voucher when the check is processed.
Placing a checkmark within this field indicates that you do not want this invoice combined with any other invoice for this vendor. This invoice is to be paid on a check by itself.
If the field is left blank and there are other invoices/vouchers for the same vendor, the invoices/vouchers will be combined and paid on one check.
The check number and check date fields are automatically skipped if the transaction type does not support it. Trans. Types that allow entry to these fields are Non Accounts Payable or Manual Voucher Payment.
Check this field if this voucher is to record an electronic payment. If this field is checked the Check # that is displayed will be based upon the Last Electronic number that is in the Check Book Master.
For a voided check the system will display the voided check number.
For a non-accounts payable when the Electronic box is checked, the check number will be assigned. If the Electronic box is not checked this field will be available for a check number to be entered.
For a manual voucher record the check number actually used to pay the open voucher.
For example:
Enter a number up to 10 for an adjustment check that will not show in the check book.
Enter a check number from 11 to 99 for an adjustment check or to record electronic transactions. These entries will post to the check book.
Both types of entries will post to the general ledger.
Enter the check date in this field. If this field is dimmed, the program will skip over it to Distributions.
As the system continues on to the Distribution tab page an auto save is automatically performed for the information already entered.
The invoice amount entered on the Main screen will be displayed.
As distribution lines are entered the amount applied for each line is calculated and the total distributed thus far is displayed.
As distribution lines are entered the amount that is not distributed will be displayed. This amount should be zero when all of the distribution information has been entered.
Displays the total of the invoice.
When entering a new line of distribution, leave this line blank. The system will assign then next available line number.
An existing line of distribution may be pulled back into the entry area by entering a line number that is displayed in the grid.
Enter or select a Work Item for the distribution line.
The Work Item ID will fill in for the distribution line.
Enter or select a sub code when applicable
The ID balance will be displayed.
Enter a description for the line.
Enter or select a general ledger account number.
Enter or select the beginning date for the work performed.
Enter or select an ending date the work performed.
Enter the total amount to apply.
Enter the Retention amount, when applicable.
Enter the total amount of Stored Materials, if applicable.
Enter information in the following fields, if applicable:
The distribution grid will display a line or lines of distribution detail that have been entered. Information that is not displayed in the grid will not be saved.
The following information is displayed in the grid for lines that have been entered:
Line number
Work Item
Work Item Description
AMP/CC
Total
Net Amount
Start Date
End Date
Description