Enter Non Accounts Payable Vouchers

Non Accounts Payable vouchers are used to record manual checks (checks that have already been written by hand), vendor electronic payments, or EFT Payments such as payroll taxes.

Voucher Entry

NAVIGATION: ACTIVITIES menu > Voucher Entry

Horizon recommends that users use the TAB key to move from field to field on the voucher entry screen.

  1. Voucher #: leave the field blank; the system will assign a voucher number when you save the entry
  2. Trans Type: select NON-ACCOUNTS PAYABLE
  3. Vendor # or Vendor Name: enter or select the vendor
    1. If you enter a partial number or name, press BROWSE and the program will find the nearest match.  
    2. From within the Vendor Browse, the user may sort the list by clicking in either the Number or Name columns respectively.  
    3. If selecting your choice from the Vendor Browse, highlight the vendor and double click, or click SELECT.
  4. Payment Terms
    1. Select the Payment Terms from the drop down list, using the arrow.
    2. This field is not required; however, your Organization may use a default value in this field. If so, just TAB over the field to the Pay Group field.
  5. Pay Group
    1. Select the pay group (the “Account” you will be paying the bill from)
    2. This is a required field; the voucher will not save if a pay group is not selected
    3. If you have entered a default Pay Group in the Vendor Master, tabbing through the Pay Group field will insert the default Pay Group.  
    4. Otherwise, enter the appropriate Pay Group or select it from the list using BROWSE.
  6. Invoice Number: enter the number from the vendor invoice; this number may be alpha-numeric. This field is not required.
  7. Invoice Date
    1. Enter or select the Invoice Date from the vendor invoice.
    2. This date is required and generally defaults to today’s date.  
    3. You may change it by entering a different date or by pressing BROWSE and selecting a date from the calendar.
  8. G/L Date
    1. This is a required field; the voucher will not save if not selected
    2. Enter or select the date that your transaction will be recorded in the General Ledger.  
    3. This date is required and generally defaults to today’s date. It will default to today’s date and may be changed.
  9. Due Date
    1. The Due Date is not a required field.
    2. This date can be used to narrow your payment selections when paying vouchers.
    3. You may enter the due date here, select it from the calendar using BROWSE, or leave it blank.  
  10. Invoice Amount: enter the total amount to be paid from the invoice
  11. Invoice Description
    1. You may enter a description for the invoice or leave this field blank.
    2. Depending on the check format used by your Organization, this description man be printed on the check stub.  
    3. This field will also display on various Accounts Payable reports.
  12. Discount Information
    1. This field will be calculated automatically if using payment terms.
    2. Verify that the amount is correct.
    3. If you are not using terms, these fields will be inactive.
  13. TAB through the SEPARATE CHECK box.  
  14. Payment Type
    1. This is a required field. The voucher will not post if not selected
    2. The check number or electronic number will not pull from checkbook master until selection is made
    3. Select the payment type; options include:
      1. Paper/Standard
      2. Electronic
      3. Custom
  15. Check Number
    1. Depending on the payment type selected, the field should display the correct next check or electronic number
    2. You may change the number here if necessary, however you should investigate why the number is not the next one in the sequence. Press TAB to go to the date field which should pre-fill with the correct check date.  
  16. Check Date: enter or select the date of the check/electronic payment
  17. Press TAB to go to the Distribution tab
  18. The Distribution Entry Area is used to assign General Ledger account numbers to your transaction.  If you are using inter-fund mode or pay group mode, you must accept the default or enter the appropriate code.
    1. If there is a default Account Number set up in the Vendor Master, it will be pre-filled when you tab to this field.
      1. Press TAB and the Account Number Browse will open with the default account highlighted.  
      2. If you wish to accept this account, double click or press SELECT.  
      3. You may also browse for a different account at this time.  
      4. If you want to browse by account number, press the Account Number column and begin typing the account number you are looking for or leave the account number blank and use the auto complete feature in Account Description.  
      5. You can enter as little or as much of the account number as you desire and press OK.  
    2. Once an account has been selected, the Account Description will pre-fill and you will be taken to the Reference field.  If an Account Number has not been selected, enter all or part of an Account Description to select an account.
    3. Depending on selections made in Accounts Payable Settings, the Reference field may be pre-filled.
      1. The reference is not a required field.  
      2. You may accept the default entry by tabbing through the field, edit the description, or leave the field blank.  
    4. The Dollar Amount will default to the entire invoice amount from the Main screen.
      1. If you are applying the entire amount of the invoice to this account press TAB twice to save the line to the grid below.  
      2. If you are applying the invoice to multiple general ledger accounts, enter the amount to be charged to the current GL account and press TAB twice to save the line to the grid.  You will be taken to Line 2, and should repeat the process described above to charge the appropriate amount to the next GL account and so on.  
      3. At the top of the Distribution screen, you will note that the program keeps a running balance of the amount that has been applied for the current invoice, and the amount remaining to be applied.  
      4. You must continue to add line items until the entire invoice has been applied.
  19. If you are printing out the check, go to Quick Links and select PRINT CHECK. In the print dialog box select your printer and click PRINT.
  20. Situations when Non Accounts Payables checks will not print - when the check date falls within one or both of the following:
    1. The Accounting Period has been locked or
    2. The Check Book has been reconciled for that month
  22. Save and close

AP Voucher Edit List

NAVIGATION: ACTIVITIES menu > Voucher Edit List

  1. Display/Order By Options 
    1. Entry - the list will be sorted by the day the vouchers were entered
    2. Vendor Number - the list will be sorted by vendor numbers
    3. Vendor Name - the list will be sorted by the vendor name
  2. Depending on Accounts Payable Settings, some of the following fields may be available for entry:
    1. Select a Pay Group or leave blank for all
    2. Enter a Starting and Ending Due Date 
    3. Enter a Starting and Ending G/L Date
  3. Source Selections: by default all sources are checked.  To view vouchers from a specific source, uncheck the boxes you do not want to see on the list.
  4. Transaction Type: by default all types are checked.  To view only non accounts payable vouchers, uncheck all the other boxes
  5. Click PREVIEW.
  6. Review the report and voucher info for accuracy.
  7. To make corrections to a voucher, go back to Voucher Entry and select the Voucher Number from the top left of the entry screen by pressing BROWSE. Make your changes and click SAVE.

Post AP Vouchers

NAVIGATION: ACTIVITIES menu > Post Vouchers

  1. Pay Group: Enter the Pay Group to post each group separately, or leave it blank to post all vouchers that have been entered.
  2. Voucher Number: depending on AP settings, this field may be available
    1. To post one voucher, enter the voucher number here; leave blank to post all vouchers
    2. Enter a Starting and Ending G/L Date or Due Date
  3. Source Selections: by default all sources are checked.  To post vouchers from a specific source, uncheck the boxes you do not want to post.
  4. Transaction Type: by default all types are checked.  To post a specific type of vouchers, i.e., only Regular A/P, uncheck all the other boxes.
  5. Click POST to begin posting.
  6. If errors are detected on any of the vouchers, none of the vouchers will post.  You will receive the message "Errors Detected - Cannot Post".  Click OK.
  7. Review the errors.  The Posting Messages box will open to show the Voucher numbers that have errors and a description of the error. Errors may include:
    1. Accounting Period problem on Line #.  This indicates that the general ledger date for this general ledger account is not available to post in.  The period may be locked or has not been created.
    2. Transactions Not in Balance.  Indicates the distribution lines do not total up to the Invoice Amount.
  8. To make corrections to a voucher, Double click on the error will open the listed voucher. Make your changes and click SAVE.
  9. Click POST again.
  10. When the posting is complete, the Posting Register will appear. Print/Preview/Save the posting register for your records.

Enter Non Accounts Payable Vouchers

12/2023

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388