Enter AP Vouchers from Purchase Orders

Voucher Entry

NAVIGATION: ACTIVITIES menu > Voucher Entry

  1. Trans Type should be Regular A/P
  2. Enter or select the PO number.
    1. Note - The selection is particular to the PO number and the receiving number if there are multiple receivers on one PO.
  3. Tab to the Recv # field.  There are 2 types of PO verification screens depending on whether your Organization uses On-Line Payment Approval for purchase orders
  4. If you are not using on-line approval, the verification screen will list the information regarding the total purchase order regardless of the number of line items, or departments that are associated with that PO
  5. Press CREATE VOUCHER to create an AP voucher from the PO
  6. You should make any changes necessary on the Main tab for Pay Group, Invoice Number, G/L Date, etc.
  7. Press the Distributions tab
  8. Depending on how much information was entered when the purchase order was created, you may have completed line items on the distribution screen, or nothing on the distribution screen.
  9. Enter or complete the line items as necessary and save the payable voucher
  10. You are ready to follow your normal AP Posting procedures

On-Line Approval

  1. If you are using on-line approval, the verification screen will be more detailed
  2. For each line item from the PO, you can enter the appropriate IFC, and GL Account
  3. You may also use the GL Assistance section if all line items are to have the same GL account.  Enter the GL account # and press FILL IN.  
  4. When you are done, press CREATE VOUCHER.
  5. You should make any changes necessary on the Main tab for Pay Group, Invoice Number, G/L Date, etc.
  6. Press the Distributions tab
  7. Correct any distributions as necessary and save the payable voucher
  8. You are ready to follow your normal AP Posting procedures

Review Voucher Edit List

NAVIGATION: ACTIVITIES menu > Voucher Edit List

  1. Select the Pay Group or leave blank for all
  2. If setup for dates you may enter a Due Date or GL Transaction Date to constrain the report
  3. Select a source or leave at the default of All Sources.
  4. Print, preview, or save the report (see Report Preview, Print and Save Options).
  5. Review the report.
  6. If there are errors go back to AP Voucher Entry, pull up vouchers by selecting the appropriate Voucher #.  Fix any errors and preview or print the edit list again.

Post Vouchers

NAVIGATION: ACTIVITIES menu > Post Vouchers

  1. Use the same selection criteria you used for the edit list to make sure you post the same information you reviewed.
  2. Click POST
  3. Print, preview, or save the report (see Report Preview, Print and Save Options).

12/2023

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