How To Enter a Housing Contract Payable Voucher

This how to deals with entering an accounts payable voucher in the Financial module for a contract.

The Financial module must be in Contract Mode 5 and the contract must be setup in Housing Contracts prior to entering the voucher.

See: How To Setup a New Contract (or Project)

AP CONTRACT VOUCHER ENTRY

In Horizon Financials:

NAVIGATION: ACTIVITIES menu > Payable Vouchers > AP Contract Voucher Entry

Select the Contract # using the Browse Button and hit the Tab Key
Tab through the Vendor # field. The appropriate vendor will be pre-selected based on the contract. You can change this selection if necessary, otherwise accept the suggested vendor and hit the Tab Key.
Select the payment Terms from the drop down list, using the arrow. 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.
Pay Group is a required field. If you have entered a default Pay Group in the Vendor Master, tabbing through the Pay Group field will insert the default Pay Group. Otherwise, enter the appropriate Pay Group or select it from the list using the Browse Button. The Pay Group controls the "Account" you will be paying the bill from.
Invoice Number is not required; however, you may enter the number from the vendor invoice here. This number may be alpha-numeric.
Enter the Invoice Date from the vendor invoice. This date is required and generally defaults to today's date or the date entered on the preceding voucher. You may change it by entering a different date or by hitting the Browse Button and selecting a date from the calendar.
G/L Date is also a required entry. It will default to today's date or the date entered on the preceding voucher and may be changed as described above. This is the date that your transaction will be recorded in the General Ledger.
The Due Date is not a required field. You may enter the due date here, select it from the calendar using the Browse Button, or leave it blank. This date can be used to narrow your payment selections when paying vouchers.
Enter the total amount to be paid from the invoice in the Amount field. This is the actual amount you are paying on this invoice/requisition. If you are withholding retention or paying for stored materials on this requisition, it will be handled on the Distributions Tab.
You may enter an Invoice Description. Depending on the check format used by your Organization, this description can be printed on the check stub. It is also used on various Accounts Payable reports. You may leave this field blank.
The discount amount will be calculated automatically if using payment terms. Verify that the amount is correct and enter the discount date. If you are not using terms, these fields will be inactive.
Multiple vouchers entered to the same vendor and pay group will be combined on one check during the payment process. If you need the invoice to be paid on a separate check from other vouchers entered, click to place a check mark in the Separate Check check box and hit the Tab Key. If you do not need to separate this voucher, tab through the box. You will be automatically taken to the Distributions screen.
Using the Work Item Browse Button, select the appropriate Work Item from the list and hit the Tab Key.
Tab through the Work Item ID and Sub Code fields
You may change the description, or accept it by hitting the Tab Key.
Tab through the Account Number field which should default to all 9s.
Hit the Tab Key again until you are in the Start Date field. Enter the Start Date, and End Date of the work performed for the current invoice you are paying.
If there is no retention or stored materials, enter the total amount of the invoice in the Total field and hit the Tab key until the line item saves to the grid below.
If you are withholding retention:
1. In the Total field, enter the total amount of the invoice or requisition. This will be the gross amount, NOT the amount to be paid
2. Enter the Retention amount and hit the Tab key until the line item saves in the grid below.
3. As a check, the amount shown in the Remain field at the top of the distribution screen should be zero after all lines are entered.
If you are paying for stored materials:
1. In the Total field, enter the net amount of the invoice or requisition that DOES NOT include the stored materials (in other words, the total invoice less stored materials).
2. In the Stored Materials field, enter the amount of the stored materials you are paying for as a negative number, and hit the Tab key until the line item saves in the grid below.
3. As a check, the amount shown in the Remain field at the top of the distribution screen should be zero after all lines are entered.
Continue entering line items until the Invoice amount equals the amount Applied in the Distributions Tab header.
Save the entry.

Activity Sheet

NAVIGATION: ACTIVITIES menu > Payable Vouchers > Print Contract Voucher Form

Select the First and Last Voucher # to review and hit Print or Preview to view the Voucher Activity Sheets. IF there are errors noted on any of the forms, go back to AP Contract Voucher Entry and fix the errors and re-print the form.
After all errors have been fixed, review the AP Voucher Edit List as you would for Regular AP Vouchers and Post your vouchers.

Fixing Errors

Errors are generally related to one of three situations:

Invalid general ledger accounts
1. Check your GL Account Master to ensure that you have a general ledger account number set up that would correspond to the item you are trying to post.
2. If you do not have a valid account number, a new GL Account Number will need added to the chart of accounts.
3. If you do have a valid general ledger account number in your chart of accounts, check the Segment settings in the various tables in Housing Contracts to ensure they are correct. Typically these will be correct unless a new AMP, Cost Center or Budget Line Item was recently added.
Dates outside the service range
1. Check with your contract administrator to ensure that the bill should be paid if the service dates fall beyond the dates set up in the Contract Master.
2. If the dates are correct, then presumably the contract has been extended and the contract administrator should revise the dates in Housing Contracts in the Contract Master.
Service or Work Item Amount is Exceeded
1. Check with your contract administrator to ensure that the bill should be paid if the work item amount set up in the Contract Master has been exceeded.
2. If the bill is correct, then presumably there has been a change order, or a change in the work item amount and the contract administrator must correct this in Housing Contracts in the Contract Master.
3. For instructions on correcting work item amounts, please review How To Adjust a Work Item.

2/2021

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