Enter an Invoice (Voucher)

Follow this process to enter, review, and post a vendor invoice that needs paid. The vendor could be a landlord, utility company, agent, bank, housing authority, or tenant. 

Enter Voucher

NAVIGATION: ACCOUNTING menu > Section 8 Payable Vouchers > Voucher Entry

  1. Voucher #: Leave the voucher number field blank; the system will automatically generate a number.
  2. Trans Type: select Regular AP
  3. Payee Type field: select one of the following options:
    1. Landlord Transaction
    2. Utility Transaction
    3. Agent Transaction
    4. Bank Transaction
    5. Housing Authority Transaction
    6. Tenant Transaction
  4. The options on the main tab will vary depending on Payee Type selected.
  5. Vendor #: Enter or select the Vendor # to whom the voucher will be assigned
  6. Process Category: select the appropriate category from the drop down
  7. Cycle: enter or select the payment cycle from the drop down. The options will be those setup in Payment Cycles.
  8. Invoice Information
    1. Invoice number
      1. Enter the vendor invoice number
      2. If you are processing a Payee Type of Landlord Transaction, leave this field blank. When you select the tenant, the last name will display as the invoice number.
    2. VMS Date: the current date will autofill or select another date for VMS reporting
    3. GL Date
      1. This is the date the transaction will be interfaced to the general ledger.
      2. The current date will autofill or select another date.  
    4. Due Date: enter/select due date or leave blank
    5. Invoice Amount: enter the invoice amount
  9. Tenant Information
    1. If you selected the Payee Type of Tenant Transaction, the Project field will not be available. The vendor would be the tenant.
    2. If you selected any other Payee Type, the Project field will be available
    3. Choose the tenant from the Project drop down.
      1. The Invoice Number will automatically fill in with the name of the tenant.
  10. Invoice Description
    1. Enter an Invoice Description, if applicable.
    2. This is not a required field and may be left blank.
  11. Separate Check
    1. Enter a check mark in Separate Check if this voucher should not be combined with other vouchers for the same vendor.
    2. Leave the box empty if the voucher can be combined with other vouchers for the same vendor.
  12. DISTRIBUTIONS TAB
    1. When you click the Distributions tab, the Voucher # auto-assigns at this point.
    2. Line 1 is highlighted - do not change line numbers when entering a line.
    3. Enter the appropriate Cycle or Project if applicable. This field is not available for all settings.
    4. The Account Number should auto-fill based on default settings.  Another account number may be selected, if applicable.
    5. Reference will auto-fill with the Account Description.  Reference information may be changed/edited.
    6. The Dollar Amount will auto-fill based on the invoice amount.  If more than one distribution line is to be entered, the dollar amount may be changed/edited.
    7. Regular, Special and Deduction amounts will be displayed, when applicable.
      1. Enter the dollar amount in the appropriate category.
      2. If you have "Update Payment Data Screen with Manual Transactions" checked in the Section 8 Payable Settings File, the following fields will be available to enter additional information on the distribution tab.
    8. Check the Print on Check box if your check format supports it and it applies to the information entered. Usually it is left blank.
    9. Tab twice to drop the line into the window at the bottom. The information for the line will not save until it is in the window.
  13. These steps may be repeated if another Voucher is to be entered.

Voucher Edit List

NAVIGATION: ACCOUNTING menu > Section 8 Payable Vouchers > 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
  2. Cycle: select a cycle or leave blank for all
  3. Transaction Type
    1. By default all types are checked.
    2. Transaction Types include:
      1. Regular A/P
      2. Non Accounts Payable
      3. Voids
      4. Simple Voids
      5. Cancellations
      6. FSS
    3. To view a specific type of vouchers, i.e., only Regular A/P, uncheck all the other boxes.
  4. Preview or print the report (see Report Preview, Print and Save Options).
  5. Review the report and voucher info for accuracy.
  6. 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
  7. After you verified all transactions are correct, post the vouchers.

Post Vouchers

NAVIGATION: ACCOUNTING menu > Section 8 Payable Vouchers > Post Vouchers

  1. Cycle: select a cycle or leave blank for all
  2. Description: when a cycle is selected, the description will appear
  3. Transaction Type
    1. By default all types are checked.
    2. Transaction Types include:
      1. Regular A/P
      2. Non Accounts Payable
      3. Voids
      4. Simple Voids
      5. Cancellations
      6. FSS
    3. To view a specific type of vouchers, i.e., only Regular A/P, uncheck all the other boxes.
  4. Click START POST 
  5. Click YES to review the posting register.  
  6. When the process is complete, preview or print the report (see Report Preview, Print and Save Options).
  7. Errors
    1. If errors are detected on any of the vouchers, none of the vouchers will post.
    2. You will receive the message "Errors Detected - Cannot Post".  Click OK.
    3. Review the errors.
    4. 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.
    5. To make corrections to a voucher, Double click on the error will open the listed voucher. Make your changes and click SAVE.
    6. Click POST again. 
    7. When the posting is complete, the Posting Register will appear.

1/2024

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