Use these fields and options to enter AP voucher information for generating an AP voucher from the final approved AP invoice.
Fields
| Field | Description |
|---|
| Select Existing Voucher File
|
Select this option to add the AP voucher to a voucher transaction file that has already been created. The file will be used to post the AP voucher in the Transaction Center.
Use the field beside this option to select an existing voucher transaction file. If you have multiple companies, the drop-down list includes only voucher transaction files that you previously created in the active company. Example: If Joe has company A open, he sees only the voucher files that he created for company A. Voucher transaction files that are currently in use (open in another window) do not display in the list.
|
| Create New Voucher File
|
Select this option to add the AP voucher to a new voucher transaction file. The file will be used to post the AP voucher in the Transaction Center.
Enter the name of the voucher transaction file in the field beside this option. If you have multiple companies, the file is created in the active period for the active company.
|
| End Date
|
Specify the end date for the transaction file. The date must adhere to the active company's transaction date validation settings, which are specified on the General tab of
. These settings determine whether or not you are required to enter transaction dates that are within the active fiscal year and/or the active accounting period.
|
| Voucher Date
|
Specify the date of the voucher. When the voucher is created, this date is the transaction date of the posting log.
If you selected an existing voucher file in the
Select Existing Voucher File field, this field prefills with the default voucher date from the voucher file, which you can change.
If you entered a new voucher file in the
Create New Voucher File field, you must specify a date. The date must adhere to the active company's transaction date validation settings, which are specified on the General tab of
. These settings determine whether or not you are required to enter transaction dates that are within the active fiscal year and/or active accounting period.
|
| Bank
|
Specify the bank from which the voucher will be paid. If you have multiple companies, only the banks associated with the current company display in the list.
If you selected an existing voucher file in the
Select Existing Voucher File field, this field prefills with the default bank from the voucher file, which you can change.
If you entered a new voucher file in the
Create New Voucher File field, select a bank from the drop-down list in this field.
|
| Next Voucher Number
|
This field displays only if voucher numbers are required for
Accounts Payable vouchers (the
Require entry of voucher numbers check box is selected on the
Accounts Payable tab of
).
Enter the number for the AP voucher. The number must be within the valid range of voucher numbers that is specified for the company on the
Accounts Payable tab of
.
If you do
not require voucher numbers in Settings, voucher numbers are automatically assigned when you post vouchers.
|
| Diary
|
This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in
.
Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as in a vendor payment run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions.
The
Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type.
The drop-down list contains all the diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions or that have no fiscal period or year entered for them.
If you have multiple companies in
DPS, the
Diary field drop-down list includes only the diary codes that are set up for the current company. The list also includes
IC - Intercompany Diary to capture intercompany transactions.
You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.
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