Creating Vouchers from Purchase Orders
You can create and post an accounts payable voucher from purchase order line items if you ordered the items or services by using one or more purchase orders created in the Purchasing application and you have the vendors' invoices. If the item is an inventory item, you must have recorded its receipt in the Receiving application.
In the desktop application, select . On the Select Posting Run dialog box, select a posting run or click New to create a new posting run.
To activate the Vendor Review tab, select the vendor whose purchase orders to retrieve. In the tab's header, select the Selected for this run option to enable the tab.
Locate Purchase Order Items Available to Voucher
Your purchasing staff can use different approaches to identify all open purchase order line items, including change orders and releases, that are available to put into a vendor's voucher.
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Two-way matching: This procedure uses the vendor's invoice to identify all of the item detail lines from the vendor's purchase orders that are available to voucher. To follow this approach, you need to have the vendor's invoice, but you do not need to have received the order.
This procedure usually identifies more item detail lines for a vendor than does the three-way match procedure.
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Three-way matching: This procedure uses both the vendor's invoice and the receipt for the vendor's shipment to identify all of the item detail lines that are available to voucher. To follow this approach, you need to have the vendor's invoice and to have received the order.
This procedure usually identifies fewer item detail lines for a vendor than does the two-way match procedure.
The match method for inventory items is always three-way matching.
For either match method, DPS also displays all of the service orders for the selected vendor.
Review Purchase Order Items
The Open to Voucher grid lists the purchase order line items available to voucher. Manually review the items on the list to identify the ones for which you want to create a voucher.
- You can edit voucher line items to revise cost distribution and taxes among items if, for example, you have agreed with the vendor to adjust these amounts.
- You can edit the Invoice Amount in the header of the Vendor Review tab. Before you can post the voucher, the Invoice Amount must match the Total from the Open Amount column, plus shipping, taxes, and any extra amount. This does not affect the item's cost distribution in the purchase order.
- When you enable the Inventory feature, the
Shipping Amount,
Tax and, if configured,
Extra Amount fields are active for inventory items. Click the
Default Estimated Costs grid option to:
- Populate these fields from the General tab of the Purchase Order Line Detail dialog box.
- Include the amounts in these fields when calculating the item's average actual cost.
Multiple Companies
If you use multiple companies, the vendors available to a company are limited by settings on the Vendor tab in the Firms hub:
- The Approved for use in processing for company 'xx' option must be selected.
- The vendor's vendor
Type must be available to the active company.
The Type field on the Vendor tab of the Firms hub lists those vendor types available to company xx. Each vendor type and each company have accounts associated with them. The accounts that a given company and vendor type have in common determine which vendor types are available to that company.
Multiple Currencies
If you track multiple currencies in DPS, the Open to Voucher grid enables those purchase orders or line items whose amounts are in the voucher's transaction currency, as specified in the Currency Code field in the Vendor Review tab header. To modify different rows in the list, select the currency of the line item to modify in the Currency Code field. You can select one currency code per voucher.
Security
To create vouchers from purchase orders, your security role must have access to on the Overview tab of .