Add a New Accounts Payable Voucher

Add a new Accounts Payable voucher file in Transaction Entry.

A message displays if the AP voucher that you are trying to create already has an AP Invoice Approval with the same vendor, invoice number, and invoice date that is currently in the approval process.

To add a new Accounts Payable voucher file:

  1. On the Navigation menu, click Transaction Center > Transaction Entry.
  2. In the Transaction Type field on the Transaction Entry form, select AP Vouchers.

    The transaction type list is filtered based on your security role's access rights. If you use multiple companies, this list is further refined based on the active company. See the Accounting tab of Role Security for more information.

  3. Click New.
  4. On the New File dialog box, complete the following actions:
    1. In the File Name field, enter a name for the transaction file.
    2. Select the Recurring option for transactions that occur each accounting period.
    3. In the End Date field, enter or select the ending date for the transaction file.
    4. If you use multiple currencies, use the Currency field to specify the default transaction currency for the vouchers in the file.
    5. Optional. In the Control Total field, enter an amount that represents the total of all vouchers in the file.
    6. Optional. If you use Asset Management, select Allow Asset Entries to enable the asset options on the AP Vouchers detail grid. If you select Create Asset for a line item, DPS automatically generates a new equipment record for the asset item in the Equipment Plural hub in the desktop application for the AP voucher line item when you post the AP voucher. If you select Associate to Existing Voucher for a line item, you can update the asset's acquisition cost in the Equipment plural hub in the desktop application.
    7. Enter the default liability, bank, and voucher date for the transaction file.
    8. Click OK. The dialog box closes and the transaction file opens on the Accounts Payable Voucher form.
  5. Complete the header fields on the Accounts Payable Voucher form to specify the employee, expense report date, and expense report name.
  6. To specify AP voucher entries for the transaction file, add rows to the grid; each row represents a single line item.
    Option Description
    To add a new line item Place the row selector on the row above where you want to add the new line item and click Insert.
    To add a new line item that is similar to an existing one Place the row selector on the row that you want to copy and click Copy. Modify the data on the new row.
    To delete a line item Place the row selector on the row and click Delete.
    An employee may have many Accounts Payable voucher entries for several different projects, and each project can have a different phase number and labor code.
  7. Complete or modify the fields on the grid.
  8. Click Save. The fields below the grid display summary information for the transaction file.
Parent Topic: How to work with AP Vouchers