Enter each voucher line item in a separate row in the grid.
| Field | Description |
|---|
| Create Asset
|
This field displays only when you use Asset Management and the following options are selected:
- The Asset Management application is activated in
.
- Your security role has the
Allow asset entries for AP Vouchers and Journal Entries check box selected on the Accounting tab in
.
- On the General tab in
,
AP Voucher is selected for
Asset Item Source.
- In
when you click
New
to create a transaction file for AP vouchers, you select the
Allow Asset Entries check box on the New File dialog box.
Select the
Create Asset check box if you want
DPS to automatically generate an asset item in the
Equipment hub from the AP voucher line item when you post the AP voucher. An asset item is an
equipment item that is based on a purchasing item whose category type is Capital Items. You can process depreciation for asset items. When you select this check box, you must enter information in the
Asset Type and
Item Number fields in the grid, to be used for the newly created asset record. The
Expense Code field in the grid is not enabled.
If you need to update the acquisition cost of an existing asset item rather than creating a new asset, you can enter the
equipment number in the
Associate to Existing Asset field.
|
| Asset Type
|
This field displays only when you use the Asset Management application and the following options are selected:
- The Asset Management application is activated in
.
- Your security role has the
Allow asset entries for AP Vouchers and Journal Entries check box selected on the Accounting tab in
.
- On the General tab in
,
AP Voucher is selected for
Asset Item Source.
- In
when you click
New
to create a transaction file for AP vouchers, you select the
Allow Asset Entries check box on the New File dialog box.
This field is enabled only when you select the
Create Asset check box in this grid.
Use this field to select an asset type. The asset type determines the property type, depreciation method, asset
account, accumulated depreciation
account, and depreciation expense
account that will be used for the monthly depreciation journal entry for the asset item. This information will prefill on the GL Book tab in the
Equipment hub when the asset item is generated, when you post the AP voucher.
The asset types in the drop-down list in the
Asset Type field are set up on the Asset Type tab in
. When you select an asset type for a an AP voucher line item, the asset
account that is set up for the asset type in Asset Management Settings prefills in the
Account field in the voucher line item grid.
|
| Item Number
|
In this field, select a purchasing item.
This field displays only when all of the following are selected:
- The Asset Management application is activated in
.
- Your security role has the
Allow asset entries for AP Vouchers and Journal Entries check box selected on the Accounting tab in
.
- On the General tab in
,
AP Voucher is selected for
Asset Item Source.
- In
when you click
New
to create a transaction file for AP vouchers, you select the
Allow Asset Entries check box on the New File dialog box.
You also need to select the
Create Asset check box in this grid to enable this field.
This is the purchasing item upon which the asset item will be based when it is automatically generated in the
Equipment hub. The drop-down list includes only purchasing items entered in
whose category type is
Capital Items. These are the only items that can have depreciation processed for them.
|
| Associate To Existing Asset
|
This field displays only when all of the following are selected:
- The Asset Management application is activated in
.
- Your security role has the
Allow asset entries for AP Vouchers and Journal Entries check box selected on the Accounting tab in
.
- On the General tab in
,
AP Voucher is selected for
Asset Item Source.
- In
when you click
New
to create a transaction file for AP vouchers, you select the
Allow Asset Entries check box on the New File dialog box.
This field is enabled only when you do
not select the
Create Asset check box in the grid.
Click in this field to open the
Equipment lookup, and select an existing asset item with which to associate the AP voucher line item that you are entering. An asset item is an
equipment item that is based on a purchasing item whose type is Capital Items. Asset items can be depreciated. Associating an AP voucher line item with an existing asset item will increase the depreciation basis for the existing asset item—the two costs will be combined for depreciation purposes. On the
Equipment lookup, you must select an asset item that has an overhead
project. For example, if you have an existing asset item that is entered in the
Equipment hub for a computer and want to add the software installation cost to the acquisition cost of the computer, you can do this by entering an AP voucher line item for the software installation and selecting the asset item for the computer in the
Associate to Existing Asset field to make the association.
When you post the AP voucher, the voucher line item is added as a new row in the Acquisition Cost grid on the GL Cost tab of the
Equipment hub for the existing asset item. The
Type field in the grid prefills with
AP Voucher. The
vendor name, amount, period, description, voucher PO number, and
account from the AP voucher also prefill in the grid. The amount in this row is added to the total acquisition cost for the existing asset item.
|
| Description
|
Enter a description for the line item. Voucher descriptions display on invoices,
Accounts Payable reports, and General Ledger reports.
|
| Project
|
Enter, or use the lookup to select, a
project for the voucher line item. If you are creating an asset item for the voucher line item (you selected the
Create Asset check box in the voucher line item grid), you must select an overhead
project.
If you are associating a voucher line item with an existing asset item (you selected an existing asset item in the
Associate to Existing Asset field in the voucher line item grid), the
Project field prefills with the
project that was entered for the asset item on the General tab of the
Equipment form in the
Equipment hub. You cannot change the prefilled
project.
|
| Phase
|
Enter, or use the lookup to select, a
phase for the voucher line item.
|
| Task
|
Enter, or use the lookup to select, a
task for the voucher line item.
|
| Expense Code
|
This field displays in the AP vouchers grid only if the
Enable expense codes check box is selected on the
Accounts Payable tab in
.
The field is required only if
All
Projects or
Regular
Projects is selected in the
Require expense code in transaction entry field on the
Accounts Payable tab. This means that an expense code is required for all
project charge types or for
projects with a regular charge type.
This field is not enabled when you select the
Create Asset check box in the voucher line item grid or you select an
equipment item in the
Associate to Existing Asset. These columns display in the grid only if you selected the
Allow Asset Entries check box on the New File dialog box when you created the transaction file for your AP voucher entries.
The
vendor's default expense code prefills in this field after you enter the
project,
phase, and
task for the line item. The field remains blank if an expense code value was not set up for the
vendor on the Vendor tab of the
Firms hub.
To select an expense code or change the expense code, click in the field, select one from the drop-down list.
|
|
Account
|
Enter a general ledger
account number for the voucher line item. The
project type and
account number must be compatible.
- If the line item is for a regular
project, enter a reimbursable or direct
account.
- If the line item is for an overhead
project, enter an indirect
account.
- If you are creating an asset item for the voucher line item (you selected the
Create Asset check box in this grid), this field prefills with the asset
account that is entered in Asset Management Settings for the asset type that you entered in the
Asset Type field in the voucher line item grid.
- If you are associating a voucher line item with an existing asset item (you selected an existing asset item in the
Associate to Existing Asset field in the voucher line item grid), enter an asset
account in this field.
Enter the
account number in this field or use the
Account lookup to select an
account.
If you use multiple currencies and a currency has been specified for this
account (on the General tab of the Chart of
Accounts), the
account is a foreign denominated
account. All transactions affecting a foreign denominated
account must be in the same currency.
If you use multiple companies, you cannot specify an intercompany
account in this field.
|
| Net Amount
|
This field displays only if the
Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in
.
Enter the voucher item's net amount that does not include the tax amount. After you enter an amount in this field, the tax amount is calculated automatically and prefills in the
Total Tax Amount field if a default tax code was entered for the
vendor in the
Firms hub or if there were any default tax codes entered in the Default Taxes grid on the New File dialog box. This dialog box displayed when you entered a new transaction file for the AP voucher transaction entry.
If you change the amount in the
Amount field, the amount in the
Net Amount field is recalculated automatically.
|
| Total Tax Amount
|
This field displays only if the
Enable Tax Auditing Feature check box is selected on the Tax Auditing tab.
This field prefills with the calculated tax amount for a voucher item after you enter an amount in the
Net Amount field if default tax codes were entered on the New File dialog box when you created the transaction file for the AP voucher.
If there is a default tax code entered for a
vendor on the Vendor tab in the
Firms hub, the
vendor's default tax code is used as follows to calculate taxes in the
Total Tax Amount field:
- The
vendor's default tax code is used as the first tax code to calculate the tax for a voucher instead of the default tax code that has the first (or lowest) sequence number from the New File dialog box.
Example: The default tax code entered for a
vendor in the
Firms hub is XXX. The default tax codes that are entered on the Tax Auditing tab in Accounting Company Settings that prefill on the New File dialog box are AAA (with sequence 5), BBB (with sequence 30), and CCC (with sequence 45). Tax code XXX from the
vendor record will override tax code AAA (with sequence 5, the lowest sequence number) when an AP voucher is entered in the Transaction Center for that particular
vendor. The tax codes that are used for the transactions for that
vendor are XXX, BBB, and CCC.
- If no default tax codes are entered on the New File dialog box and there is a default tax code entered for the
vendor on the Vendor tab in the
Firms hub, the
vendor's default tax code is used to calculate the taxes.
The tax amount that is automatically calculated, or the
0.00 that displays in this field if no tax codes are entered, is a blue, underlined hyperlink. Click the hyperlink to open the Tax Codes dialog box, where you can change the tax codes to recalculate the taxes or directly change the tax amounts. When you change the amount in the
Total Tax Amount field, the amount in the
Amount field in the grid is updated automatically.
When Tax Code Entry Is Required
If you are required to enter tax codes for AP vouchers, you will not be able to save a voucher if no amount is entered in the
Total Tax Amount field for any voucher line item in the grid. Click the hyperlink in this field to open the Tax Codes dialog box and select at least one tax code to automatically calculate the total tax amount.
Tax code entry is required when the
Require Tax Codes to be Used in AP Transactions check box is selected on the Tax Auditing tab.
|
| Originating
Vendor
|
This field displays only if you selected the
Enable Originating
Vendor for
Employee Expenses and AP Vouchers check box on the Tax Auditing tab. Entry in this field is optional.
Use the
Vendor lookup to select the
vendor from whom the voucher item was originally purchased if it is different than the
vendor that you are paying (entered in the
Vendor field at the top of this form). For example, if you are entering a voucher for a charge card
vendor, you can enter a line item for each individual charge (purchase) and associate each charge with the originating
vendor.
You can select active or inactive
vendors, but not dormant
vendors.
If you use multiple companies, you can select only
vendors who are approved for use for processing for the active company. (The
Approved for use in processing company xx setting is on the Vendor tab in the
Firms hub.)
|
| Amount
|
If you do not use the Tax Auditing feature, enter the amount of the voucher line item. This amount will be charged to the
project,
task, and
account combination that you enter on this line.
If you use the Tax Auditing feature (the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab, the
Amount field prefills with the sum of the amounts from the
Net Amount field and the Total Tax Amount field. This is the total amount for the voucher item.
If you change the amount in the
Amount field, the amounts in the
Net Amount and
Total Tax Amount fields are recalculated automatically.
|
| Exchange Override Rate
|
If you use multiple currencies, you can use this field to override the exchange rate for a single line item.
DPS stores each transaction amount that you enter in the currency that you selected on the New File dialog box.
DPS also stores the amount in the functional currency of the company that owns (via organization structure) the project, phase, or task charged for the transaction. If the transaction currency and functional currency differ,
DPS uses the daily exchange rates that you establish in Settings to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field.
|
| Payment Amount
|
This is the amount to be paid for the line item. This prefills with the amount from the
Amount field.
If you use multiple currencies, the account that is specified for the bank code determines the payment currency for the transaction. (You specify the account's currency when you set up the account in
.)
|
| Suppress Bill
|
Select this check box to suppress billing on an expense. The amount on each detail line is costed to the general ledger only (and does not become a billable transaction). If you select this option, then the expense does not flow through to the Billing application.
|
| Purchase Order
|
If the voucher is created from a purchase order, then this field displays the purchase order number. Otherwise, this field remains blank.
|
| Document
|
Use this field to associate one or more documents with the voucher. A
 Document Uploaded icon displays to indicate that a document is uploaded and associated.
|
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