A/P Vouchers Fields

After you open an A/P vouchers transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The grid fields represent individual transaction line items.

Fields

Field	Description
Vendor	Enter the vendor number, or click and use the Vendor lookup to select a vendor number. If you are using the Multicompany feature, the list of vendors available in the lookup is limited to those who have accounting data specified in the active company.
Invoice Date	Enter the date for the invoice, or click to display the calendar lookup and then select the appropriate date. Vision uses this date to calculate the payment date if the vendor's payment terms specify that the vendor should be paid a specific number of days after the invoice date. For example, if most of your vendors will have payment terms of Next, you would enter Next as your default payment terms on the Accounts Payable tab of Configuration > Accounting > Company AP. Then, when you add vendors, the Payment Terms field on the Accounting tab of Vendor Info Center will, by default, display Next. This payment term setting will then fill in the Invoice Date field automatically. You can override the default value.
Invoice	Enter a unique number for the invoice.
Voucher Date	Enter the date for the voucher, or click and select the date from the calendar. This is the date on which a vendor's invoice becomes a voucher in Vision. It is used when you filter reports by date or process billings by date. In Billing, for example, when you enter a Bill Thru date under Transaction Detail on the Billing Session Options dialog box, Vision refers to Voucher Date. When you select dates from Time Frame for project or vendor reports, Vision also refers to the date of the voucher.
Voucher	Enter the number for the voucher. This field displays only if the Require entry of voucher numbers check box is selected on the Accounts Payable tab in Configuration > Accounting > System AP. If this check box is not selected, then voucher numbers are automatically assigned when you post vouchers. If you are using the Multicompany feature, voucher numbers must be unique across the enterprise. If you decide to enter voucher numbers manually rather than having Vision generate them automatically, you must specify a valid range of voucher numbers for each company on the Accounts Payable Tab of Company AP Configuration.
Payment	From the drop-down list, select one of the following payment terms for the voucher: Next — Payment for the voucher will be processed with the next check processing run. Hold — Payment for the voucher will be on hold until you manually modify the payment terms. PWP (Pay When Paid) — Payment for the voucher will be processed with the check processing run immediately following your company's full receipt of payment (from the client) for the jobs associated with the vouchers. Date — Payment for the voucher will be processed on the date that you enter in the field to the right of the Payment field.
A/P Liability	Select the type of accounts payable liability account for the voucher such as trade, consultant, or employee.
Bank	Enter the bank code that will be used for this voucher file. To see a list of the bank codes entered in your database, click the drop-down arrow in this field. If you use the Multicurrency feature, the account specified via the bank code determines the payment currency for the transaction. (You specify the account's currency when you set up the account in the Chart of Accounts Info Center.)
Address	From the drop-down list, select the vendor's address. If there is a primary address designated for the vendor, this field prefills with that primary address. If there is no primary address designated for a vendor, but there are addresses entered for the vendor, this field prefills with the first address that is entered for the vendor.
Diary	This field displays only if you have set up a diary in Accounting System Settings Configuration for the fiscal period or fiscal year in which you are entering transactions. 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 an accounts payable payment processing 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 Transaction Auto Numbering tab in Accounting System Settings that have the same fiscal period or fiscal year in which you are entering transactions, or no fiscal period or year entered for them. If you have multiple companies, the Diary 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.
Diary Number	This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted. The next number to use for a diary is specified in the Next Diary Number field on the Transaction Auto Numbering Tab of Accounting System Settings.
Status	This field displays only if you selected the Enable transaction center approval check box on the Transaction Center Approvals tab in Configuration > Accounting > Company Settings, and you enabled the approval feature for employee expense transactions. This field displays the current status of the transaction file.
Approved By	This field displays only if you selected the Enable transaction center approval check box on the Transaction Center Approvals tab in Configuration > Accounting > Company Settings, and you enabled the approval feature for employee expense transactions. If the transaction file has been approved, then this field displays the employee who approved it.

A/P Vouchers Grid Toolbar Options

Field	Description
Insert	Click this icon to insert a row into the A/P vouchers grid, and enter a voucher line item in the row.
Copy	To create a new A/P voucher line item, select an existing line item in the grid and then click this icon to copy the information in that row into a new row. Then you can edit the information in the new row.
Delete	To delete an A/P voucher line item from a voucher, select the row in the grid that you want to delete and then click this icon.

A/P Vouchers Grid Fields

Enter each voucher line item in a separate row in the grid.

Field	Description
Description	Enter a description for the line item. Voucher descriptions display on invoices, Accounts Payable reports, and General Ledger reports.
Project	Perform one of the following actions to enter the project number: In the Project field, enter all or part of the project number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the project from the list. Click to display the lookup and select the project record.
Phase	Perform one of the following actions to enter the phase number: In the Phase field, enter all or part of the phase number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the phase from the list. Click to display the lookup and select the phase record.
Task	Perform one of the following actions to enter the task number: In the Task field, enter all or part of the task number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the task from the list. Click to display the lookup and select the task record.
Expense Code	This field displays in the A/P vouchers grid only if the expense code feature is enabled in Configuration > Accounting > System AP. The vendor's default expense code automatically displays in this field after the project, phase, and task have been selected for the voucher, but the field remains blank if an expense code value was not set up for the vendor on the Accounting tab of the Vendor Info Center. The field is required only if the Enable expense codes option is configured to require expense codes for all project charge types or for projects with a regular charge type. To select an expense code or to modify the default code, click the field's drop-down arrow.
Account	Enter a general ledger account number for the voucher line item. The project type and account number must be compatible. If the voucher is for a regular project, enter a reimbursable or direct account. If the voucher is for an overhead project, enter an indirect account. Perform one of the following actions to enter the account number in this field: In the Account field, enter all or part of the account number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the correct account from the list. Click to display the lookup and select the account record. If you use the Multicurrency feature and a currency has been specified for this account (on the General tab of the Accounts Info Center), the account is a foreign denominated account. All transactions affecting a foreign denominated account must be in the same currency. If you use the Multicompany feature, 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 Configuration > Accounting > Company Settings. 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 Vendor Info Center 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 A/P 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 in Configuration > Accounting > Company Settings. 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 A/P voucher. If there is a default tax code entered for a vendor on the Accounting tab in the Vendor Info Center, 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 Vendor Info Center 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 A/P 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 Accounting tab in the Vendor Info Center, 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 A/P 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 A/P Transactions check box is selected on the Tax Auditing tab in Configuration > Accounting > Company Settings.
Originating Vendor	This field displays only if you selected the Enable Originating Vendor for Employee Expenses and A/P Vouchers check box on the Tax Auditing tab in Configuration > Accounting > Company Settings. Entry in this field is optional. Click in this field to display the Search icon. Then click the icon to open the Vendor Lookup. 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 the Multicompany feature, 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 Accounting tab in the Vendor Info Center.)
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 in Configuration > Accounting > Company Settings), 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 the Multicurrency feature, you can use this field to override the exchange rate for a single line item. Vision stores each transaction amount that you enter in the currency that you selected on the New File dialog box. Vision 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, Vision uses the daily exchange rates that you establish in Configuration 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 the Multicurrency feature, 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 the Chart of Accounts Info Center.)
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.

Display Fields

The fields below the A/P vouchers grid display information from the grid row that you currently have selected. The fields are:

• Project
• Phase
• Task
• Client
• Account
• Originating Vendor, if you selected the Enable Originating Vendor for Employee Expenses and A/P Vouchers check box on the Tax Auditing tab in Configuration > Accounting > Company Settings
• Currency, if you use the Multicurrency feature
• Exchange Override, if you use the Multicurrency feature