Manual Voucher/Check Entry

(ManualCheck.exe) Similar to the Manual Voucher Entry Program, except that a Check Number and a Check Date are created. When closing, the program will ask if you want to Post Check. Also, under Tools, may Post Check.

The Accounts Payable Group will only be able to change voucher information relating to the invoice. As a user, you may be assigned to one or both of these groups, as determined in the Assign Users to Groups application in System Maintenance. There are two screens, Invoice Header and Invoice Detail. In the Invoice Header screen, you will be able to create a voucher.

Creating a Voucher

In the Invoice Header screen, select File then New from the application's main menu key, CTRL+N, or the New icon. A Check Number will fill in. When using an EFT, in the Check Number field press F3 to display the new EFT No. There is a System Option, Default for Manual Check, in the AP module, which determines if this opens as an EFT or check. The Entity and Bank Account will display and may be changed if necessary. The user will be asked to enter a valid Vendor ID, and then select the correct Remit if there are multiple Remits, and enter the Invoice Number. There is a System Option, called No Of Days To Validate Invoice Date, under the Accounts Payable module, which will allow the user to enter a number in which the system will use to calculate by greater than the invoice date and if it falls outside this range a popup screen will display to alert the user of this. Another System Option, No Of Days To Validate Invoice Date Back, is used to enter the number of days back that the system will use to validate. If older than that date a popup screen will appear. These System Options will also be used with the Check Date. Enter the Check Date. Enter a Ref PO Number if necessary. Enter Total Amount of the Invoice and any Freight, Tax, Miscellaneous charges, Hazmat or Fuel Surcharges if applicable. May choose to Not Accrue Tax. After which you can save or click on the Detail tab.

Voucher Detail

In the Invoice Detail screen, you will see some of the header information for the voucher and. The header information includes the Voucher Number and the Gross, Net, Detail and Balance of the Invoice. Make sure that the total corresponds to what you have on the paper invoice. The first step is to select the New icon, File then New or CTRL+N to enter a line. Then, enter the Account Number and Profile ID if applicable. Enter the Line Total. When complete Save to add the line to the grid If there are Vat Codes and Vat Amount they may be entered as well as Stat Attachments if necessary. To access the Stat Attached field press the F10 button, which will open the Voucher Statistics screen.. To enter a Memo, use the Edit icon which when accessed will display the Memo button. If the user wishes to access multiple entities there is a System Option, Multiple Entities On Manual Vouchers, in the Accounts Payable module which may be set.

In the Tools Menu the user may access:

Process Voucher or F4 – user may manually process the voucher.

Manual Distribution or CTRL+D – for manual distribution of charges.

Special Procedures – opens a Voucher Options box, which allows the user to choose one of 4 options, and then click OK.

Reopen Voucher – a Confirm box will appear to verify that you wish to reopen the voucher.

Post Checks – the user may post checks, upon selection a progress bar will display until complete. There is also an icon on the Toolbar with an arrow contained in a square that will also access this process.