Manual Voucher Entry Program

(ManVouch.exe) This program will allow the Accounts Payable Department to create vouchers manually in order to match orders in the system so that the invoices can be paid.

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 Voucher Header screen, select File then New from the application's main menu key, CTRL+N, or press the New icon. The Entity and Bank Account will display and may be changed using the drop down. Enter a valid Vendor ID, and then select the correct Remit ID if there are multiple Remits. Pressing F9 while in the Remit field will access the field will access the Remit Name lookup. Enter the Project No. if necessary. This will append the Project No. to the Project Master File. Check No and Check Date will display if created.

Default Remit should appear first based on designation in the Remit Master File. Then enter the invoice number. The Terms will display and may be changed using the drop down. The Vendor Account Number will display. If a Scanned Invoice is associated with this voucher the box may be checked. There is a Scanned Invoice check box to indicate if there is a scanned invoice associated with this voucher. May be checked after scanning the invoice. Click on the Check Memo button, (appears as a check mark with the word memo), to add any comments that you want to print on the check. Click on the Memo, (an open book with the word memo), to add any other relevant information. This is an Add Only memo.

A Purchase Order Reference number may be entered in the Ref PO Number field. Invoice Date displays the current date. 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. Due Date and Discount Date will display based on Terms Code Master File information. Discount %, Discount Amount, Freight Amount, Miscellaneous Charge, and Tax may be entered. There are boxes to check to OverRide Calculated Discounts and Do Not Accrue Tax. Then enter the Total Amount for Invoice and the Net Amount for Invoice will be calculated. After which you can save or click on the Detail tab. If the Remit ID drop down appears in red letters it has been checked as a 1099 Active vendor in the Remit Master File. If this voucher has a Remit To in which the Remit Vendor has been designated as a 1099 vendor, a Select 1099 Information box appears if you have selected either the 1099 Misc tab or the 1099 INT tab, and/or selected more than one Box Description under either of these tabs. The user may then choose the proper designation and then press the Okay button. May only set one designation per voucher. The percentage of tax charged will be displayed to the left of the Total Tax.

A voucher may be cancelled after creation by clicking on the Delete icon, File then Delete in the Application menu, or CTRL+Del, and a Pop Up Memo Editor screen appears to enter a memo relating to the cancellation.

Voucher Detail

In this screen, you will see some of the header information for the voucher. The header information includes the Voucher Number and the Gross, Net and Balance Amounts. Make sure that the total corresponds to what you have on the paper invoice. Click the New icon, File then New in the Applications menu or CTRL+N to create a new line.
The Entity will display or may be changed by using the drop down. The Account Number may be entered or use the lookup to select. When entered, the Account Name – Sub Account Name will display. The Line Total may be added. The user may assign a Default Account Number by using the System Option, Use Default AcctNo, under the Accounts Payable module. If utilized a section will appear in the Remit Master File, Defaults for Manual Vouchers where an Entity may be selected using the drop down and an Account Number may be entered or selected by using the lookup.

The system can pad a Department and Sub Account number with a preceding character during the Account Number entry and will display to the left of the Department and Sub Account fields. This is controlled by the System Option, Use Account No Padding, in the System module. It will also require setting other System Options in the System module:

Account No Padding Character - Character to Pad with.

Department Padding Size – Size of Department to Pad with.

Sub Account Padding Size – Size of the Sub Account to Pad with.

A Profile Id may be entered. Enter a VAT Code if applicable. The VAT Amount will display. When complete press enter to add the line below. If you are using 1099 vendors, as checked in the Remit Master File, a second column will appear in the grid as D (this corresponds to Deselect item). This will allow the user to mark the line with a D, by clicking on the box on the line to deselect that item from being added to the 1099 amount.

In the Tools Menu you may access:

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

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.

Add/Edit Remit Voucher

Toggle Pages or F6 – allows the user to toggle between Header and Detail tabs.

Duplicate Invoice Check – allows system to check for duplicate invoices with a warning screen to display.

Edit Header Memo – allows user to edit the header memo.

There is a System Option, Immediate Pay Skip Selection, under the Accounts Payable module, which when set and the user selects the voucher for Pay on the Next Check Run under Special Procedures/Voucher Options, the pay code will be set so that this voucher skips the Select Voucher for Payment process and becomes part of the next check run.

There is a System Option, Allow Duplicate Invoice Check Manual, under Accounts Payable module, which when set to Y (Yes) would allow a duplicate invoice number to be used. This would be utilized in the Tools menu, Duplicate Invoice check or F7 and the Invoice Number field will display in green.

There is a System Option, Multiple Entities on Manual Vouchers, under Accounts Payble module, which when set to Y (Yes) will allow the use of multiple entities in Manual Voucher Entry. The user will then need to build the Inter Company Account table. Without the table being built the program will not work.

There is a System Option, Multi Entity Default Acct, under the Accounts Payable module, when set to Y (Yes), will allow use of the Default Account number even if the Entity in the Remit Master File does not match the Entity on the voucher.