This chapter contains these topics:
To understand the other voucher entry methods and when to use them
Not all of your vouchers are typical standard or speed vouchers. You might need to enter a voucher to pay an employee for a travel advance, or you might need to enter several vouchers at the same time for one supplier.
Working with other voucher entry methods consists of:
Working with logged vouchers
Working with recurring vouchers
Entering prepaid vouchers
Entering vouchers for multiple companies
Entering multiple vouchers for suppliers
These programs may be found on Menu G04111.
You might have many suppliers with different payment expectations. Depending on the supplier, you might need to enter a voucher with limited information for many internal companies, or set up a voucher that is the same amount every month.
If you do not know which G/L account to distribute a voucher to, you can enter a logged (preliminary) voucher. This is useful if you want to quickly enter a voucher when you receive the supplier's invoice so that you can maintain accurate accounts payable information.
When you enter a logged voucher, the system distributes the total amount of the voucher to a G/L suspense account. Later, you review and redistribute the voucher to the correct G/L accounts.
To view those vouchers assigned to a suspense account, print the Voucher Detail report. This report shows transaction totals from the A/P Ledger table.
You can enter a recurring voucher for a supplier who sends you invoices for the same amount on a regular basis. This voucher entry method is ideal for lease and rent payments.
You specify the frequency and the number of payments when you enter the original voucher.
When a supplier requires you to pay for goods or services before they submit an invoice, enter a prepaid voucher. You can enter prepaid vouchers to:
Pay employee expenses or travel advances
Pay deposits on services to be rendered
Take advantage of discounts
Prepaid vouchers are created with two pay items: one pay item with a positive amount and pay status of A, for approved, and one pay item with a negative amount and pay status of H for hold.
With this method, you can enter a voucher and produce a payment in the next automatic payment run or produce a manual payment immediately by paying the positive pay item. Later, when you receive the actual invoice and create a new voucher for the invoice, the system reduces the payment to the supplier by netting the amount of the negative pay item against the new voucher.