This chapter contains these topics:
To create payment vouchers
To enter landed costs
To review and post journal entries that result from voucher transactions
To create preliminary vouchers
To review voucher information
Before you can pay a supplier for the goods and services you purchase, you must create a voucher that:
Indicates that the terms of a transaction have been met
Specifies the amount to pay to the supplier
Notifies the Accounts Payable system to cut a check
You can create a voucher interactively using an invoice. You use this method to verify that invoice information corresponds to your receipt records. For example, if a supplier bills you for 100.00 worth of goods, you must verify that you received 100.00 worth of goods. If you do not record receipt information, you must verify that invoice information corresponds to purchase order detail lines.
You can create vouchers in batch mode using only receipt information. You use this method when you have an agreement with your suppliers that your receipt records are sufficient for creating vouchers, and invoices are unnecessary. For example, if receipt records indicate that you received 100.00 worth of goods, the system creates a voucher for 100.00 worth of goods.
You might want to review the receipt records for which you must create vouchers. After you locate this information, you can enter landed costs (costs in excess of an item's purchase price) for the items you have received.
If you receive an invoice before you take receipt of the goods and services, you can create a preliminary voucher to account for the billing amount. After you receive the goods or services on the invoice, you can create a permanent voucher from the preliminary voucher.
Voucher processing includes the following tasks:
Reviewing open receipts
Entering landed costs
Creating vouchers using invoices
Creating multiple vouchers from receipt records
Working with journal entries for voucher transactions
Logging invoices prior to receiving goods
Printing voucher information
The following is a summary of the primary files created/updated and the journal entries made during the voucher process, with the AAI's that drive these journal entries.
Match Voucher to Open Receipt (P4314)
At Match Voucher to Open Receipt, the system updates or creates records in the following files:
F0411 (Accounts Payable Ledger) - Voucher created (usually PV document type)
F0911 (Account Ledger) - Journal entries created
F43121 (P.O. Receiver File)
Match Type 2 record written at Voucher Match
Match Type 1 record changes from open to paid (for amount vouchered)
F4311 (P.O. Detail) - Record created for any added lines at Voucher Match
F4111 (Item Ledger File)
Payment variance (PV) document type may be created to account for the difference between and item's receipt cost and invoice cost, depending on the item's inventory cost method
F4105 (Item Cost File) - Average cost updated if invoice cost differs from receipt cost
The following journal entries are created in the F0911:
| Driven by | Debit | Credit |
|---|---|---|
| AAI 4320 | RNV | |
| PCAAI | A/P Trade Account |
Other journal entries might also be created depending on specific variables that relate to the purchase order, including taxes and landed costs, exchange rate variances (if you operate in a multi-currency environment), and variables that relate specifically to stock items, such as variances between the receipt and invoice costs.
The credit to A/P trade (PCAAI) is not created at Voucher Match; instead, it's created by the Post General Ledger program (P09870) when you run it over the batch.
Non- Stock Purchasing: 2- Way Match
Receive and Voucher P.O. (P4314)
At Receipt and Voucher P.O., the following files are created/updated:
F4311 (P.O. Detail) - order line gets closed (status codes, received and open quantities and amount fields updated.)
F43121 (P.O. Receiver File) - Match Type 2 record created
F0411 (Accounts Payable Ledger) - Voucher created (usually PV document type)
F0911 (Account Ledger) - Journal entries created
The following Journal Entries are created:
| Driven By | Debit | Credit |
|---|---|---|
| AAI 4315 or acct. # | Non-Stock or Expense Account | |
| PCAAI | A/P Trade Account |
The debit to the account in AAI 4315 is created when you perform the match; however, the credit to A/P trade (PCAAI) is not created until you run the Post General Ledger program (P09870) over the batch. Other journal entries might also be created depending on specific variables that relate to the purchase order, such as taxes.
Non-Stock Purchasing: 3-Way Match
Match Voucher to Open Receipt (P4314)
At Match Voucher to Open Receipt, the system creates or updates the following files:
F0411 (Accounts Payable Ledger) - Voucher created (usually PV document type)
F0911 (Account Ledger) - Journal entries created
F43121 (P.O. Receiver File)
Match Type 2 record written at Voucher Match
Match Type 1 record changes from open to paid (for amount vouchered)
F4311 (P.O. Detail) - Record created for any added lines at Voucher Match
The following Journal entries are created:
| Driven By | Debit | Credit |
|---|---|---|
| AAI 4320 | RNV | |
| PCAAI | A/P Trade Account |
Other journal entries might also be created depending on specific variables that relate to the purchase order, including taxes and landed costs, cost variances between the receipt cost and the invoice cost, and exchange rate variances (if you operate in a multi-currency environment).
The credit to A/P trade (PCAAI) is not created at Voucher Match; instead, it's created by the Post General Ledger program (P09870) when you run it over the batch.
If you perform a 3-way match on order lines that have a line type with an inventory interface of A or B (usually lines types of J and B, respectively), you can define whether cost variances and exchange rate variances are booked back to the expense account on the order line or to the AAI variance accounts (as defined in AAIs 4330 and 4340). You define this information in the Order Lines Types video (P40205).
See Also:
Chapter 11, "Overview to Receipt Processing" for more information about recording receipt information.