Entering Registered Vouchers

Generally, the practice of registering a voucher is required for goods or services that are purchased without generating a purchase order, in which case payment authorization is required. In the case of a good or services that are VAT-applicable, for example, you may need to report the VAT amounts on the correct month's VAT report before you receive distribution line information. Registered vouchers enable you to do this.

You register a voucher in the system when it is received, not when the account distribution is known. You record it against a suspense account for tracking purposes and send it to the approval officer. When accounting entries for the registered voucher have been generated and posted, the accounting transactions are created. By registering the voucher, you post the payables accrual, any tax, and any other nonmerchandise charges as early as possible in the processing cycle.

When the approval officer has authorized the voucher and provided you with the ChartFields, you unpost the voucher and use the Complete Register Voucher component (VCHR_CMPL_UNPST_LC) to enter the correct voucher costing details. The system generates entries to reverse the suspense account and to charge the appropriate expense account.

You must define a Voucher Registration suspense account on the Accounting Entry Template page.

See Accounting Entry Template Page.

To create a registered voucher:

1. Select Register Voucher as the voucher style on the add search page for the Voucher component and click Add.

2. Enter the appropriate information for the registered voucher.

   The Account field on the distribution lines is prepopulated with the Voucher Registration suspense account from the accounting entry template. You can override this value.

   Note: If you are creating a registered a voucher for a supplier that requires matching, you must disable matching on the Voucher Attributes page.

   Note: The VAT declaration point for a registered voucher is usually at Invoice. Acctg Date (accounting date) is also appropriate to use for the VAT declaration point.

3. Save the voucher.

4. Use the on-demand or batch processing functionality to process the registered voucher.

   • Select to run the Voucher Post or Journal Generator process on demand from the Action field.

   • Click Yes at the prompt to run the process in the active window.

   • Click No to run the process in the background; a new window appears when the process is complete.

   • Post the voucher using the Voucher Posting batch process.

Use the UnPost Voucher page (VCHR_UNPST1) to view a listing of registered vouchers for unposting.

Unpost applicable register vouchers to reverse the entry against the suspense account.

Navigation:

Accounts Payable > Vouchers > Maintain > UnPost Voucher > UnPost Voucher

Once the authorization officer returns the authorized registered voucher with the correct ChartField distribution, you must unpost the registered voucher to reverse the entry against the suspense account.

Enter Register Voucher on the add search page to select only registered vouchers for unposting.

To access the Registered Voucher Listing page, use the navigation: Accounts Payable > Reports > Vouchers > Registered Voucher > Registered Voucher Listing

To complete a registered voucher:

1. Access the Complete Register Voucher - Invoice Information page for the registered voucher (Accounts Payable, Vouchers, Add/Update, Complete Register Voucher, Invoice Information).

   Only registered vouchers that have been unposted are available for selection.

2. Update the distribution lines to record account distribution as it has been approved on the invoice.

   Because the registered voucher has been unposted, you can modify any other appropriate fields on the voucher as well, using this and the remaining pages in the Complete Register Voucher component. These pages are essentially the same as those in the Voucher component.

   Note: If the registered voucher has been payment-posted, any updates that you make to distribution lines may result in incorrect payment accounting entries. Verify the accounting entries that were created during the Payment Posting Application Engine process (AP_PSTPYMNT) and correct them with a journal entry, if necessary.

3. Save the voucher.

To access the Complete Register Voucher - Invoice Information Page, use the navigation: Accounts Payable > Vouchers > Add/Update > Complete Register Voucher > Invoice Information