1. Accounts Payable Implementation Guide
  2. Understanding Standard Vouchers

Understanding Standard Vouchers

After you receive a supplier's invoice, you must create a voucher before you can issue payment. You create a voucher by entering information from the supplier's invoice. You can also enter information about how you will process the voucher for payment, or you can allow this information to be supplied automatically from the supplier record.

The Standard Voucher Entry program (P0411) provides the most features and flexibility to enter vouchers for your suppliers' invoices. You can use standard voucher entry to add, change, delete, or void vouchers.

To enter a voucher using the Standard Voucher Entry program, you perform these tasks:

  • Enter voucher information

  • Enter general ledger information

When you enter general ledger information, you typically enter a debit to an expense account. When you post the voucher, the system creates an offset to a liability account.

When you finish creating a voucher, the system displays the assigned document type and document number. You can use this information to locate and review the voucher.

The system assigns a batch type of V for vouchers. When you create a voucher, the system marks it as unposted and adds the general ledger information to the Account Ledger table (F0911) and the voucher information to the Accounts Payable Ledger table (F0411). When you post the voucher, the system updates the Account Balances table (F0902) and marks the voucher as posted in the Account Ledger and Accounts Payable Ledger tables. The system also creates the offset to the liability account designated in the automatic accounting instructions (AAIs).

A supplier record must exist in the Address Book Master (F0101) and Supplier Master (F0401) tables before you can enter a voucher. Typically, you create a supplier record first, and then you enter the voucher. However, you can create a supplier record at the time you enter the voucher. To do so, select Address Book from the Form menu on the Enter Voucher - Payment Information form, and then follow the steps to enter a supplier record.