Understanding Voucher Matching

To match a voucher, you must locate the subcontract record that corresponds to the progress payment that you want to make. The system creates a voucher interactively when you match the record to a payment.

You can match order detail lines to invoices to create vouchers. For example, if a subcontractor sends you an invoice for 100.00, you must locate and match the order detail lines that contain the corresponding 100.00 worth of services.

Note: You can select multiple order detail lines to match on a single voucher.

You must purchase against account numbers to enter new detail lines during the voucher match process. You cannot add stock-based order detail lines during the voucher match process.

When you try to create a voucher against an order line for which a receipt is required, you receive an error message.

When you try to create a voucher against an order that has a payment hold, any of these results might occur:

• You receive a soft warning, which indicates an outstanding log warning.

  You can enter and process payments as usual.

• The new payments automatically have a pay status of H, which indicates that the contract hold code automatically holds payments against an order.

  You must manually change each voucher to approved pay status.

• The system does not allow you to enter a payment voucher, which indicates that the vendor hold code for the supplier is set to not allow any payments.

• You cannot enter payment vouchers until the hold is removed.

You can also enter a specific tax amount for each receipt record on the Voucher Match form. If you enter a tax amount, you must also enter the tax rate/area and an explanation for the tax.

To account for variances in the exchange rate, you can set up AAIs. If you enter a new exchange rate during the voucher match process, the system creates journal entries to account for the variance between costs incurred at the old exchange rate and costs incurred at the new exchange rate.