Creating Vouchers or Adjustments Automatically

There are two ways to automatically generate vouchers or adjustments:

Configure the Auto Voucher feature for each vendor.
Use the Generate A/P Transactions form, as described here.

If you have set up multiple currencies for vendors, you can generate a voucher or voucher adjustment that has a currency other than the vendor default currency. For a voucher, the currency will match that of the purchase order(s) of the receipts for which the voucher is being generated. All purchase orders of receipts for a voucher much contain the same currency. For an adjustment, the currency will match that of the voucher being adjusted.

In the Additional Material tab, you set criteria to select the purchase orders and goods receiving notes (GRNs) referred to in the vendor's invoice.

The grid on the PO Selections tab contains all possible records for a vendor regardless of the Fixed Rate and Exchange Rate specifications, including non-inventory items. When a record is selected in this grid, any records that do not match the Fixed Rate and Exchange Rate specifications of the selected record are disabled. Any disabled records are re-enabled when either all records have been deselected, or when the collection gets refreshed.

Note: The G/L Acct grid field is informational only, and does not apply to the current transaction.

The Taxes tab is enabled only when the field Active for Purchasing is selected in the Tax Systems form for at least one tax system.

To automatically create vouchers or adjustments using the Generate A/P Transactions form:

Open the Generate A/P Transactions form.
To display receipts for purchase order lines:
1. Select the purchase order number that is on the vendor invoice for which you are creating a voucher or adjustment, or
2. Select the vendor whose invoice you are entering and then click Filter-In-Place.
  In the grid, vendor/currency combinations are displayed, so you can select one to work with. This determines the purchase orders for which receipts will be vouchered and also filters the other activities, such as PO Selection and Additional Material Selection.
3. Do one of the following:
  - To create a voucher for received purchase order lines, select the Voucher option.
  - To create an adjustment to an existing voucher for returned items, select the Adjustment option.
4. If you selected the Adjustment option, in the Voucher field, select the existing voucher number.
5. In the G/L Dist field, select a date or accept the default, which is the current date. The date is the record date of the accounts payable transaction.
6. To link the new voucher to a voucher pre-register, select the voucher pre-register number, and then select OK.
7. Select the Additional Material Selection tab.
8. To voucher purchase order lines:
  - Select the Generate from PO check box.
  - Select the range of purchase orders you want to use.
  - Select the lines/releases you want to use.
    Note: If the unit of measure of a purchase order line item was changed to something other than the original unit of measure listed on the Items form, the Generate A/P Transactions utility uses the original unit of measure to validate the data.
9. To voucher GRN lines:
  - Select the Generate from GRN check box.
  - Select the range of GRNs appearing in the invoice.
  - (Optional) Select the range of GRN line numbers appearing in the vendor's invoice.
  - (Optional) Select the range of purchase order numbers appearing in the vendor's invoice.
10. To voucher EDI invoices:
  Selecting the Generate from EDI Invoices check box clears any values currently in the Generate from PO and Generate from GRN fields of the Additional Material Selection tab and disables those fields.
  - Select the Generate from EDI Invoices check box. This field is disabled if the vendor is not set up for EDI transactions or if there are any pending transactions currently on the Material tab or the Taxes tab.
  - Select an invoice.
  - To include GRN lines, select the Received via GRN check box and select a GRN number in the GRN field.
  - Select Select Matching. Receipts for purchase order lines display in the browser on the Material tab.
Edit the lines to reconcile receipts with the vendor's invoice.

When you edit receipt lines, the amount in the Total field on the Material tab is automatically recalculated.
1. Delete any purchase order receipt lines or GRN lines in the Material tab that are not referred to in the vendor's invoice.
2. In the To Vch/Adj field, modify (as required) the number of units of each line item to include in the voucher, or accept the default value of the quantity received minus any quantity previously vouched for the purchase order line or GRN line.
3. Modify (as required) the unit cost of each line, or accept the default value.
Create pending tax transaction lines for the received purchase orders.

The Taxes tab is enabled when the Active for Purchasing check box is selected on the Tax Systems form for at least one tax system.

If the Taxes tab is disabled, you can enter tax amount(s) from the vendor's invoice, or other amounts as required, in the Sales Tax field(s) on the header.
1. Select the Taxes tab.
2. Select Generate Tax. The activity calculates the sales tax for each pending voucher line on the Material tab and creates a pending tax transaction line for each purchase order on which tax is owed. The activity displays the total of the line amounts in the Sales Tax field(s) on the Taxes tab and provides the option of copying the sum(s) to the header.
  
  Note: The label for the Sales Tax field is user-defined.
3. To add a tax amount that was not created in the generation process, create a new tax transaction line.
Enter payable amounts in the voucher header:
1. In the Material field on the header, enter the amount displayed in the Total field on the Material tab. Amounts in the two fields must be equal. The amount should be equal to what is specified on the vendor's invoice.
2. In the Freight and Misc Charges fields on the header, enter amounts from the vendor's invoice or as required.
3. If you have not already entered sales tax on the header, do so now. Sales Tax amount(s) on the header must equal the total(s) on the Taxes tab.
4. If you are creating a non-EDI voucher or adjustment, select the General tab and enter the required information.
To generate the voucher or adjustment, click Generate.

The new voucher number appears in a message when processing is complete.