Enter a Voucher without Purchase Order for Discount Lesson


In this lesson you will learn how to enter a voucher without a purchase order for discount.


Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Accounts Payable link.

    Step 2
  3. Click the Voucher Processing link.

    Step 3
  4. Click the Voucher Entry link.

    Step 4
  5. Click the Voucher Entry without PO link.

    Step 5
  6. Click the Add button.

    Step 6
  7. Supplier Number – Type the supplier's Address Book number. 

     

    Enter "1758957" into the Supplier Number field.

    Step 7
  8. Click in the Invoice Number field.

    Step 8
  9. Invoice Number – Type the supplier's invoice number. 

     

    Enter "978654321" into the Invoice Number field.

    Step 9
  10. Click in the Payment Terms field.

    Step 10
  11. Payment Terms – Type the appropriate discount code (for example, 002 – 2%, 10 net 30). 

     

    Use the Visual Assist tool if necessary. 

     

    In this lesson we are going to use the Visual Assist tool.  Click the Visual Assist button.

    Step 11
  12. Select the appropriate type.  In this lesson click the 002 option.

    Step 12
  13. Click the Select button.

    Step 13
  14. Click in the Invoice Date field.

    Step 14
  15. Invoice Date – Type the date printed on the invoice. 

     

    Enter "12/1/09" into the Invoice Date field.

    Step 15
  16. Click in the G/L Date field.

    Step 16
  17. G/L Date – Type the current date.

     

    Note: The GL date must always be in the current or future Period (month). In the case of an IBT the posting date refers to when the transaction becomes eligible for payment depending on the payment terms entered. 

     

    For this lesson enter "12/2/09" into the G/L Date field.

    Step 17
  18. Remark – Any information a supplier may need to properly credit the payment. This information will appear on the warrant or as transmitted data.

     

    Note: Entering the agency name and phone number in the Remark field is recommended.  

     

    For this lesson we are going to leave this field blank.

    Step 18
  19. Click in the Account Number field.

    Step 19
  20. Account Number – Type the G/L account number to be charged for the expense.

     

    Note: A default Account Number may have been set up in the supplier's Address Book record. 

     

    Enter "65025009.471100"n into the Account Number field.

    Step 20
  21. Press [Tab].

    Step 21
  22. Amount – Type the amount of the pay item.

     

    Note: For Credit Memos, enter the amount as a negative amount.

     

    Note: To record Nebraska State Income Tax, enter amount as a negative, using account 76550.2114XX, where XX is the Agency Number.

     

    Note: Split the amount between different detail lines/account numbers, as needed. 

     

    Enter "10.00"n into the Amount field.

    Step 22
  23. Press [Tab].

    Step 23
  24. Explanation – Type a brief remark describing the reason for the payment.

     

    Note: The vendor will see only detail from the header. Information entered here will appear only on Agency reports. If nothing is entered, Remark from the header will default into this field. 

     

    Enter "TRAINING EXAMPLE" into the Explanation field.

    Step 24
  25. Discount Due Date - defaults based on payment terms and invoice date If the voucher does not have a discount, when updating the due date, the discount due date must also be updated to the same date as the due date.

     

    Due Date - defaults based on payment terms and invoice date.

     

    Note: DO NOT CHANGE the Discount Due Date or the Due Date. If either field needs to be changed, please follow the work instructions for Special Handling a Voucher.

    Step 25
  26. Additional fields which may be  completed:

     

    Sub Type – If you typed a Subledger number, type the code that describes the Subledger. For example, type A (Address Book).

     

    Subledger – Type a number for the entity associated with the expense, if needed. For example, type the Address Book number of an employee.

     

    Tag Number - optional. Enter the Tag Number if this voucher is for a Fixed Asset.

     

    Unit - Optional. However, hours must be entered if paying for personal services contracts.

     

    UM – optional. Identifies the unit of measurement. If a unit amount is entered, this field must also have an entry. 

     

    Note: You would need to scroll to the right to complete these fields.  

     

    In this lesson we are not going to update any of these fields. 

    Step 26
  27. Press the Down Arrow key on your keyboard.

    Step 27
  28. The Amount and Disc fields will at the bottom of the window will automatically complete.  Review these fields. 

     

    Note: The system calculates the discounted amount based on the Payment Terms code you entered in the header and the dollar amount you entered for each detail lines. The discount will be calculated, but it will only be taken if the payment is made by the discount due date. This will not calculate until the cursor is moved to the next line.

    Step 28
  29. Click the OK button.

    Step 29
  30. Write down the batch and previous document (voucher) number.

    Step 30
  31. Click the Cancel button.

    Step 31
  32. Click the Close button.

    Step 32

You have successfully completed this lesson.

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