Enter Multiple Supplier - Payment Vouchers at One Time Lesson


In this lesson you will learn how to enter multiple supplier payment vouchers at one time. 


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 Multiple Vendor Payment Entry link.

    Step 5
  6. Click the Add button.

    Step 6
  7. Write down the batch number found in the header for future reference.

    Step 7
  8. Invoice Date – Type the date of the invoice. 

     

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

    Step 8
  9. Press [Tab].

    Step 9
  10. G/L Date – Type the current date. 

     

    For this lesson enter "12/3/09" into the G/L Date field.

    Step 10
  11. Click in the Payment Terms field.

    Step 11
  12. Payment Terms – Due Upon Receipt

     

    Note: You would type 000 for refunds, otherwise you would enter the terms for the particular vendors.

     

    Note: If left blank, due dates will be calculated based on the supplier's payment terms as defined in the Address Book and from invoice dates entered in the grid. 

     

    Use the Visual Assist button if necessary.   

     

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

    Step 12
  13. Select the correct Payment Term.  Click the 000 option.

    Step 13
  14. Click the Select button.

    Step 14
  15. Click in the Invoice Number field.

     

    Note: The warrant will print with one line per detail line.

    Step 15
  16. Invoice Number – Type the supplier’s invoice number.  

     

    Enter "951753" into the Invoice Number field.

    Step 16
  17. Press [Tab].

    Step 17
  18. Invoice Amount – Type the gross amount printed on the invoice.

     

    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" into the Invoice Amount field.

    Step 18
  19. Press [Tab].

    Step 19
  20. Supplier – Type the supplier's Address Book number.

     

    Warning: If you change the supplier number after you have entered data in the explanation field you must delete the lines in the grid that you have already input and reenter them. If these steps are not followed it will appear that the supplier number changed but the original supplier will be paid.  

     

    Enter "1758957" into the Supplier field.

    Step 20
  21. Press [Tab].

    Step 21
  22. Account Number – Type the G/L account number to be charged.  

     

    Enter "65025009.471100" into the Account Number field.

    Step 22
  23. Press [Tab].

    Step 23
  24. Remark – Type a brief description of the multi-voucher payment.

     

    Note: The remark will be printed on the warrant, up to 30 characters, so this field can be used to provide additional information to the payee.

     

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

     

    Enter "TRAINING EXAMPLE" into the Remark field.

    Step 24
  25. Subledger – Type a number for the entity associated with the expense, if needed. For example, type the Address Book number of an employee.

     

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

     

    Invoice Date – Defaults from Header, but can be overwritten.

     

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

     

    Note: You will need to scroll to the right to complete these fields.  In this lesson we are not going to complete these fields.

    Step 25
  26. Press the down arrow on the keyboard to add additional vouchers.  

     

    In this lesson we are not going to add any additional vouchers.

    Step 26
  27. Click the OK button.

    Step 27
  28. Click the OK button to accept the multiple vouchers and clear the Multi-Voucher Entry window..

    Step 28
  29. Click the Cancel button.

    Step 29
  30. The batch number displays in the Batch Number header field.

    Step 30
  31. Click the Close button.

    Step 31

You have successfully completed this lesson.

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