Entering Vouchers using Two-Way Match Lesson


In this lesson you will learn how to enter vouchers using two-way match.


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 - 2 Way Match (Z8) link.

    Step 5
  6. Click the Add button.

    Step 6
  7. Enter the order number into the Order Number field. 

     

    For this lesson enter "344621".

    Step 7
  8. Click in the Supplier field.

    Step 8
  9. Enter the supplier's Address Book number into the Supplier field.  

     

    For this lesson enter "618656".

    Step 9
  10. Click in the Invoice Num. field.

    Step 10
  11. Enter the number printed on the supplier’s invoice into the Invoice Num. field. 

     

    For this lesson enter "ZH4268".

    Step 11
  12. Click in the Fund field.

    Step 12
  13. Enter the Fund Number from the purchase order into the Fund field.

     

    Note: If you enter more than one voucher, the system will default the date entered for the first voucher to all subsequent vouchers.   

     

    For this lesson enter "56650".

    Step 13
  14. Click the Form button.

    Step 14
  15. Click the Orders To Match menu.

    Step 15
  16. Click Find, if needed, to display a list of orders to match.

     

    Note: If no available orders display, type an asterisk (*) in the Fund field and click Find.

     

    Note: If no available orders display, it is possible that a voucher has already been created.  

     

    In this lesson we do not need to click Find.

    Step 16
  17. Choose one or more orders to match by clicking the check box next to it.

     

    Note: If the invoice pertains to multiple purchase orders, choose the line items for each purchase order.  

     

    For this lesson click the 344621 option.

    Step 17
  18. Click the OK button.

    Step 18
  19. Write down the system-assigned numbers in the Voucher Number and Batch header fields.

    Step 19
  20. Change the following fields in the QBE line, as needed, to reflect the vendors invoice:

     

    Note: Changes must be made on the original line, not on the blank line at the bottom.

     

    Quantity to Voucher – Type a quantity that matches the invoice quantity.

     

    Amount to Voucher – Type the unit price if the current price differs from the voucher.

     

    Note: The Amount or Quantity may exceed allowable tolerances, if tolerances are set up. If the system displays an "Amount Exceeds Tolerances" error, contact the Purchasing Manager to resolve the discrepancy.

    Step 20
  21. Change the following fields in the QBE line, as needed, to reflect the vendors invoice:

     

    Payment Terms – Type the appropriate payment term code.

     

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

     

    Note: 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.

     

    Payee NumberDO NOT CHANGE. Contact the Address Book representative at State Accounting for changes.

     

    Warrant Remark – Type a remark that will appear on the warrant.  

     

    In this lesson we are not going to make any changes to these fields.

    Step 21
  22. Click the OK button.

    Step 22
  23. Click the Cancel button. 

     

    Note: Follow the same steps to enter additional vouchers

    Step 23
  24. Click the Close button.

    Step 24

You have successfully completed this lesson.

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