Entering Vouchers Using Three-Way Match Lesson


In this lesson you will learn how to enter vouchers using three-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 with PO link.

    Step 5
  6. Click the Add button.

    Step 6
  7. Enter the purchase order number to be matched to the voucher into the Order Number field. 

     

    For this lesson enter "344620".

    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 "501243".

    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. 

     

    Note: Multiple invoice numbers can be entered (ex. invoice1, invoice2, invoice3, etc.) up to 25 characters. 

     

    For this lesson enter "ZH8624".

    Step 11
  12. Click in the Fund field.

    Step 12
  13. Enter the number of the fund responsible for the voucher into the Fund field. 

     

    For this lesson enter "56650".

    Step 13
  14. Click the Form button.

    Step 14
  15. Click the Receipts To Match menu.

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

     

    Note: If no available orders display, type an asterisk (*) in the Fund field and click Find. If no available receipts display, a voucher has already been created.  

     

    For this lesson we do not need to click Find.

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

     

    Click the 344620 option.

    Step 17
  18. Click the OK button.

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

    Step 19
  20. Change the following fields on the QBE, 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 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.

     

    G/L Class – Enter the appropriate offset code. Required for multi-funded 3-way match vouchers.

     

    Note: This field is required when the general ledger distribution for a portion of the voucher will go to a fund other than the fund listed in the voucher header. This action splits the accounts payable to multiple funds and prevents early cash movement among the funds.

    Step 20
  21. Change the following fields on the QBE, 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.

    Step 21
  22. Change the following fields on the QBE, as needed, to reflect the vendors invoice:

     

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

     

    Note: Changes to this field will create vendor payment problems

     

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

     

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

    Step 22
  23. Click the OK button.

    Step 23
  24. Click the Cancel button.   

     

    Note: Follow the same steps to enter additional vouchers or click Cancel to return to the Supplier Ledger Inquiry window.

    Step 24
  25. Click the Close button.

    Step 25

You have successfully completed this lesson.

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