Enter a Voucher (i.e. Enter a Vendor's Invoice)

When you receive an invoice from your Vendor, the AP Voucher is the tool we use to record the payable and get it into the queue for payment.  Vouchers are used to reconcile invoices from Purchase Order receipts as well as to record direct expenses.

Go to Accounts Payable ➤ Vouchers.

Navigate to the Voucher window

2. Create a New Voucher.

2.1. Enter a Vendor Invoice for Inventory (Purchase Order) items...

  1. Vendor: in this section you will enter the Vendor Name. Vendor Code is optional and the Address will auto-populate.
  2. Voucher Information: All fields in this section are mandatory except Discount Available and Discount Date.
  • You should Voucher and apply the entire amount of the Vendor Invoice even if you do not intend on paying it in full immediately. You have an option to make a full or partial payment at a later step in the AP process. You will also choose whether to take AP Discounts at a later time.
  • If you have established discount terms with the Vendor, the discount date and discount amount will calculate automatically.  Otherwise, they can be left blank (no discount) or updated manually.

3.  Control: By default the Ready to Post box will be checked. If you want to narrow down the line items in the bottom section you can enter Our PO ID here - this will bring up a list of all outstanding PO's. If you need to send this Vendor an IRS Form 1099 at the end of the tax year then check the 1099 box.

The Payment Type allows you to indicate if the voucher will be paid on terms (AP, Open or AP, Mark to Pay) or wil be settled immediately - as part of this voucher entry process - via another payment method such a company credit card, ACH, etc.

4.  PO Line Items tab: In this section you will select which PO Line Items to Voucher for payment.

2.2. ...or Enter a Vendor Invoice for supply/expense type items.

  1. Vendor: in this section you will enter the Vendor Name. Vendor Code is optional and the Address will auto-populate.
  2. Voucher Information: All fields in this section are mandatory except Discount Available and Discount Date.
  • You should Voucher and apply the entire amount of the Vendor Invoice even if you do not intend on paying it in full immediately. You have an option to make a full or partial payment at a later step in the AP process. You will also choose whether to take AP Discounts at a later time.
  • If you have established discount terms with the Vendor, the discount date and discount amount will calculate automatically. Otherwise, they can be left blank (no discount) or updated manually.

Control: By default the Ready to Post box will be checked. If you want to narrow down the line items in the bottom section you can enter Our PO ID here - this will bring up a list of all outstanding PO's. If you need to send this Vendor an IRS Form 1099 at the end of the tax year then check the 1099 box.

General Ledger tab: If you aren't Vouchering a payment for Inventory items then you will be using the General Ledger tab.

  • This is used when you need to Voucher an Invoice for supply/overhead/expense type items.
  • There are times when you'll use both the PO Line Items and the GL tab on the same Voucher, that's perfectly OK!

Click the + symbol to add a new line item. Enter the GL Account Name (GL Account Code will auto-populate) and Amount. The Memo field is optional.

  • Note:  WIth some Vendors, you will be using the same GL Accounts every time, or at least most of the time. You can set up defaults for each Vendor by going to the Account Information page of the Vendor's record!
  • Check to see the Amount Remaining To Distribute is $0.00 -- the Voucher will not post if there is any other value here.

Click OK to save and don't forget to Post the Voucher!

3. Payment Type

New for v2017.0.0.5: Each Vendor may have a default payment type assigned. The default is pre-selected when the Voucher is first created and may be changed prior to posting.

  • AP, Open: An Open AP item will be created for future disbursement and payment. This is the default behavior and mirrors the functionality prior to v12.0.3.6
  • AP, Marked to Pay: An AP item will be created and marked for payment. This selection bypasses the Aging and Disbursement selection steps in the AP process.
    • Note: Even though the Disbursement is automatically Marked to Pay using this feature, it will still need to be Posted in order for the Check item to be available in the Check Register.
  • <Other Payment Types>  Any Alternate Payment Type that you've created (company credit card, wire transfers, etc.) can be selected.
    • Instead of an Open AP item being created (i.e. a CREDIT to Accounts Payable), AcctVantage will CREDIT the GL Account associated with the selected Payment Type.