A/P Voucher Settings

To reset the Last System Voucher Number to the correct value, do the following:

1. Post all existing vouchers.

2. Go to the A/P Voucher Settings screen and make sure that the Voucher Numbering Method is set to System.

3. Enter the correct Last System Voucher Number value and Save.

In this screen, you can post discounts to the general ledger by using this checkbox. If you choose this method, the discount will be taken whenever the voucher is paid. The discount will be taken regardless whether the payment is made before the discount date or after the discount date.

If you use this method, the system cannot back out the discount amount.

First, you must post all A/P vouchers before changing voucher settings. Next, open the A/P Voucher Settings screen and deselect the Require Approvals checkbox.

You will now have to approve any vouchers that were created but were not posted before this change. We recommend that all A/P users log out, then log back in, to make the change effective immediately.

Select this radio button to have the system assign voucher numbers.

This method of assigning voucher numbers on a company-wide basis is the default.  

Enter an amount in the Last System Voucher Number field; every voucher added into the system will be incremented by one from that number.

Select this radio button to assign voucher numbers manually.

The system will require a voucher number at the beginning of the entry process.

Enter the last voucher number. You can enter up to nine digits.

Select this checkbox if vouchers need to be approved before you can post them to A/P.

Enter an amount in this field. Vouchers that are greater than this amount require approvals. The amount specified should be the invoice amount before discounts.

If you did not select the Require Approvals checkbox, this field will be inaccessible.

Select this checkbox if you want the system to accept and process duplicate invoice numbers.

Use the drop-down box to select a default sales tax code for the A/P Vouchers screen. The valid choices are "Non-Taxable" (the default selection), "Sales Taxable" (for sales or value added tax), or "Use Taxable" (for use or reverse tax).

Select this checkbox to have the system post a journal entry accruing the use tax liability and expense at the time the vouchers are posted. The system will calculate the use tax accrual for those voucher lines that are taxable, for which the vendor did not charge you sales tax.

You are then responsible for remitting this use tax to the applicable state or provincial government.

However, if you select the Post Use Tax Accrual checkbox, you must also establish special Use Tax Codes per taxable jurisdiction. You can set up these codes in the Codes section of the Maintain menu in the Administration domain; they are instrumental in designating where the accrued taxes will be posted in the General Ledger.

In the Sales/Value Added Tax application, you must flag each use tax code as "Exempt" (exempt from sales tax) and enter the applicable Certificate No.

Warning: Once you save discount information in this screen during the initialization process, theCharge Discounts To block and the Charge Organizations Of and Post To G/L Discount Methodgroup boxes will be grayed-out from that point forward.

Select this radio button to automatically credit discounts taken back to the individual line items on the voucher.

If you select this radio button, enter, or use Lookup to select, the discount account in the adjoining field. After you enter an account, the system will validate that the account is chargeable and active.

The discount account must be linked to all organizations in the A/P Accounts screen.

Select this radio button to automatically credit discounts to the organization listed on the original voucher.

Select this radio button to automatically credit discounts to the accounts payable organization.

Select this radio button to post charges to the G/L without subtracting the discount amount. When you post cash disbursements, any discounts taken will  post as a credit to the G/L either against individual line items or against one discount account.

If your company generally does not take advantage of discounts, select this method.

Select this radio button to post charges to the G/L, including the discount amount. Discounts cannot be taken on vouchers that are posted using the net method, because the posted amount is already net of the discount.