Deltek Vantagepoint Help

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AP Vouchers

Use AP Vouchers to enter accounts payable vouchers for the invoices that you receive and must pay to vendors.

You can enter new vouchers with one or more detail lines. You can also make corrections to previously entered and posted vouchers.

You can also automatically generate AP vouchers from a purchase order or an AP invoice when you final approval AP invoices in Transaction Center > AP Invoice Approvals if you configured an approval workflow for AP invoices to do so.

Vouchers are tracked based on the AP invoice number, invoice date, and vendor number. If you duplicate this detail, a warning displays. Cancel unless your intention is to modify, reclassify, or reverse the existing voucher.

Voucher numbers are automatically assigned during transaction entry. The voucher number is an internal identification number. You can use this voucher number to maintain a tighter audit trail on AP vouchers. To review voucher numbers, preview or print the AP Voucher posting log.

If you are using files for posting vouchers, use the search to find vouchers within the files.

If you need to make corrections to a posted voucher, select the vendor and then use the Voucher lookup to search for and select the vouchers you would like to correct. Once the voucher is selected, you can choose to copy or reverse the line items within the voucher.

You pay AP vouchers in Cash Management > Vendor Payments.

Correcting Existing Vouchers

  • If you are modifying information other than the amount (for example, the project, task, or account), you must first reverse out the original entry and then re-enter the original transaction with the adjusted amount. If you do not reverse out the original entry, both voucher line amounts will display on your General Ledger under the new project, phase, task, or account number.
  • The copy and reverse options create new line items and do not replace the existing line item. When you copy a line, Vantagepoint copies the description, project, phase, task (if any), account number, and zero for the line item amount. When you reverse a line, Vantagepoint copies the description, project, task (if any), account number, and a negative line item amount.
  • You can determine the posting run number by viewing the original AP Vouchers Posting Log or the General Ledger Account Analysis report for the transaction.
  • Use the posting log to determine the information to enter to correct the voucher.

Posting

During a voucher posting, Vantagepoint performs the following actions:

  • Debits explicitly the amount specified on each detail line to the specified account.
  • Debits the project specified unless posting to a balance sheet or other revenue and expense account, if you are not using organizations.
  • Credits implicitly the total voucher amount to the Accounts Payable liability account via an Accounts Payable liability code for the voucher.
  • Updates team information for each level of the work breakdown structure when you use Planning.

Posting Log

Use a posting log to view detailed posting information about a transaction or batch of transactions. Vantagepoint produces a posting log each time that you post a transaction file. The posting log includes the total amounts debited and credited to each account.

If the Enable Tax Auditing Feature option is selected in Settings > Cash Management > Options, then tax-related fields also display on the report.

Multiple Companies

If you have multiple companies within your database, you can enter vouchers to projects associated with any company. If a selected project on voucher is associated with a company other than the active company, the appropriate intercompany entries will be created.

  • If you use multiple companies, you can modify or post only those transaction files owned by the active company.
  • If you also use Intercompany Billing, your company can generate intercompany invoices and AP vouchers. On the Transaction Entry form, intercompany AP vouchers are labeled as created by Intercompany Billing and the filenames follow the format: ICBill Voucherdate company
  • When you posting intercompany AP voucher files, Vantagepoint uses the entries for the corresponding subledger, only. These postings will not generate a General Ledger summary on the posting logs. In addition, the identifier of the link company will be included in the voucher table in the database.

Defaults

When you create AP Voucher transactions, you must enter a general ledger account number for the voucher line item in the Project Information grid of the AP Vouchers form. The project type and the account number must be compatible. If an account that is not compatible with the project type is defined in the Vendor tab in the Firms hub, that account will default.
  • If the line item is for a regular project and a regular account has been defined on the Vendor tab in the Firms hub, that account will default.
  • If the line item is for an overhead project or promotional project and an indirect account has been defined on the Vendor tab in the Firms hub, that account will default.
  • If an expense code is selected, the associated account from expense code will default.