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Create an AP Voucher When You Final Approve an AP Invoice

You can have AP vouchers created automatically from final approved AP invoices.

Prerequisites: An AP voucher is automatically generated in AP Invoice Approvals during the final approval step for an AP invoice only if you configured AP Invoice Approvals to create vouchers. In Settings > Workflow > Approval Workflows in the desktop application, you configure an AP invoice approval workflow to generate AP vouchers by inserting a Create Voucher action for the final approval step.

If you want the AP voucher to be created from a purchase order (instead of the AP invoice), enter the purchase order in the Purchasing application and then enter the purchase order in the Purchase Order field on the AP Invoice Approvals form before you final approve an AP invoice.

To have an AP voucher created when you final approve an AP invoice:

  1. In the Navigation pane, select Transaction Center > AP Invoice Approvals.
  2. On the AP Invoice Approvals form, use the Search field to open an AP invoice that is ready to be final approved.
  3. If you want the AP voucher to be created from a purchase order, select the purchase order items from the Purchase Order field in the Invoice Information section of the AP Invoice Approvals form.
  4. On the Actions bar of the AP Invoice Approvals form, select Other Actions > Voucher Options. Depending on whether you opted in to Create VO from PO in Settings > General > Opt-In and associated a purchase order, do one of the following:
    Opted In Associated a Purchase Order Dialog Box Actions
    Yes Yes Create Voucher From Purchase Order Options Select a run (batch file) for posting the voucher in Transaction Center > Transaction Entry > AP Vouchers and then enter other voucher information on the dialog box. For more information, see Create Voucher From Purchase Order Options Dialog Box.
    Yes No Transaction Center Voucher Options Specify a voucher transaction file for posting the voucher in the Transaction Center and then enter other voucher information on the dialog box. For more information, see Transaction Center Voucher Options Dialog Box.
    No Yes Create Voucher From Purchase Order Options (Other Actions > Voucher Options > Create Voucher From Purchase Order Options) Select a run (batch file) for posting the voucher in Transaction Center > Transaction Entry > AP Vouchers and then enter other voucher information on the dialog box. For more information, see Create Voucher From Purchase Order Options Dialog Box.
    No No Transaction Center Voucher Options (Other Actions > Voucher Options > Transaction Center Voucher Options Specify a voucher transaction file for posting the voucher in the Transaction Center and then enter other voucher information on the dialog box. For more information, see Transaction Center Voucher Options Dialog Box.

    If you do not use the Purchasing application, Create Voucher from Purchase Order Options is not available.

  5. After you review all the information entered for the AP invoice, click Approve to final approve the AP invoice.
    The invoice is final approved, and the voucher is automatically generated from the AP invoice data and the voucher information that you entered.
After you create the AP voucher, you can post it in one of the following locations:
  • If you chose to opt in to Create VO from PO, post the AP voucher in Transaction Center > Transaction Entry > AP Vouchers in the browser application.
  • If you did not choose to opt in to Create VO from PO, post the AP voucher in Transaction Center > Create Voucher from PO in the desktop application.