Create a Voucher from a Purchase Order (Browser)

To create a voucher from a purchase order, you can select one or more line items from a purchase order. You can do this if you ordered the items or services by using purchase orders that you created in Purchasing, and you have the vendors' invoices.

If the item is an inventory item, you must record its receipt in Purchasing > Receiving before you can create a voucher for it.

If you create the voucher through Transaction Center > Transaction Entry > AP Vouchers, it does not reverse the committed expenses. To reverse committed expenses through this alternative, you must close the whole purchase order.

The Use Files to Group Transactions option in Settings > Accounting > Transactions determines how vouchers are posted; select Yes to group your vouchers in batches or select No to post voucher files individually.

To create a voucher from a purchase order:

1. In the Navigation pane, select Transaction Center > Transaction Entry > AP Vouchers.
2. In list view on the AP Vouchers form, select +New AP Voucher File (or +New AP Voucher) > Create Voucher From PO File (or Create Voucher From PO).
3. If you are creating a voucher batch file, in the File Name field on the New File dialog box, enter or modify the voucher batch filename and select a date in the End Date field.
   If you are creating individual vouchers, the AP Vouchers transaction entry form displays.
4. To close a purchase order after all of its items are fully vouchered, select the Close Fully Vouchered Purchase Orders option on the New File dialog box (if you are creating a voucher batch file) or the AP Vouchers form (if you are creating individual vouchers).
5. On the AP Vouchers form, select the vendor for which you want to create a voucher.
6. Enter data in the Vendor field and the Bank field.
7. In the Purchase Order Line Items grid, click the Match Method option and select an option.
   Deltek recommends that you use the same match method for all of a vendor's vouchers. For inventory items, you must select 3-way Match.
8. Select the +New Purchase Order Line Item option.
9. On the Select Purchase Orders dialog box, select the line items for the voucher.
   The items are displayed in the Purchase Order Line Items grid.
10. Enter or edit the amount in the Invoice Amount field in the header to match the Total Payment Amount.
11. Repeat these steps for each vendor.
12. Click Save to save your selections and post the AP Voucher transaction file or record later.
    For more information, see Post a Transaction File.

If Vantagepoint displays a warning because the amount to be vouchered (the Total Payment Amount) does not match the Invoice Amount, see Ensure That Vouchered Amount Matches Invoice Amount.

On the AP Vouchers form, you can also do the following:

• Edit the net amount and the net quantity of the items that will be vouchered. For more information, see Edit Net Amount and Net Quantity.
• Prorate charges and miscellaneous amounts across items that will be vouchered. For more information, see Prorate Charges and Amounts.