Voucher Details Dialog Box

Use the Voucher Details dialog box to review or modify voucher data on the Vendor Review form.

To have approval to modify data on this dialog box, you or your system administrator must select the Allow Modifications in Vendor Review check box for your role on the Accounting tab of Role Security.

Location

To display the dialog box, complete the following steps:

1. From the Vision Navigation menu, click Accounting > Accounts Payable > Vendor Review.
2. Select settings on the Vendor Options dialog box.
3. On the Vendor Review form, select one or more vendors.
4. Select a voucher line and click View Detail.

Contents

Fields

Field	Description
Vendor	These two fields display data from the Number and Name fields on the vendor's Info Center record.
Invoice	The first field displays the date on which the invoice was created. The second field displays the invoice number or description.
Voucher	This field displays the number that was assigned to the voucher during posting.
Address	This field displays the vendor's usual address.
Address Code	If a voucher is paid, this field displays the address code that was used when the voucher was paid. If this voucher has not been paid yet, you can select a different address code to use for the vendor when you pay the voucher line.
Payment Date	If a voucher is paid, this field displays the payment date of the voucher. If the voucher is not yet paid, you can select one of the following: Date — Select this option to specify a date for payment. In the adjacent field, enter the date or click and select the date. Hold — Vision "holds" the voucher from payment. After you know the date on which you want to process a held voucher, you must change the payment terms. Next — Vision includes the transaction in the payment run that occurs immediately after the posting of the voucher. PWP (Pay When Paid) — Vision schedules the voucher for payment in the next normal payment run after the client has paid the invoice that includes the voucher expense. To determine whether an invoice is fully paid, Vision recognizes payments that are entered as a receipt at the WBS level specified in Project level to check when determining the paid status of invoices on the Accounts Payable tab in Configuration > Accounting > System AP. If you use Vision Billing, this procedure is monitored. When you receive payment in full for the invoice, Vision modifies the status of the PWP voucher to Paid and processes a payment for the voucher in the next payment run. If you do not use Vision Billing, you must enter the invoice number.
Bank Code	If the voucher is paid, this field displays the bank code that was used for the payment. If the voucher is not yet paid, you can select a different bank code to use when you pay this line item in the voucher. Bank codes control the general ledger account to which a cash transaction is implicitly posted. It is possible to have more than one cash-related account in the General Ledger. You must set up a bank code for each account. If a voucher was paid by credit card in AP Disbursement Transaction Entry, the Credit Card field displays instead of the Bank Code field.
Credit Card	This field displays instead of the Bank Code field if the voucher was paid by credit card in Disbursement Transaction Entry. This field displays the code of the secondary credit card that was entered to pay the AP disbursement.
Bank Currency	This field displays the currency code of the bank account for the AP voucher. This field is blank if the voucher was paid with a credit card in AP Disbursement Transaction Entry instead of a bank payment.
Payment Currency	If the voucher is paid, this field displays the payment currency used for the payment. If the voucher is not yet paid, you can change the payment currency in this field. If a voucher was paid by credit card in AP Disbursement Transaction Entry, this field displays the currency of the credit card.
AP Code	AP liability codes control the general ledger account and, if applicable, the organization to which a voucher transaction is implicitly posted.
Discount Pct	This field displays data from the Discount Pct field in the vendor's Info Center record.
Phone	This field displays data from the Phone field for your contact at the vendor firm. Click to display the Phone Format dialog box, and enter a different format for phone numbers. You can change the phone format any time for any phone number field in Vision.
Fax	This is the fax number for your contact at the vendor firm. Click to display the Phone Format dialog box, and enter a different format for phone numbers. You can change the phone format any time, for any phone number field in Vision.
Contact	The name of your contact at the vendor firm.

Voucher Line Items Grid

Field	Description
Line	This field displays the item's line number on the voucher.
Project	This field displays the project that was associated with the voucher when the voucher transaction was made.
Phase	This field displays the project's phase that was associated with the voucher when the voucher transaction was made.
Task	This field displays the project's task that associated with the voucher when the voucher transaction was made.
Account	This field displays the account number that was associated with this voucher when the voucher transaction was made. If the voucher's Project is a regular project, this account is either a reimbursable or direct account. If the voucher's Project is an overhead project, this is an indirect account.
Description	This field displays the contents of the Description field for the line item.
Amount	This field displays the amount charged to the project, task, and account mix for this line item. The amount displays in the voucher’s payment currency.
Balance	This field displays the amount that remains due to the vendor for the line item. The amount displays in the voucher’s payment currency.
Payment	If the voucher is paid either fully or in part, this field displays the amount of payments that were made.
Billed Invoice	If you bill the expense to a client, this column displays the number of the invoice that has the expense. This field displays the invoice number's leading zeros, if the Display invoice leading zeros check box is selected on the General tab in Configuration > Accounting > System Settings.
Status	This field displays the voucher's paid status.
Billed Project	If the expense is billable to a client, this column displays the project number that is charged. Usually this is the project whose data displays in the Project column.
Billed Phase	If the expense is billable to a client, this column displays the phase number that is charged. Usually this is the project whose data displays in the Phase column.
Billed Task	If you bill the expense to a client, this column displays the number of the task that is charged. Usually this is the task that is shown in the Task column.
Document	If displays in this field for a voucher line item, click that icon to display a list of supporting documents associated with that item on the Supporting Document dialog box. From that dialog box, you can then display any of the documents. (If you position the mouse pointer over , the file names of the associated supporting documents display in a tooltip.) If displays in this field, no supporting documents are associated with the line item. You can only view supporting documents from the Vendor Review form. You cannot upload them and associate them with a voucher line item, and you cannot delete them. For transfers, any supporting documents associated with line items prior to the transfer remain linked to the positive entries after the transfer. The negative entries for the transfer have no associated supporting documents.

Buttons

Field	Description
Payments	Click this button to display the Payments dialog box.
Payment Summary	Click this button to display the Payment Summary dialog box.
AP Invoice Approval	This button displays only if AP Invoice Approvals has been enabled (on the Accounts Payable tab in Configuration > Accounting > Company AP). If you have multiple companies in Vision, AP Invoice Approvals must be enabled for the active company that you are working in. This button is enabled only if the AP voucher was generated from a final approved AP invoice in Accounting > AP Invoice Approvals. Click this button to open a dialog box that displays the AP invoice approval record from which the AP voucher was generated. This allows you to see the complete approval history and detail for the AP invoice on the AP Invoice Approvals form. You can view the information, but not change it. After an AP invoice is final approved and an AP voucher is created for it, if you change the invoice date or invoice number on the voucher in the Transaction Entry or Create Voucher from PO applications, the AP Invoice Approval button on the Voucher Details dialog box is not enabled. Vision cannot make the link between the AP invoice and the AP voucher when you change this information after the AP invoice is final approved.
OK	Click this button to save changes you made on this dialog box and return to the Vendor Review form.
Cancel	Click this button to return to the Vendor Review form without saving changes you made on this dialog box.