Creating Vouchers from Purchase Orders
You can create and post an accounts payable voucher from purchase order line items if you ordered the items or services by using one or more purchase orders created in Vision Purchasing and you have the vendors' invoices.
If the item is an inventory item, you must have recorded its receipt in Purchasing, Receiving.
From the Vision Navigation menu, select . In the Select Posting Run dialog box, select a posting run or click New to create a new posting run.
To activate the Vendor Review tab, click
in the Search field and select the vendor whose purchase orders to retrieve. In the tab's header, select the
Selected for this run option to enable the form.
Locate Purchase Order Items Available to Voucher
Your firm's purchasing staff can use different approaches to identifying all of the open purchase order line items, including change orders and releases, that are available to put into a vendor's voucher.
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Two-way matching — This procedure uses the vendor's invoice to identify all of the item detail lines from the vendor's purchase orders that are available to voucher. To follow this approach, you need to have the vendor's invoice, but not necessary to receive the order.
This procedure usually identifies more item detail lines for a vendor than does the three-way match procedure.
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Three-way matching — This procedure uses both the vendor's invoice and the receipt for the vendor's shipment to identify all of the item detail lines that are available to voucher. To follow this approach, you need to have the vendor's invoice and to have received the order.
This procedure usually identifies fewer item detail lines for a vendor than does the two-way match procedure.
The match method for inventory items is always three-way matching.
For either match method, Vision also displays all of the service orders for the selected vendor.
Review Purchase Order Items
The Open to Voucher grid lists the purchase order line items available to voucher. Manually review the items on the list to identify the one(s) from which you want to create a voucher.
- You can edit voucher line items to revise cost distribution and taxes among items if, for example, you have agreed with the vendor to adjust these amounts.
- You can edit the Invoice Amount in the header of the Vendor Review tab. Before you can post the voucher, the Invoice Amount must match the Total from the Open Amount column, plus shipping, taxes, and any extra amount. This does not affect the item's cost distribution in the purchase order.
- When you enable the Inventory feature, the
Shipping Amount,
Tax and, if configured,
Extra Amount fields are active for inventory items. Click the
Default Estimated Costs grid option to:
- Populate these fields from the General tab of the Purchase Order Line Detail dialog box.
- Include the amounts in these fields when calculating the item's average actual cost.
Multicompany
If you are using the Multicompany feature, the vendors available to a company are limited by the vendor's Accounting tab in the Vendor Info Center:
- The Approved for use in processing for company 'xx' option must be selected.
- The vendor's vendor
Type must be available to the active company.
The Type drop-down list on the vendor's Accounting tab lists those vendor types available to company xx. Each vendor type and each company have accounts associated with them. The accounts which a given company and vendor type have in common determine which vendor types are available to that company.
Multicurrency
If you are using the Multicurrency feature, the Open to Voucher grid enables those purchase orders or line items whose amounts are in the voucher's transaction currency, as specified in the Currency Code field in the Vendor Review tab header.
To modify different rows in the list, select the currency of the line item to modify from the Currency Code drop-down list.
You can select one currency code per voucher.
Security
To create vouchers from purchase orders, your security role must have access to on the General tab of .