Contents of the AP Vouchers Form

After you open an AP vouchers transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The grid fields represent individual transaction line items.

Fields

Field Description
Vendor Enter the vendor number, or click and use the Vendor lookup to select a vendor number.

If you are using the Multicompany feature, the list of vendors available in the lookup is limited to those who have accounting data specified in the active company.

Invoice Date Enter the date for the invoice, or click to display the calendar lookup and then select the appropriate date.

Vision uses this date to calculate the payment date if the vendor's payment terms specify that the vendor should be paid a specific number of days after the invoice date.

For example, if most of your vendors will have payment terms of Next, you would enter Next as your default payment terms on the Accounts Payable tab of Configuration > Accounting > Company AP. Then, when you add vendors, the Payment Terms field on the Accounting tab of Vendor Info Center will, by default, display Next. This payment term setting will then fill in the Invoice Date field automatically. You can override the default value.

Invoice Enter a unique number for the invoice.
Voucher Date Enter the date for the voucher, or click and select the date from the calendar.

This is the date on which a vendor's invoice becomes a voucher in Vision. It is used when you filter reports by date or process billings by date. In Billing, for example, when you enter a Bill Thru date under Transaction Detail on the Billing Session Options dialog box, Vision refers to Voucher Date. When you select dates from Time Frame for project or vendor reports, Vision also refers to the date of the voucher.

Voucher Enter the number for the voucher.

This field displays only if the Require entry of voucher numbers check box is selected on the Accounts Payable tab in Configuration > Accounting > System AP. If this check box is not selected, then voucher numbers are automatically assigned when you post vouchers.

If you are using the Multicompany feature, voucher numbers must be unique across the enterprise. If you decide to enter voucher numbers manually rather than having Vision generate them automatically, you must specify a valid range of voucher numbers for each company on the Accounts Payable Tab of Company AP Configuration.

Payment From the drop-down list, select one of the following payment terms for the voucher:
  • Next — Payment for the voucher will be processed with the next check processing run.
  • Hold — Payment for the voucher will be on hold until you manually modify the payment terms.
  • PWP (Pay When Paid) — Payment for the voucher will be processed with the check processing run immediately following your company's full receipt of payment (from the client) for the jobs associated with the vouchers.
  • Date — Payment for the voucher will be processed on the date that you enter in the field to the right of the Payment field.
AP Liability Select the type of accounts payable liability account for the voucher such as trade, consultant, or employee.
Bank Enter the bank code that will be used for this voucher file. To see a list of the bank codes entered in your database, click the drop-down arrow in this field.

If you use the Multicurrency feature, the account specified via the bank code determines the payment currency for the transaction. (You specify the account's currency when you set up the account in the Chart of Accounts Info Center.)

Address From the drop-down list, select the vendor's address. If there is a primary address designated for the vendor, this field prefills with that primary address. If there is no primary address designated for a vendor, but there are addresses entered for the vendor, this field prefills with the first address that is entered for the vendor.
Diary

This field displays only if you have set up a diary in Accounting System Settings Configuration for the fiscal period or fiscal year in which you are entering transactions.

Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as an accounts payable payment processing run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions.

The Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type.

The drop-down list contains all the diaries that you set up on the Diary Auto Numbering tab in Configuration > Accounting > System Settings that have the same fiscal period or fiscal year in which you are entering transactions, or no fiscal period or year entered for them.

If you have multiple companies, the Diary drop-down list includes only the diary codes that are set up for the current company. The list also includes IC - Intercompany Diary to capture intercompany transactions.

You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction, or enter a reversing transaction.

Diary Number

This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted.

The next number to use for a diary is specified in the Next Diary Number field on the Diary Auto Numbering tab in Configuration > Accounting > System Settings.

Status This field displays only if you selected the Enable transaction center approval check box on the Transaction Center Approvals tab in Configuration > Accounting > Company Settings, and you enabled the approval feature for employee expense transactions.

This field displays the current status of the transaction file.

Approved By This field displays only if you selected the Enable transaction center approval check box on the Transaction Center Approvals tab in Configuration > Accounting > Company Settings, and you enabled the approval feature for employee expense transactions.

If the transaction file has been approved, then this field displays the employee who approved it.

AP Vouchers Grid Toolbar Options

Field Description
Insert Click this icon to insert a row into the AP vouchers grid, and enter a voucher line item in the row.
Copy To create a new AP voucher line item, select an existing line item in the grid and then click this icon to copy the information in that row into a new row. Then you can edit the information in the new row.
Delete To delete an AP voucher line item from a voucher, select the row in the grid that you want to delete and then click this icon.

AP Voucher Line Items Grid Fields

Enter each voucher line item in a separate row in the grid.

Field Description
Create Asset This field displays only when you use the Asset Management module and the following options are selected:
  • The Asset Management application is activated in Configuration > Module Activation.
  • Your Vision security role has the Allow asset entries for AP Vouchers and Journal Entries check box selected on the Accounting tab in Configuration > Security > Roles.
  • On the General tab in Configuration > Asset Management, the AP Voucher check box is selected for Asset Item Source.
  • In Transaction Center > Transaction Entry when you click New to create a transaction file for AP vouchers, you select the Allow Asset Entries check box on the New File dialog box.

Select the Create Asset check box if you want Vision to automatically generate an asset item in the Equipment Info Center from the AP voucher line item when you post the AP voucher. An asset item is an equipment item that is based on a purchasing item whose category type is Capital Items. You can process depreciation for asset items. When you select this check box, you must enter information in the Asset Type and Item Number fields in the grid to be used for the newly created asset record. The Expense Code field in the grid is not enabled.

If you need to update the acquisition cost of an existing asset item rather than creating a new asset, you can enter the equipment number in the Associate to Existing Asset field.

Asset Type This field displays only when you use the Asset Management module and the following options are selected:
  • The Asset Management application is activated in Configuration > Module Activation.
  • Your Vision security role has the Allow asset entries for AP Vouchers and Journal Entries check box selected on the Accounting tab in Configuration > Security > Roles.
  • On the General tab in Configuration > Asset Management, the AP Voucher check box is selected for Asset Item Source.
  • In Transaction Center > Transaction Entry when you click New to create a transaction file for AP vouchers, you select the Allow Asset Entries check box on the New File dialog box.

This field is enabled only when you select the Create Asset check box in this grid.

Click in the Asset Type field, and then click to select an asset type from the drop-down list. The asset type determines the property type, depreciation method, asset account, accumulated depreciation account, and depreciation expense account that will be used for the monthly depreciation journal entry for the asset item. This information will prefill on the GL Book tab in the Equipment Info Center when the asset item is generated, when you post the AP voucher.

The asset types in the drop-down list in the Asset Type field are set up on the Asset Type tab in Configuration > Asset Management. When you select an asset type for a an AP voucher line item, the asset account that is set up for the asset type in Asset Management Configuration prefills in the Account field in the voucher line item grid.

Item Number This field displays only when all of the following are selected:
  • The Asset Management application is activated in Configuration > Module Activation.
  • Your Vision security role has the Allow asset entries for AP Vouchers and Journal Entries check box selected on the Accounting tab in Configuration > Security > Roles.
  • On the General tab in Configuration > Asset Management, the AP Voucher check box is selected for Asset Item Source.
  • In Transaction Center > Transaction Entry when you click New to create a transaction file for AP vouchers, you select the Allow Asset Entries check box on the New File dialog box.

This field is enabled only when you select the Create Asset check box in this grid.

Click in the Item Number field, and then click to select a purchasing item from the drop-down list. This is the purchasing item upon which the asset item will be based when it is automatically generated in the Equipment Info Center. The drop-down list includes only purchasing items entered in Configuration > Purchasing & Inventory > Item Master whose category type is Capital Items. These are the only items that can have depreciation processed for them.

Associate To Existing Asset This field displays only when all of the following are selected:
  • The Asset Management application is activated in Configuration > Module Activation.
  • Your Vision security role has the Allow asset entries for AP Vouchers and Journal Entries check box selected on the Accounting tab in Configuration > Security > Roles.
  • On the General tab in Configuration > Asset Management, the AP Voucher check box is selected for Asset Item Source.
  • In Transaction Center > Transaction Entry when you click New to create a transaction file for AP vouchers, you select the Allow Asset Entries check box on the New File dialog box.

This field is enabled only when you do not select the Create Asset check box in the grid.

Click in this field to open the Equipment lookup, and select an existing asset item with which to associate the AP voucher line item that you are entering. An asset item is an equipment item that is based on a purchasing item whose type is Capital Items. Asset items can be depreciated. Associating an AP voucher line item with an existing asset item will increase the depreciation basis for the existing asset item—the two costs will be combined for depreciation purposes. On the Equipment lookup, you must select an asset item that has an overhead project. For example, if you have an existing asset item that is entered in the Equipment Info Center for a computer and want to add the software installation cost to the acquisition cost of the computer, you can do this by entering an AP voucher line item for the software installation and selecting the asset item for the computer in the Associate to Existing Asset field to make the association.

When you post the AP voucher, the voucher line item is added as a new row in the Acquisition Cost grid on the GL Cost tab of the Equipment Info Center for the existing asset item. The Type field in the grid prefills with AP Voucher. The vendor name, amount, period, description, voucher PO number, and account from the AP voucher also prefill in the grid. The amount in this row is added to the total acquisition cost for the existing asset item.

Description Enter a description for the line item. Voucher descriptions display on invoices, Accounts Payable reports, and General Ledger reports.
Project Click in this field, and then click to open the Project lookup and select a project for the voucher line item.

If you are creating an asset item for the voucher line item (you selected the Create Asset check box in the voucher line item grid), you must select an overhead project.

If you are associating a voucher line item with an existing asset item (you selected an existing asset item in the Associate to Existing Asset field in the voucher line item grid), the Project field prefills with the project that was entered for the asset item on the General tab of the Equipment form in the Equipment Info Center. You cannot change the prefilled project.

Phase Click in this field, and then click to open the Phase/Task lookup and select a phase for the voucher line item.
Task Click in this field, and then click to open the Phase/Task lookup and select a task for the voucher line item.
Expense Code This field displays in the AP vouchers grid only if the Enable expense codes check box is selected on the Accounts Payable tab in Configuration > Accounting > System AP.

The field is required only if All Projects or Regular Projects is selected in the Require expense code in transaction entry field on the Accounts Payable tab in Configuration > Accounting > System AP. This means that an expense code is required for all project charge types or for projects with a regular charge type.

This field is not enabled when you select the Create Asset check box in the voucher line item grid or you select an equipment item in the Associate to Existing Asset. These columns display in the grid only if you selected the Allow Asset Entries check box on the New File dialog box when you created the transaction file for your AP voucher entries.

The vendor's default expense code prefills in this field after you enter the project, phase, and task for the line item. The field remains blank if an expense code value was not set up for the vendor on the Accounting tab of the Vendor Info Center. To select an expense code or change the expense code, click in the field and then click to select from the drop-down list.

Account Enter a general ledger account number for the voucher line item. The project type and account number must be compatible.
  • If the line item is for a regular project, enter a reimbursable or direct account.
  • If the line item is for an overhead project, enter an indirect account.
  • If you are creating an asset item for the voucher line item (you selected the Create Asset check box in this grid), this field prefills with the asset account that is entered in Asset Management Configuration for the asset type that you entered in the Asset Type field in the voucher line item grid.
  • If you are associating a voucher line item with an existing asset item (you selected an existing asset item in the Associate to Existing Asset field in the voucher line item grid), enter an asset account in this field.

To enter the account number in this field, perform one of the following actions:

  • In the Account field, enter all or part of the account number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the correct account from the list.
  • Click to display the lookup and select the account record.

If you use the Multicurrency feature and a currency has been specified for this account (on the General tab of the Accounts Info Center), the account is a foreign denominated account. All transactions affecting a foreign denominated account must be in the same currency.

If you use the Multicompany feature, you cannot specify an intercompany account in this field.

Net Amount This field displays only if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in Configuration > Accounting > Company Settings.

Enter the voucher item's net amount that does not include the tax amount. After you enter an amount in this field, the tax amount is calculated automatically and prefills in the Total Tax Amount field if a default tax code was entered for the vendor in the Vendor Info Center or if there were any default tax codes entered in the Default Taxes grid on the New File dialog box. This dialog box displayed when you entered a new transaction file for the AP voucher transaction entry.

If you change the amount in the Amount field, the amount in the Net Amount field is recalculated automatically.

Total Tax Amount This field displays only if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in Configuration > Accounting > Company Settings.

This field prefills with the calculated tax amount for a voucher item after you enter an amount in the Net Amount field if default tax codes were entered on the New File dialog box when you created the transaction file for the AP voucher.

If there is a default tax code entered for a vendor on the Accounting tab in the Vendor Info Center, the vendor's default tax code is used as follows to calculate taxes in the Total Tax Amount field:
  • The vendor's default tax code is used as the first tax code to calculate the tax for a voucher instead of the default tax code that has the first (or lowest) sequence number from the New File dialog box.

    Example: The default tax code entered for a vendor in the Vendor Info Center is XXX. The default tax codes that are entered on the Tax Auditing tab in Accounting Company Settings that prefill on the New File dialog box are AAA (with sequence 5), BBB (with sequence 30), and CCC (with sequence 45). Tax code XXX from the vendor record will override tax code AAA (with sequence 5, the lowest sequence number) when an AP voucher is entered in the Transaction Center for that particular vendor. The tax codes that are used for the transactions for that vendor are XXX, BBB, and CCC.

  • If no default tax codes are entered on the New File dialog box and there is a default tax code entered for the vendor on the Accounting tab in the Vendor Info Center, the vendor's default tax code is used to calculate the taxes.

The tax amount that is automatically calculated, or the 0.00 that displays in this field if no tax codes are entered, is a blue, underlined hyperlink. Click the hyperlink to open the Tax Codes dialog box, where you can change the tax codes to recalculate the taxes or directly change the tax amounts. When you change the amount in the Total Tax Amount field, the amount in the Amount field in the grid is updated automatically.

When Tax Code Entry Is Required

If you are required to enter tax codes for AP vouchers, you will not be able to save a voucher if no amount is entered in the Total Tax Amount field for any voucher line item in the grid. Click the hyperlink in this field to open the Tax Codes dialog box and select at least one tax code to automatically calculate the total tax amount.

Tax code entry is required when the Require Tax Codes to be Used in AP Transactions check box is selected on the Tax Auditing tab in Configuration > Accounting > Company Settings.

Originating Vendor This field displays only if you selected the Enable Originating Vendor for Employee Expenses and AP Vouchers check box on the Tax Auditing tab in Configuration > Accounting > Company Settings. Entry in this field is optional.

Click in this field to display the Search icon. Then click the icon to open the Vendor Lookup. Select the vendor from whom the voucher item was originally purchased if it is different than the vendor that you are paying (entered in the Vendor field at the top of this form). For example, if you are entering a voucher for a charge card vendor, you can enter a line item for each individual charge (purchase) and associate each charge with the originating vendor.

You can select active or inactive vendors, but not dormant vendors.

If you use the Multicompany feature, you can select only vendors who are approved for use for processing for the active company. (The Approved for use in processing company xx setting is on the Accounting tab in the Vendor Info Center.)

Amount If you do not use the Tax Auditing feature, enter the amount of the voucher line item. This amount will be charged to the project, task, and account combination that you enter on this line.

If you use the Tax Auditing feature (the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in Configuration > Accounting > Company Settings), the Amount field prefills with the sum of the amounts from the Net Amount field and the Total Tax Amount field. This is the total amount for the voucher item.

If you change the amount in the Amount field, the amounts in the Net Amount and Total Tax Amount fields are recalculated automatically.
Exchange Override Rate If you use the Multicurrency feature, you can use this field to override the exchange rate for a single line item. Vision stores each transaction amount that you enter in the currency that you selected on the New File dialog box. Vision also stores the amount in the functional currency of the company that owns (via organization structure) the project, phase, or task charged for the transaction. If the transaction currency and functional currency differ, Vision uses the daily exchange rates that you establish in Configuration to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field.
Payment Amount This is the amount to be paid for the line item. This prefills with the amount from the Amount field.
If you use the Multicurrency feature, the account that is specified for the bank code determines the payment currency for the transaction. (You specify the account's currency when you set up the account in the Chart of Accounts Info Center.)
Suppress Bill Select this check box to suppress billing on an expense. The amount on each detail line is costed to the general ledger only (and does not become a billable transaction). If you select this option, then the expense does not flow through to the Billing application.
Purchase Order If the voucher is created from a purchase order, then this field displays the purchase order number. Otherwise, this field remains blank.
Document Use this field to associate one or more documents with the voucher. A Document Uploaded icon displays to indicate that a document is uploaded and associated.

Display Fields

The fields below the AP vouchers grid display information from the grid row that you currently have selected. The fields are:
  • Project
  • Phase
  • Task
  • Client
  • Account
  • Originating Vendor, if you selected the Enable Originating Vendor for Employee Expenses and AP Vouchers check box on the Tax Auditing tab in Configuration > Accounting > Company Settings
  • Currency, if you use the Multicurrency feature
  • Exchange Override, if you use the Multicurrency feature