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
Transaction Filename	This field displays if the active company uses files to group transactions. This field displays the filename of the transaction file.
Active Company	This field displays if you have multiple companies in Vantagepoint. This field displays the active company to which the individual transaction or transaction file belongs to.
Vendor	Enter the vendor number or name or use the Vendor lookup to select one. If you use multiple companies, the list of vendors available on the lookup is limited to those who have accounting data specified in the active company.
Invoice	Enter the vendor's number for the invoice.
Invoice Date	Enter or select the date for the invoice. Vantagepoint 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.
Voucher	Enter the number for the voucher. This field displays only if you set the Require Entry of Voucher Numbers option to Yes on the Options tab in Settings > Cash Management > Accounts Payable. Otherwise, voucher numbers are automatically assigned when you post vouchers. If you use multiple companies, voucher numbers must be unique across the enterprise. If you decide to enter voucher numbers manually rather than having them generated automatically, you must specify a valid range of voucher numbers for each company on the Options Tab of Accounts Payable Settings.
Voucher Date	Enter or select a date for the voucher. This is the date on which a vendor's invoice becomes a voucher. 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, Vantagepoint refers to Voucher Date. When you select dates from Time Frame for project or vendor reports, Vantagepoint also refers to the date of the voucher.
AP Liability	Select the type of accounts payable liability account for the voucher such as trade, consultant, or employee. This value will default based on the vendor type defined on the vendor record in the Firm Hub.
Payment Terms	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 Payment Date field.
Payment Date	When the Payment Terms field is set to Date, use this option to enter or select a date for when the payment for the voucher will be made.
Bank	Select the bank code of the bank to use to pay this voucher. If you use multiple currencies, the general ledger account specified for the cash account associated with the bank (in Settings > General Ledger > Chart of Accounts) determines the currency to use for the payment transaction.
Address	From the drop-down list, select the vendor's address. If there is a payment address designated for the vendor, this field prefills with that payment address. If there is no payment 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 for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > 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 in a vendor payment 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 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. All diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions, or that have no fiscal period or year entered for them, are available for selection. The list also includes IC - Intercompany Diary to capture intercompany transactions. If you use multiple companies, you can select only those diary codes that are set up for the current company. 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 in the Diaries grid of the Diary Auto Numbering Options section on the Transaction Settings form, in Settings > Accounting > Transactions.

Project Information Grid Fields

Field	Description
Allow Asset Entries	This option displays only when you use the Asset Management module and Allow Equipment Entries for AP Vouchers and Journal Entries is enabled on the Accounting tab of the Roles form in Settings > Security > Roles Click the Allow Asset Entries: OFF link to toggle the setting to Allow Asset Entries: ON, which allows you to enter asset entries in the Project Information grid.
Create Asset	This field displays only when Allow Asset Entries is set to ON. Select the Create Asset check box if you want Vantagepoint to automatically generate an asset item in the Equipment hub 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 is enabled only when you select the Create Asset check box in this grid. 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 hub 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 Settings > Asset Management in the desktop application. 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 is enabled only when you select the Create Asset check box in this grid. 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 hub. The drop-down list includes only purchasing items whose category type is Capital Items entered in Settings > Purchasing & Inventory > Items Master in the desktop application. These are the only items that can have depreciation processed for them.
Associate Existing Asset	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 hub for a computer and you 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 hub 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	Enter the project name or number or select a project from the Project lookup.
Project Name	This column displays the project number associated with the line item.
Phase	Enter the phase name or number or select a phase from the Phase lookup.
Phase Name	This column displays the phase number associated with the line item.
Task	Enter the task name or number or select a task from the Task lookup.
Task Name	This column displays the task number associated with the line item.
Expense Code	This field displays only if you set the Enable Expense Codes option to Yes on the Options tab in Settings > Cash Management > Accounts Payable. The field is required only if the Require Expense Code Category For option is set to All Projects or Regular Projects on the Options tab. 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 field. 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 Vendor tab of the Firms hub. To select an expense code or change the expense code, click in the field, select one 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 Settings 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. Enter the account number in this field or use the Account lookup to select an account. If you use multiple currencies and you specify a currency for this account on the General tab in Settings > General Ledger > Chart of Accounts, the account is a foreign denominated account. All transactions that affect a foreign denominated account must be in the same currency. If you use multiple companies, you cannot specify an intercompany account in this field.
Account Name	This column displays the general ledger account name for the voucher line item.
Client Name	This column displays the name of the client associated with the project.
Exchange Override Rate	If you use multiple currencies, you can use this field to override the exchange rate for a single line item. Vantagepoint stores each transaction amount that you enter in the currency that you selected when creating the transaction file or on the Exchange Override dialog box. Vantagepoint 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, Vantagepoint uses the daily exchange rates that you establish in Currency Settings 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.
Net Amount	This field displays only if you set the Enable Tax Auditing Feature option to Yes in Settings > Cash Management > Options. 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 Firms hub. If you change the amount in the Amount field, the amount in the Net Amount field is recalculated automatically.
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 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.
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 multiple currencies, 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 Settings > General Ledger > Chart of Accounts.)
Suppress Bill	Select this check box to suppress billing on an expense. The amount on each detail line is costed to the project and to the general ledger (and does not become a billable transaction). If you select this option, then the expense does not flow through to the Billing application. For example, you may insert an expense in Billing to include an invoice prior to receiving the invoice from your subcontractor. When the voucher is entered in the future, you could choose to suppress billing since it was included in a prior invoice.
Purchase Order	If the voucher is created from a purchase order, then this field displays the purchase order number. Otherwise, this field remains blank.
Total Tax Amount	This field displays only if you set the Enable Tax Auditing Feature option to Yes in Settings > Cash Management > Options. 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 when you created the transaction file for the AP voucher. If there is a default tax code entered for a vendor on the Vendor tab in the Firms hub, 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. Example: The default tax code entered for a vendor in the Firms hub is XXX. The default tax codes that are entered in Settings > Cash Management > Options 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. 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 if the Require Tax Codes to be Used in AP Transactions option is set to Yes in Settings > Cash Management > Options.
Document	Contact your Vantagepoint Administrator to enable FILESTREAM in Weblink if this field is not displayed. This field displays a Document button for each transaction item: : This button represents a transaction record with no associated supporting documents. : This button represents a transaction record with existing supporting documents. If there are associated supporting documents for the transaction record, a tool tip displays the filename or description of the associated supporting documents when you hover your mouse pointer over the button. Click the Document button to display the Supporting Document dialog box, on which you can add, view, or modify existing supporting documents for the corresponding transaction.
Originating Vendor	This field displays only if you set the Enable Originating Vendor for Employee Expenses and AP Vouchers option to Yes in Settings > Cash Management > Options. Entry in this field is optional. Use the Vendor lookup to 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 multiple companies, 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 Vendor tab in the Firms hub.)
Document	Click the Document icon to associate one or more documents with the voucher.

AP Voucher Line Items Grid Fields

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

The Create Asset, Asset Type, and Item Number fields display only when you use the Asset Management module and the following options are selected:

• Activate the Asset Management application in Settings > General > Modules.
• Select the Allow Equipment Entries for AP Vouchers and Journal Entries check box for your security role on the Accounting tab in Settings > Security > Roles.
• Select the AP Voucher check box for Asset Item Source on the General tab in Settings > Asset Management (in the desktop application).
• Enter the default overhead project, phase, and task in the Fixed Asset Disposal Gain/(Loss) Setup section on the General tab in Settings > Asset Management (in the desktop application).

Field	Description
Create Asset	Select this option if you want Vantagepoint to automatically generate an asset item in the Equipment hub (on the desktop client) 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.
Asset Type	Select the asset type from the drop-down menu. 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 prefills on the GL Book tab in the Equipment hub (in the desktop application) when the asset item is generated. You establish asset types on the Asset Type tab in Settings > Asset Management (in the desktop application). When you select an asset type, the asset account that is set up for the asset type in Asset Management Settings prefills in the Account field in the voucher line item grid.
Item Number	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 hub. The drop-down list includes only purchasing items entered in Settings > Purchasing & Inventory > Items Master (in the desktop application) with a category type of Capital Items. These are the only items that can have depreciation processed for them.
Associate Existing Asset	This field is enabled when you use the Asset Management module and the following options are selected: Activate the Asset Management application in Settings > General > Modules. Select the Allow asset entries for AP Vouchers and Journal Entries check box for your security role on the Accounting tab in Settings > Security > Roles. Select AP Voucher for Asset Item Source on the General tab in Settings > Asset Management. This field display when the Create Asset check box is not selected. Select an equipment from the drop-down field to associate the AP voucher line item. You can select only existing asset items that have not had depreciation processed for them yet. The asset item that you select must belong to an overhead project.