Create Transaction Center AP Voucher Options Dialog Box

Use this dialog box to enter AP voucher information for generating an AP voucher from the final approved AP invoice on the AP Invoice Approvals form.

This dialog box applies:

• For the final step of an AP invoice approval, if a Create Voucher action was specified for the final step for the AP invoice approval workflow in Configuration > Workflow > Approval Workflows.
• If you leave the Purchase Order field on the General tab of the AP Invoice Approvals form blank. Vision automatically generates the AP voucher from the AP invoice, not from a linked purchase order.

You complete the information on this dialog box before you click Approvals > Approve on the AP Invoice Approvals form to final approve an AP invoice. Vision uses this information to generate the AP voucher automatically when you click Approvals > Approve. After you final approve the AP invoice and the voucher is generated, you post the AP voucher transaction file in Transaction Center > Transaction Posting. The data on the dialog box is cleared out whenever you leave or reload the AP Invoice Approvals application.

Role Security

To access the Create Transaction Center AP Voucher Options dialog box, you must have full access to AP voucher transaction types (specified on the Accounting tab in Configuration > Security > Role).

Location

To display the dialog box, complete the following steps:

1. From the Navigation menu, click Accounting > AP Invoice Approvals.
2. On the AP Invoice Approvals form toolbar, click Voucher Options.
   • If you have the Purchasing application activated and either Full Access to all Transaction Types or the Enter option that is selected on the Accounting tab of Configuration > Security > Roles, click Transaction Center AP Voucher Options in the menu drop-down list.

     The Create Transaction Center AP Voucher Options dialog box opens.

   • If you do not have the Purchasing application activated, the Create Transaction Center AP Voucher Options dialog box opens automatically when you click Voucher Options.

This dialog box automatically displays if you try to final approve an AP invoice without entering the required AP voucher information on this dialog box.

Contents

Fields

Field	Description
Select Existing Voucher File	Select this option to add the AP voucher to a voucher transaction file that has already been created. The file will be used to post the AP voucher in the Transaction Center. Use the drop-down list in the field beside this option to select an existing voucher transaction file. If you have multiple companies in Vision, the drop-down list includes only voucher transaction files that you previously created in the active company. Example: If Joe has company A open in Vision, he sees only the voucher files that he created for company A. Voucher transaction files that are currently in use (open in another Vision window) do not display in the list.
Create New Voucher File	Select this option to add the AP voucher to a new voucher transaction file. The file will be used to post the AP voucher in the Transaction Center. Enter the name of the voucher transaction file in the field beside this option. If you have multiple companies in Vision, the file is created in the active period for the active company.
End Date	Enter the end date for the transaction file. Enter the date directly in this field, or click the calendar icon and select a date from the calendar. The date that you enter must adhere to the active company's transaction data validation settings, which are specified on the General tab in Configuration > Accounting > Company Settings. These settings determine whether or not you are required to enter transaction dates that are within the active fiscal year and/or the active accounting period.
Voucher Date	Enter the date of the voucher. When the voucher is created, this date is the transaction date in the posting log. If you selected an existing voucher file in the Select Existing Voucher File field, this field prefills with the default voucher date from the voucher file, which you can change. If you entered a new voucher file in the Create New Voucher File field, enter the date for the voucher, or click and select a date from the calendar. The date that you enter must adhere to the active company's transaction data validation settings that are specified on the General tab in Configuration > Accounting > Company Settings. These settings determine whether or not you are required to enter transaction dates that are within the active fiscal year and/or within the active accounting period.
Bank	Enter the bank from which the voucher will be paid. If you have multiple companies in Vision, only the banks from the current company display in the drop-down list. If you selected an existing voucher file in the Select Existing Voucher File field, this field prefills with the default bank from the voucher file, which you can change. If you entered a new voucher file in the Create New Voucher File field, select a bank from the drop-down list in this field.
Next Voucher Number	This field displays only if you have configured Accounts Payable to require voucher numbers (the Require entry of voucher numbers check box is selected on the Accounts Payable tab in Configuration > Accounting > System AP). Enter the number for the AP voucher. The number must be within the valid range of voucher numbers that is specified for a company on the Accounts Payable tab in Configuration > Accounting > Company AP. If you have configured Vision to not require voucher numbers, voucher numbers are automatically assigned when you post vouchers.
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.

Buttons

Field	Description
OK	Click this button to save the AP voucher entries on the Create Transaction Center AP Voucher Options dialog box and return to the AP Invoice Approvals form.
Cancel	Click this button to return to the AP Invoice Approvals form without saving the voucher information on this dialog box.
Help	Click this button to open the help topic for this dialog box.