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Vouchers are created in the enter voucher screen. They can be thought of as a pre-check or a requisition to make payment. Vouchers record the receipt of a Vendor Invoice. This process is necessary for checks to be cut, but TRX separates entering Vendor invoices from cutting checks to allow for more user control over permissions.
Detail
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Create Voucher
PO Receipt/Freight Screen
The PO Receipt/Freight button in the header will open a screen to quickly create a PO Receipt or PO Freight Voucher.
Open the screen
Hit the PO Receipt/Freight button
Select Type
PO – This type is for PO Receipts
PO Freight – This type is for PO Freight
Enter Vendor
Type Vendor # or hit F9 to find it
Enter the Invoice number
Enter Invoice Date
Enter Amount
This must equal the sum of all PO Receipts selected
Enter PO Receipts
PO # - Type or hit F9 to find
Waybill - Type or hit F9 to find, will auto-fill if PO # is selected with F9
Amount - The amount to Invoice the PO Receipt
Finish the Entry
Process Voucher - Hit the Process Voucher button
Populate and Return - Hit the Populate and Return Button
PO Receipt Example
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PO Freight Example
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Manual Entry
Enter the voucher header information
Go to AP > Voucher Processing > Enter Vouchers
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Und. Amount - The detail lines of a voucher must equal the voucher amount. This field shows the difference between the detail lines and the voucher amount. A voucher cannot be saved until this amount is zero.
Date - This is the voucher date. The current date is the default value and is also the date of the General Ledger posting for this voucher. This date must be in an open General Ledger period.
Invoice - This is the Vednor invoice number being paid. If a voucher was previously entered for this invoice, a warning is displayed (making sure an invoice isn't paid twice). This becomes searchable in other screens.
Invoice Date - This is the date on the invoice. The discount and due dates are calculated using this date.
Disc Date - This is the date the voucher needs to be paid in order to take advantage of any discount. This date is calculated based on the terms on the Voucher (defaulted from Vendor) and the Vendor Invoice date (must be manually entered).
Due Date - This is the date the voucher needs to be paid so the invoice is not overdue.
AP Subledger - This is the General Ledger account to credit when posting the voucher. It will default in based on the Vendor record but can be changed (Use F9 for a list). This must be an A/P subledger account.
Comments - Enter any comments about the voucher up to 50 characters. These comments print on the check on the comments or notes line.
Run Date - This is the scheduled check run the voucher will be paid on. It is automatically calculated based on the discount and due dates of the voucher. Normally, vouchers are scheduled on the latest check run that allows the user to take advantage of any discount. If there are no check runs scheduled before the discount date, the run date will revert to the last check run prior to the due date. If there is no discount amount, the voucher will be scheduled on the last check run prior to the due date.
Enter Voucher Detail
After entering the voucher header, enter the detail lines of the voucher.
There are six types of voucher line types, and each line of the voucher can be used for a different line type if needed. The total of the lines must equal the amount of the voucher.
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