Activant Prophet 21

More Voucher Creation

This class is designed for…

Accounts Payable personnel

Objectives

Adjust Vouchers through Debit/Credit Memo EntryPerform Reverse VouchersEstablish a Recurring VoucherUtilize Disputed Voucher functionalityUse the Vendor Drill Down option

This course will NOT cover…

Vendor CreationPurchase Order ReceiptsRequisition Purchase Order ReceiptsConvert PO to VoucherManual Voucher EntryPre-Pay Vouchers

Credit/Debit Memo Entry

Credit/Debit Memos

Create Credit/Debit Memos to increase or decrease vendor accounts or specific vouchers

Credit/Debit Memo Options

Referencing memos affect a voucher directly

Independent memos post to vendor accounts and must be selected at check printing

Creating a Referencing Memo

Memo Tab

Step 1: Key or search for the Reference Number.

Step 2: Select the Memo Date.

Memo Tab

Steps 1 and 2

Step 3: Select the Adjustment Type.

Memo Tab

Steps 1 and 2

Step 3Step 4: Review Period and Year.

Memo Tab

Steps 1 and 2

Step 3

Step 4

Step 5: Enter the Total Amount of the adjustment.

Memo Tab

Steps 1 and 2

Step 3

Step 4

Step 6: Enter the invoice number.Step 5

Purchase Tab

Step 7: Enter an Item ID, description, unit price, and quantity.

Purchase Tab

Step 7

Step 8: Select the Purchase Account.

Creating an Independent Memo

Memo Tab

Step 1: Key or search for the Vendor ID.

Step 2: Select the Memo Date.

Memo Tab

Steps 1 and 2

Step 3: Select the Adjustment Type.

Memo Tab

Steps 1 and 2 Step 4: Review Period and Year.

Step 3

Memo Tab

Steps 1 and 2

Step 3

Step 4

Step 5: Enter the Total Amount of the adjustment.

Memo Tab

Steps 1 and 2

Step 3

Step 4

Step 5

Step 6: Enter the invoice number.

Purchase Tab

Step 7: Enter an Item ID, description, unit price, and quantity

Purchase Tab

Step 7

Step 8: Select the Purchase Account.

Credit/Debit Memo Entry

You cannot reference an existing memo!Debit Memos

Decrease the amount owed

Credit Memos Increase the amount owed

Reverse Vouchers

Steps to Reverse Vouchers

Step 1: Select the Vendor ID associated with the reversal.

Step 2: Enter the Voucher to be reversed.

GL Impact for Reverse Vouchers

Accounts Payable Debit

Purchase Account Voucher Record Credit

What? Where? How?

Voucher Record

Reverse Vouchers

Vouchers tied to checksVoid the check, then reverse the voucher

Convert PO to Voucher ReversalsCorrecting manual voucher must note the Inventory Receipts Clearing account as the offset

Reverse Vouchers

If a check has printed for the Voucher…VOID the check first, then reverse

If a voucher created through Convert PO to Voucher is reversed…

The correcting entry must site the Inventory Receipts Clearing account as the purchase account in Manual Voucher Entry.

Recurring Voucher Entry

Designed to save you time! Used for Vouchers entered on a regular basis such as rent or lease payments

Recurring Voucher Tab

Recurring Voucher Tab

Step 1: Enter a Vendor ID.

Recurring Voucher Tab

Step 1

Step 2: Create a Code and Description for quick recall.

Recurring Voucher Tab

Step 2

Step 3: Enter a standard invoice number.

Step 1

Recurring Voucher Tab

Step 4: Enter how often to post the voucher in days.

Recurring Voucher Tab

Step 4

Step 5: Enter the Begin Date.

Recurring Voucher Tab

Step 5

Step 6: Enter the Next Day to Post.

Step 4

Recurring Voucher Tab

Step 4

Step 5Step 6

Step 7: Determine how to track the postings.

Details Tab

Step 8: Enter the Invoice Amount.

Details Tab

Step 8Step 9: Select the Terms for the voucher.

Details Tab

Step 8Step 9

Step 10: Select a Voucher Class.

Details Tab

Step 8

Step 9

Step 11: Enter a description for the voucher.

Step 10

Line Items Tab

Step 12: Enter an Item ID or an ID that meets your needs.

Line Items Tab

Step 12Step 13: Enter a Unit Price.

Line Items Tab

Step 12Step 13

Step 14: Enter a Quantity.

Line Items Tab

Step 12Step 13

Step 14Step 15: Enter a description

for the line item.

Line Items Tab

Step 12Step 13

Step 14Step 15 Step 16: Enter a

Purchase Account.

Post Recurring Vouchers

Step 1: Review Period

Step 2: Review Year

GL Impact for Posting Recurring Vouchers

Accounts Payable Credit

Purchase Account Defined by the user Debit

What? Where? How?

Vendor Record

Recurring Vouchers

Define days to post in number of daysDo not base on date!

Adjustments can be made to the voucher maintenance records between postings

Disputed Vouchers

Dispute when a discrepancy exists between your records and your vendor charges

Applies to an entire voucher or just specific linesUse in Voucher Entry and Convert PO to voucher

Marking lines in dispute either manually or automatically

Disputed voucher/line(s) removed from cash requirements and check printing

System Settings

System Settings / Accounts Payable / General node

System Settings

Acceptable Variance LevelsTotal invoiceInvoice line

System Settings

System can automatically create credit/debit memo for amount entered in disputed columnDetermine if you wish to print disputed memo

Dispute Voucher lines

Disputed line checkbox found at header and line:Voucher Entry by AmountVoucher Entry by ItemConvert PO to VoucherConvert Inventory Return to Voucher

Checkbox marks invoice line disputed.

Field holds disputed amount, which can be caused by difference in invoice qty or line item price.

Dispute Voucher lines

Create a voucherMark as disputed (at header or line)Resolve issue – remove disputed status –determine if an amount remains for adjustment

Dispute Voucher lines

Disputed Checkbox Effects

When enabling the Disputed checkbox:Posts to GL like normal voucher creation

Posts cost/qty differences to inventory/cost variance accounts – Convert PO to Voucher or Convert Inventory Return to Voucher

Excludes voucher/line from check printing windowsLists entire invoice in Disputed column in Cash Requirements and AP Trial Balance.Disputed vouchers print on Unvouchered PO Report

Dispute Voucher lines

Convert PO to Voucher

Unit price discrepancyLine item and voucher header automatically disputed

Calculating Disputed AmountsIf there are adjustments to the unit price, difference between PO cost and value entered here appears in the Disputed Amount field.

If qty invoiced = 0, then entire amount disputedIf qty invoiced < receipt amount, difference between the two is disputed

Example of Resolving Disputed Charge

GL PostingAP Debit $700IRC Credit $500Cost Variance Credit $200

Example continued

Vendor invoice had typo, true cost of items was $5 eachBring up Voucher in Voucher Entry

Clear Disputed checkboxLeave entry in Disputed Value

Debit/credit memo created when disputed voucher, line or charge is made undisputedGL Posting made upon saving

AP Debit $200Cost variance Credit $200

Charges Tab

Able to dispute charges for vouchersPlacing in dispute

Same impact as disputing an item line

Removing from disputeSame impact as disputing an item line

Disputed Debit/Credit Memos

Debit/credit memo created when disputed voucher, line or charge is made undisputedGL effects

Debit MemoDebit – APCredit – Inventory Cost Variance

Credit MemoDebit – Inventory Cost VarianceCredit - AP

Popup asking to print disputed amount memos in Check Printing

Disputes and voucher payments

If you fully pay an undisputed amount on a voucher

Original voucher paid in full with a new voucher created for disputed amount‘Disputed’ attached to vendor invoice number so that same number can be used

Disputed Voucher Fast Edit

Alternate method to update disputed vouchersIn Purchase Order Module – update voucher lines via fast edit windowPurchase Order Module/Maintenance/Disputed Voucher Fast Edit

Disputed Voucher Fast Edit

To update disputed voucherCheck Select checkboxUpdate Price to Pay for pricing issuesUpdate Qty to Pay for quantity issuesCan have both quantity and price issuesRMB click to Select All or Deselect AllSave

Disputed Voucher Reason Codes

AP / System / Disputed Voucher Reason CodesDefine reason codes for use when disputing vouchers

Update Disputed Voucher Lines

AP/Transaction/Update Disputed Voucher Lines

Update Disputed Voucher Lines

Price and/or quantity boldedTo accept buyer’s updates, check Update Voucher checkbox

Voucher line reflects buyer selected price and qtyVoucher line removed from dispute

If setting enabled, debit/credit memo created

Disputed Checkbox Effects

Previously saved undisputed vouchersCan be disputedSystem doesn’t reverse postingsInventory value doesn’t changeVoucher displays in disputed column on Cash Requirements and AP Trial BalanceVoucher excluded from check printing

AP Drill Down by Vendor

To recall information, enter a Vendor ID

AP Drill Down by Vendor

AP Drill Down by Vendor

View voucher details on the Voucher Inquiry tab

AP Drill Down by Vendor

Locate memo details by drilling into the Memo Number field, this field links directly to the Voucher Inquiry tab.

AP Drill Down by Vendor

Locate vouchers affected by the check by drilling into the Check Number field.

Determine the status of the check by viewing the Void and Clear Bank checkboxes.

AP Drill Down by Vendor

Check Inquiry tab indicates vendor invoices effected by the check

Summary

Recurring VoucherAdjust Vouchers

Credit/Debit Memos

Reverse VouchersAP Drill Down by Vendor

For More Information…

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