Activant Prophet 21 - erpcustomer.epicor.com · was $5 each Bring up Voucher in Voucher Entry Clear...
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Activant Prophet 21 More Voucher Creation
Transcript of Activant Prophet 21 - erpcustomer.epicor.com · was $5 each Bring up Voucher in Voucher Entry Clear...
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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