ACCOUNTS PAYABLE VOUCHER ADJUSTMENT

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1 ACCOUNTS PAYABLE VOUCHER ADJUSTMENT TRANSACTION ENTRY OVERVIEW Use Vision Transaction Center to enter and maintain data on various types of transactions, such as disbursements, expenses, invoices, and vouchers. After entering transaction information, you can review and, if necessary, revise your transactions. When you are satisfied that the data is accurate, you can post the transactions and run reports on the information. Please note that entering transactions does not make the data available in Vision. To make the data available for processing and reports, you must post the transaction file. AP VOUCHERS Used for ALL AP Adjustments, even if original was a Cash or an A/P Disbursement form of AP Invoice Entry To add a new Accounts Payable voucher file, complete the following steps: 1. Select Transaction Center» Transaction Entry from the Vision main menu. 2. Select AP/Voucher from the Transaction Type drop down. See the Transaction Entry Form for details on the information that displays. Use the New File dialog box to enter general information about a transaction file, including the total dollar amount of the transactions. File Name is required and cannot be used again. Use something unique followed by a full 6 digit date. Recurring Select this option if the transaction is recurring. If you have transactions that occur each accounting period with little or no difference in content, then you can create recurring transaction files to help speed your transaction entry for these items each month. Recurring transaction files do not get deleted after they are posted. After a recurring file is posted, you can select the file in transaction entry and "resubmit" it to make it available again for posting. Also, you can "Change" the dates, "reverse" the amounts, or modify it just like any other transaction. Select the start and end date for the transaction file. Click the calendar icon to select the appropriate date and pick a date within the current accounting calendar. Currency From the drop down list of currencies enabled for use by your company, select the currency to use for the transaction file. This currency serves as the file's default currency. You can specify a different currency during transaction entry (either for a transaction record or, in the case of Employee Expenses, for an individual line item within a transaction record).

2 Control Total Enter a control total for the transaction file. The control total is the total dollar amount that will be entered in this batch. For example, if entering a deposit with three transactions: , , and , the control total would be Liability Code Select the default liability code for the transaction file. The codes available on this list are US Consultant, US Trade or US Employee and similar UK versions. US Trade Liability will be the most common, all 3 point to the same GL Liability Account. The purpose of these codes is for generating check runs for groups of payables. Default Voucher Date is the transaction date that will show in billing. Click OK to proceed. Use Vision Accounts Payable Vouchers to enter or modify accounts payable vouchers for the vendors in your database. You can enter new vouchers with one or more detail lines, and you can also modify amounts on previously entered and posted vouchers. Vision tracks vouchers based on the Invoice Number, Invoice Date, and Vendor Number. If you duplicate this detail, Vision displays a warning. Cancel the warning unless your intention is to modify, reclassify, or reverse the existing voucher. Vision automatically assigns a voucher number during transaction entry. The voucher number is a system generated internal identification number and is not shown on the screen. You can use this voucher number to maintain a tighter audit trail on AP vouchers. To review voucher numbers, preview or print the AP Voucher posting log. 3. Complete all fields on the Voucher form. You can type a vendor name (or a portion of the name) or click on the lookup and search. Payment terms are either Next, Hold, PWP or Date. Next is for immediate payment. If vendor has multiple addresses, select proper remit to address. If the vendor cannot be located see the next section on New Vendors. AP VOUCHER ADJUSTMENTS To adjust a voucher after entry Use Vision Transaction Center for AP Vouchers to modify AP vouchers for the vendors in your database. You modify amounts, projects, GL Accounts or anything else on previously entered and posted vouchers.

3 Vision tracks vouchers based on the Invoice Number, Invoice Date, and Vendor Number. If you duplicate this detail, Vision displays a warning. Cancel the warning unless your intention is to modify, reclassify, or reverse the existing voucher. Vision automatically assigns a voucher number during transaction entry. The voucher number is a system generated internal identification number and is not shown on the screen. You can use this voucher number to maintain a tighter audit trail on AP vouchers. To review voucher numbers, preview or print the AP Voucher posting log. 1. Select ONLY the Vendor and STOP. 2. See Screen Print below, Click On Vouchers. Click on Voucher Lookup 3. Select the Voucher you want to adjust.

4 4. See Screen Print below, ALL Invoice info will be completely filled in. You click on Copy Lines or Reverse Lines. Select either Copy or Reverse Lines

5 5. See the Line(s) you wish to copy or Reverse

6 6. Now you can Copy the lines, edit the lines increase the amount or whatever you need to do. Typically you REVERSE the lines, and then on the 2 nd row you edit accordingly. If the amount is NOT to be changed then you have a negative and positive that net to zero Voucher Adjustment where only the project or GL change. If you are increasing or decreasing then you will change the value of your voucher accordingly. SEE SCREEN PRINT below. 7. Post the file.