| Voucher Header Fields | |||||||||||||||||
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| Field Name | Description | ||||||||||||||||
| Type | There are several Voucher Types that you can pick from. Each of them change the way the voucher works.
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| Invoice No | The Invoice Number field cannot have a duplicate value unless allowed by the user. The duplicate check is to ensure no duplicates on a single vendor. You are allowed to have duplicates across vendors. | ||||||||||||||||
| Invoice Date | The date of the Invoice.
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| Recur | Option used to create a Recurring Voucher template. Recurring vouchers can not be made from posted vouchers. They are a template for future postings. | ||||||||||||||||
| Check Comments | Prints anything entered in this field on the check . limited to 25 characters due to space on the check. | ||||||||||||||||
| Post Date | The date the Voucher was (will be) Posted to the General Ledger. | ||||||||||||||||
| Terms | Terms can be setup in the Common Info menu. Depending on the selected term, it can change the Due Date and possible discounts given. | ||||||||||||||||
| Due Date | The date the Voucher is due to be paid.
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| Reference | Accepts anything entered. For duplicate transactions, this field displays the record number of the original voucher. | ||||||||||||||||
| Ship Via | Shipping Method used in the transaction | ||||||||||||||||
| Contact | The vendor contact you may speak with on occasion other than your vendor who works at the same company. | ||||||||||||||||
| Ship From | |||||||||||||||||
| Ship To | This will display your default company location where merchandise will be shipped. | ||||||||||||||||
| Location | This will display the default company location. | ||||||||||||||||
| Pay To | This will display the vendor where merchandise will be paid to. | ||||||||||||||||
| Voucher No | This is an automatically generated number that is unique for every voucher | ||||||||||||||||
| AP Account | AP Account where GL entry will be posted. This defaults to the AP Account set in Common Info > Company Locations > GL Accounts tab | ||||||||||||||||
| Withheld Amount | The withheld amount applied when payment was made to the transaction. | ||||||||||||||||
| Currency | Currency used in the transaction. | ||||||||||||||||
| Ordered By | The one who created the transaction. Defaulted to the user that is currently logged in. | ||||||||||||||||
| Ship From (Address field) | The address of the selected vendor location where merchandises were shipped from | ||||||||||||||||
| Ship To (Address field) | The address of the selected company location where merchandises will be shipped to | ||||||||||||||||
| Remarks | Accepts any remarks entered. | ||||||||||||||||
| Subtotal | Total before the tax of all the line items entered in the Line Item Detail was applied. | ||||||||||||||||
| Tax | The calculated tax based on the tax code used on every detail. This can be overridden via Tax Details screen. | ||||||||||||||||
| Total | The computed total by adding Subtotal and taxes of the transaction. | ||||||||||||||||
| Amount Paid | This is the payment amount already made for the voucher. | ||||||||||||||||
| Amount Due | If voucher was partially paid, this displays the remaining amount with no payment yet. If voucher is already paid in full, this shows 0.00. | ||||||||||||||||
| Terms Discount | This is the computed discount based on the terms used. | ||||||||||||||||
| Override | Option used to override the computed discount. | ||||||||||||||||
| Due if Paid By | Will show the date when computed discount is available and how much is the voucher total if paid with discount. | ||||||||||||||||
| Voucher Line Item Columns | |
|---|---|
| Column Name | Description |
| Load # | Inbound Shipment record number if selected detail is associated to an Inbound Shipment |
| Contract | Contract number if selected detail is associated to a contract |
| Contract Seq | Sequence of the detail in the contract selected. |
| PO # | Purchase Order rerord number if selected detail is associated to a purchase order |
| Item No. | Item No. of the item selected |
| Description | Description of the item selected |
| Misc Description | If Item No is selected, this also displays the item's description. If item is not available in Items table, user can directly enter miscellaneous item in this field. |
| UOM | UOM set for the selected item. If detail is associated to other transactions, then it will default to the UOM used in that transaction. If not, it is defaulted to the stock unit of the item. For misc items, default is blank. |
| Ordered | Quantity received for the item. |
| Billed | Quantity billed for the item. |
| Sub Currency | Checked if Currency Unit used for the item is sub currency |
| Currency Unit | This is the currency used when item was received. It can be in main currency or in sub currency |
| Rate Type | The rate type used if currency used in the transaction is different from the functional currency set for the company. |
| Exchange Rate | If currency used in the transaction is different from the functional currency set, this is the rate used to convert the amount to base currency when posted to GL |
| Cost | This is the cost of the item per UOM selected |
| Cost UOM | This is the unit of measure of the cost |
| Gross/Net UOM | UOM for Gross/Net if used in a selected item associated in a transaction. |
| Net Weight | Net Weight of the item recieved. |
| Discount | Percent discount applied manually. (But this is just a display. Discount on payment will still be computed based on terms and date or will still get the discount entered in Terms Discount field if overridden.) |
| Tax | Tax computed based on the tax setup if available for the company location used, by vendor or by vendor location |
| Total | Line total, Cost * Billed qty |
| Actual | If voucher is associated to a contract and additional charges were applied, this is where actual amount is entered. (Column is hidden by default) |
| Difference | Difference of Actual - Total amount. (Column is hidden by default) |
| Account ID | Expense or AP Clearing account used where GL entry will be posted. |
| Account Description | Description of the Expense or AP Clearing account used |
| Comments | Accepts any comments entered. |
| Storage Location | This is the storage location of the item |
| Expected Date | Defaulted to today's date |
| Source No | If voucher is associated to other transaction, this displays the record no of the source transaction |
| BOL | Bill of Ladding no |
| 1099 Form | This displays the form in which voucher transaction will be included in the 1099 report |
| 1099 Category | Available only for 1099 MISC, 1099 PATR and 1099 MISC. |
| Voucher Footer Fields | |
|---|---|
| Field Name | Description |
| Subtotal | Sum of all lines Amount Before Tax |
| Tax | Sum of Tax Calculated |
| Total | Subtotal Plus Tax |
| Amt Paid | Total of payments made on the voucher |
| Amount Due | Total minus Amt Paid
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| Terms Discount | Calculated discount |
| Override | This is the manual override flag to allow you to manually enter discount |
| Due if paid by | This is the amount that is due if you pay by the due date |
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