| Comapny Location Fields |
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| Field Name | Description |
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| Type | There are several Voucher Types that you can pick from. Each of them change the way the voucher works. | |
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| Voucher | This is used to create a standard voucher. (Default) | | Vendor Prepayments | This is used to create prepaid that can later be applied to any vouchers. | | Debit Memo | This is used to create debit memos of purchases received from your Vendors but then decided to return the items. | | 1099 Adjustment | This is used to create adjustment or correct a 1099 value that is previously filed. | | Claim | This is used to create claims for transactions that has a gain or loss during the shipment due to various reasons like weather and damages. |
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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. - Invoice date is used as the basis for terms codes
- this does not impact when the transaction is posted to the general ledger
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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. - This date can be adjusted even after posting the voucher but not after paying the voucher.
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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 | This is where the vendor will ship your merchandise 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. |
| Location | This field selects a location from the General ledger location segment in the chart of accounts. This is used to override entries that have locations. For example lets say that you have a COGS account configured as 6000-00 and 00 is your "home office" location - if you sell an item the Chicago location "01" the 01 would be used in the transaction to derive the cogs account - for example 6000-01 |
| Bank Account | This is the default Bank account for this location. This will default the bank account to transaction screens based upon your user id and profile. - Your default location is maintained on your user and can be edited thru user profile - you must logout for changes to the profile to take effect
- When you create a transaction your location will default to the transaction
- If there is a cash account on the entry screen the cash account will default from location on the screen
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| AR Account | This is the default accounts Receivable account that will default on Accounts Receivable Transactions for this location. |
| AP Account | This is the default Accounts Payable Account that will default on Accounts Payable transactions |
| Voucher Line Item Columns |
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| Column Name | Description |
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| 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.