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Terms can be setup in the Common Info menu. Depending on the selected term, it can change the Due Date and possible discounts given

Voucher Payment Header Fields

Field Name

Description

Type

There are several Voucher Types that you can pick from. Each of them change the way the voucher works.

Type	Description
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. This transaction has no financial impact - does not pay the vendor and does not impact gl it is for record keeeping only.
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.
Prepayment Reversals	This is created after a voided Vendor Prepayment is reversed. This reversed the items that were: prepaid is made and paid payment was posted payment was voided
Deferred Interest	This is used to create a transaction record for interests of the balances that is elected to be deferred by the vendor

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

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

Location

This is the i21 location for your facility. This will help you segregate payments. This field is assigned when you create the payment and is based upon your user profile.

Bank Account

This is the bank that the payment will be drawn on.

Vendor No

This is the Vendor that will be paid on the check

Vendor Pay to

This is the pay to that will be the address that will print on the check if no overrides are taken.

Override Pay to

This will allow you to override the pay to address with the system maintained address selected.

Amount Paid

This is used if you wish to enter an amount to pay - then click the select button and select bills for payment in FIFO (first in first out) order.

Quantity and Quantity UOM

This is for selecting a certain number of Bushels or quantity for payment. this will calculate the average price per bushel with all taxes and other charges and apply the quantities in FIFO order. for example - if you say 500 bushels - the system will find the first received 500 bushels - calculate the average price - sum the payment amount and select those items for payment.

Check Payee

This is the system Generated payee that the system will use on the check and settlement if no override is applied.

Lien Exists

This is a checkbox to allow you to see if liens exist on the vendor - this is informational only

Override payee

Will result in a manual check always. If you override the payee you will not be allowed to ACH the transaction. This will allow you to change the name and or address that will print on the check.

Override Settlement

This will use the override Payee on the Settlement. if you do not override the address then the address on the settlement will come from the pay to on the payment rather than the override address.

Override Address

This is the text box to enter the address that you wish to use in conjunction with the overrides. This text box is editable until the check is printed.

Override Lien

This will allow you to use ACH even if there is a lien on the vendor for that commodity. If override lien is checked then override payee can not be checked.

Payment Line Item Columns

Column Name

Description

Pay checkbox

This selects the Voucher to pay.

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.

ReferenceAccepts anything entered. For duplicate transactions, this field displays

Record No

This field is read-only and will display the record number

of the original voucher

.

Ship ViaShipping Method used in the transactionContactThe vendor contact you may speak with on occasion other than your vendor who works at the same company.Ship From

Ship ToThis will display your default company location where merchandise will be shipped.LocationThis will display the default company location.Pay ToThis will display the vendor where merchandise will be paid to.

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.
Commodity	This is what is being purchased.
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.
Voucher Total	This is the total amount to be paid.

Voucher NoThis 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 AmountThe withheld amount applied when payment was made to the transaction.CurrencyCurrency used in the transaction.Ordered ByThe 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 fromShip To (Address field)The address of the selected company location where merchandises will be shipped toRemarks

Accepts any remarks entered.SubtotalTotal before the tax of all the line items entered in the Line Item Detail was applied.TaxThe calculated tax based on the tax code used on every detail. This can be overridden via Tax Details screen.TotalThe computed total by adding Subtotal and taxes of the transaction.Amount PaidThis 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 DiscountThis is the computed discount based on the terms used.OverrideOption used to override the computed discount.Due if Paid ByWill show the date when computed discount is available and how much is the voucher total if paid with discount.Voucher Line Item ColumnsColumn NameDescriptionLoad #

Inbound Shipment record number if selected detail is associated to an Inbound Shipment

ContractContract number if selected detail is associated to a contractContract SeqSequence of the detail in the contract selected.PO #Purchase Order rerord number if selected detail is associated to a purchase orderItem No.Item No. of the item selectedDescriptionDescription of the item selectedMisc DescriptionIf 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.UOMUOM 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.OrderedQuantity received for the item.BilledQuantity billed for the item.Sub CurrencyChecked if Currency Unit used for the item is sub currencyCurrency UnitThis is the currency used when item was received. It can be in main currency or in sub currencyRate TypeThe rate type used if currency used in the transaction is different from the functional currency set for the company

.

Exchange RateIf 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 GLCostThis is the cost of the item per UOM selected

Cost UOMThis is the unit of measure of the costGross/Net UOMUOM for Gross/Net if used in a selected item associated in a transaction.Net WeightNet 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).

)

TaxTax computed based on the tax setup if available for the company location used, by vendor or by vendor locationTotalLine total, Cost * Billed qtyActualIf 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 IDExpense or AP Clearing account used where GL entry will be posted. Account DescriptionDescription of the Expense or AP Clearing account usedCommentsAccepts any comments entered.Storage LocationThis is the storage location of the itemExpected DateDefaulted to today's dateSource NoIf voucher is associated to other transaction, this displays the record no of the source transactionBOLBill of Ladding no1099 FormThis displays the form in which voucher transaction will be included in the 1099 report

Interest	This displays the amount of interest to be paid on the Voucher.
Payment	This is the amount that will be paid. This may be modified to an amount below, but not above, the Amount Due.

Payment

1099 CategoryAvailable only for 1099 MISC, 1099 PATR and 1099 MISC.Voucher

Footer Fields
Field Name	Description

Subtotal

Sum of all lines Amount Before Tax

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.
Payment	This is the amount that will be paid. This may be modified to an amount below, but not above, the Amount Due.

TaxSum of Tax CalculatedTotalSubtotal Plus TaxAmt PaidTotal of payments made on the voucherAmount DueTotal minus Amt Paid

Terms DiscountCalculated discountOverrideThis is the manual override flag to allow you to manually enter discountDue if paid byThis is the amount that is due if you pay by the due date

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