If the document has been scanned, then most of the details on the header should be automatically populated. It is suggested that, if it is a supplier that has not been used before, or not used very frequently, you check that the information was populated accurately.

• Document Type must be Credit to process a Credit Note.

• Credit No is a unique number given to this credit, generally with a modifier to the original AP Invoice number on an existing AP Voucher or a separate credit sequence. Maximum characters is 20. This is a number provided by the Supplier.
  Checked green tick indicates that a user has been warned and presented with a list of existing Credits that are possible duplicates. If the user agrees is ok and can be ignored, clicks on Checked button, and that will populate the green tick symbol.
  

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• Credit Date is the date that the credit is being actioned.

• Comments can include notes regarding the credit circumstance or communication within the accounts department and approvers.

• Supplier - choosing the supplier will filter the invoices available on Apply to AP Invoice.

• GST Number will be automatically populated with the tax number on the Supplier’s details.

• Payment Due - is populated based on the Payment Terms on the Supplier. If the Supplier does not have Payment terms set, it will be left empty. Note that a Payment Date is mandatory to be able to export an AP Credit to the financials, and the export will error if a date is missing. Payment Terms are imported from the financial system, so make sure to populate this on your suppliers' details on your Financial System and that updated information will be synced back to Workbench.

• Reason contains custom flags for the voucher, such as On Hold, In Dispute, Security of Payment Act, etc. for increased ability to keep track of different states. The system administrator can add or modify reasons in Statuses under "Voucher Reasons."

• Total Incl shows the total value of the voucher including tax. Automatically pre-populated once an AP Invoice to Apply for has been selected and applied to this document.

• Total Tax is the tax portion of the invoice value.

• Total Excl is the value of the invoice excluding tax.

• Workflow Type gives a list of all Workflow Types available for this voucher. This affects the approval flow of the voucher once you click Submit.

• Apply to AP Invoice - Choose which invoice this credit is meant to be applied towards. The invoice must be approved to appear on the list. Once selected either typing it in or selected from the AP Invoice search, use the Apply Filter button to populate the Invoice lines into this tab. The out link icon will open the AP Invoice this Credit is being applied to, so you can validate the right one is being used. The AP Invoice will open in a new window on top of the current one.

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The little square window with an outbound arrow opens a screen where all the Receipts, AP Vouchers and AP Invoices linked to the Purchase Order that originated the AP Invoice line this Credit Note is being applied to.

• Job Code, Work Centre, Line Description, Invoices Qty & Value will be populated from the original AP Invoice. However, AP Credits for Dockets and Stock Item purchases are a little different. More details here…

• Vouchers Value indicates if there is another AP Voucher Credit using this same original AP Invoice.

• This Voucher Qty, Rate, Value. Use these fields to indicate the Credit Note values.

Will reflect the AP Invoice lines from the Invoice Lines tab to which this Credit is applied to. Manual Lines can also be added. Totals here should match Totals on the Header.

Once the AP Voucher Credit has been approved, a link to the actual AP Credit and the Batch No for that AP Credit are displayed here.

Buttons shown at the bottom of the screen will change depending on the voucher's status and whether Workflow types are specified.

• Print gives us a report that can be saved or printed.

• Attachments is where we can attach the invoice or related documents to the voucher, if not already attached through Xtracta.

• Inwards Goods navigates directly to Inwards Goods from the [Perform] button. But the best place to see all details related to this AP Credits is from the Invoice Lines tab outbound link, where you can see Inwards Goods, PO, AP Voucher, AP Invoices details.

• Transfer to Sub-Claim is used if an AP invoice is captured that should be processed as a subcontract claim.
  

  

  This displays the Subcontract Claim & Attachments popup pre-populated with as much information as possible including the invoice image. Typically, only the Subcontract will still be required. Specify the Subcontract, and load any additional attachments, then click on [New Claim]. A new subcontract claim will be created, and the voucher is auto cancelled. The voucher status displays as “Cancelled - Subclaim”. The ‘Transfer to Sub Claim’ feature is no not permission controlled.

• WFlow | Msg is a combination button that displays a Workflow tab and Messages tab:

• The Workflow tab displays all Workflow steps for the document. You can click Show Previous History to see previous Workflow sequences.

• Messages can be sent and viewed on this tab similarly to other messaging in Workbench. Select the Message To person, add a Subject, and write the body of the Message. Click Send when finished.

• Previous and Next buttons move the desired direction in the preceding screen's list, allowing for faster approvals of all vouchers assigned to you.

• + New AP Voucher is available to conveniently create another voucher document without having to return to the previous screen.

• Cancel cancels the entire voucher at whatever stage of the approval process it is in.

• Assign gives you the option to assign a voucher to an editor for them to prepare or correct. This is not the same as assigning the document for approval.

• Send Back replaces Assign once the voucher is submitted. This button returns the voucher to the editor, and you can add a comment for them to see.

• Submit begins the selected Workflow Type process. The system will then propose the next user in the review/approve sequence.

• Review/Approve replaces Submit for the user it is assigned to, depending on the Workflow step. Once the final approval is made, the voucher is converted to an approved invoice and is ready to be exported to the financial system.

• An arrow button (^) appears next to the above button that allows you to Reassign the voucher to another user. This is useful in cases where the other person has more knowledge about the document than yourself. See the following section for more information on reassignment.

• Save should be used when data has changed in any of the above sections.

• Close will attempt to close the voucher popup window. If there is unsaved data, the system will prompt you that it will be lost if you continue.