IN PROGRESS

Overview:

AP Voucher Credits are used for managing Suppliers' AP Credit Notes for the return of Incorrect or Oversupplied items, not delivered items or not supplied services, or even the return of items due to them not being to the required standard.

Once you have received a Credit Note from a supplier, it then has to be matched to the supplier's original AP Invoice.

Screen Guide:

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This screen is divided into four sections: Header, Extension Columns, Tabs, and Buttons.Header:

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title	Header

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.

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title	Extension Columns

Tabs:

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title	Invoice Lines

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Apply to AP Invoice

- Choose which invoice this credit is meant to be applied

toward

towards. The invoice must be

finalised

approved to appear

in

on the list.

Assigned Approver - If your company requires approvals for credits, you will need to assign someone to approve this credit before it goes to the financials. The list of people will be filtered based on their AP Invoice approval authority. If the person you are expecting is not in the list, choose the next user in line, or speak with the system administrator to adjust approval levels.

Details:

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This section provides additional information about the credit. The Rate field is the currency rate compared to the system currency, and in this case they are the same.
Statuses -
- Entered - This credit is modifiable and may be assigned to a reviewer or approver. For automatic batching, the first open batch for the month will be used.
- Approved - The credit has been approved by a user with appropriate authority. If the Control Parameter "AP Invoice Auto System Batch" is set to yes, the system will automatically move this credit to a generic batch.
- Updated - The credit has been exported with its batch to the financial system and is not editable. Please contact your system administrator if there is a problem with an updated credit.

Credit Lines:

Job may be entered via the 'autopicker' or searched for. The Jobs listed are restricted to those with a Profit Centre belonging to the Profit Centre Group of the logged in User.
A further restriction is that the Financial Company on the Profit Centre on the Job equates to that of the logged in User.
Activity includes all 'Purchase' and 'Stock' Type Activities that are included in the Job Activity Group, if present. Job Activity Groups are derived from Job Maintenance which cannot be edited here. If you cannot find what you are looking for, the group may need to be changed or is not allowed on this job. In the unlikely event that the Job Activity Group was not populated, all 'Purchase' and 'Stock' Type Activities will be listed.
Work Centre defaults to the one set up in the Activity Group activity, so long as it is allowed as a Work Centre on the chosen Job (this can be modified in Job Maintenance).
Quantity is the number of items being credited on this line.
Rate is the cost per item being credited on this line.
Values by default take the product of Rate x Quantity, then will apply the default GST amount and add them together in the inclusive column. The GST field should be changed to the appropriate tax category for each line. From time to time, there will be GST discrepancies due to differing rounding calculations from some suppliers. Fields can be manually changed when required.
Details should be a description of what is being credited should clarification be needed.
GST Type these are usually set up during system initialisation, but can be modified by the system administrator if needed.
Delete to delete an unwanted line, tick the delete field for each line then click "Save".

Buttons:

Report Text - Headers and Footers can be added through this dialogue.

Attachments - it is highly recommended to attach any supporting documentation, such as emails and a copy of the invoice, when entering AP credits. Attachments will never be deleted and will be necessary for approvers to check the data. Spreadsheets, quotes, and many other files can also be attached.

Delete is used to delete the entire AP Credit, not individual lines within. Approved credits cannot be deleted unless unapproved first, and updated credits can never be deleted.

Approve - if your user has a correct approval limit set, this approves the credit under your name. If you have assigned an approver in the General section, and your user has the ability to approve on behalf of others, this button will approve the invoice under that person's name.

Save will commit the data entered to the system. If data is missing or is incorrect, an error will be displayed in red and the document will not be saved. Credits can be saved without lines, but must have data in the General section.

Close will exit this screen without saving changes unless you click Save before.

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.

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title	This Voucher

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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.

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title	Additional

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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.

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title	Buttons

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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.
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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:

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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.

Applying an AP Credit to an AP Invoice with Docket lines

A Docket Purchasing Example: Suppose a docket is entered from a schedule for $100, the AP Invoice comes in for $115, but then the AP invoice is fully credited.

Following are the steps in the process:

Transaction	Amount	Job	GL Account	Dr	Cr
Docket Entry	100	Project Job	Job Cost	100
		Docket Control	Docket Accrual		100
AP Invoice	115	Docket Control	Docket Accrual	100
		Project Job	Job Cost	15
			Accounts Payable		115
AP Credit	115	Project Job	Job Cost		115
			Accounts Payable	115

Normally when an AP Invoice is credited, the credit is applied to the job on the AP Invoice line. But for dockets this is Docket Control job, and we actually need to apply the credit to the Project job. Note that all the job and GL balances should net out to zero.

Applying an AP Voucher Credit to an AP Invoice with Stock Item lines

Stock Purchasing Example: Suppose a stock item is purchased on a PO for $100, the AP Invoice comes in for $115, but then the goods are returned for a full credit.

Following are the steps in the process:

Transaction	Amount	Job	GL Account	Dr	Cr
Purchase Order	100	Stock Job
Inwards Goods	100	Stock Job	Stock Control	100
		Stock Clearing	Stock Clearing		100
AP Invoice	115	Stock Clearing	Stock Clearing	100
		Stock Clearing	Purchase Variance	15
			Accounts Payable		115
AP Credit	115	Stock Job	Stock Control		100
		Stock Clearing	Purchase Variance		15
			Accounts Payable	115

Normally when an AP Invoice is credited, the credit is applied to the job on the AP Invoice line, but for stock, this is the Stock Clearing job. The Credit is applied to the Stock job.

Note that all the job and GL balances should net out to zero.

The credit separates out any purchase variance into its own line, going to the stock clearing account and purchase variance activity.

Next Steps:

The credit can be exported to your financial software using Export Control.

Related Pages:

AP Credit Edit

AP Credits - Batch Details

AP Invoice Enquiry

FAQs:

Process Flow:

Versions Compared

Old Version 6

New Version Current

Key

IN PROGRESS

Overview:

Screen Guide:

Applying an AP Credit to an AP Invoice with Docket lines

Applying an AP Voucher Credit to an AP Invoice with Stock Item lines

Next Steps:

Page Comparison

Versions Compared

Old Version 6

New Version Current

Key

IN PROGRESS

Overview:

Screen Guide:

Applying an AP Credit to an AP Invoice with Docket lines

Applying an AP Voucher Credit to an AP Invoice with Stock Item lines

Next Steps: