Overview:
New AP Vouchers can be manually created or automatically created using the Image Documents module after training it to recognise each supplier's invoice. This page details the different entry methods and data sources for voucher entry, as well as voucher approval/review. See AP Vouchers for an overview of the voucher module, and Voucher Configuration for more information about the technical setup of vouchers and workflows.
One benefit of using vouchers is that when manually entering data in This Voucher, the system will allow you to save incomplete lines. This means that the accounts team can fill out all known information (quantity, value, tax, etc.) while leaving potentially unknown data (the subjob, activity, or work centre) for the approver to assign.
This guide will reference the Image Documents module (automatic scanning and image recognition of emailed invoices, powered by Xtracta). If your company does not utilise the module, simply ignore these references.
Screen Guide:
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If the invoice has been scanned using Image Documents, the majority of the Header section should already be populated with data. It is good practice to quickly review the fields against the image to ensure there were no mistakes, especially for recently added or infrequently used suppliers. If the voucher is being manually created, you will need to populate all required fields based on the invoice. For new manual vouchers, if Tax Total and Total Incl are left blank, they will be defaulted to the Approved PO outstanding values if a PO is specified.
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This section of the window is visible either when the data is brought in via Image Documents or manually attached using the Attachments button. It displays a copy of the scanned attachment(s) as well as the option to switch the view to Line Scans in the top right corner if it was processed by Xtracta: Use the buttons located between the Image and Header sections to expand or hide the Image/Line Scans section. If you hover your mouse over the image, zoom and page controls will appear along with download and print options. In both views, dollar totals appear at the bottom giving you a quick comparison of document totals versus matched totals. You can click and drag the Hand column field for each row to the appropriate tab below. This brings the scan lines into either PO Lines, Docket Lines, or This Voucher for manual lines. |
Tabs:
The tab visibility in Vouchers can be managed with the ‘Voucher Tabs’ setting at global and person levels. This may be useful where certain aspects may not apply to the business in general or a particular user’s job function. The default is blank which displays all relevant tabs.
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This tab is hidden if the Document Type is Credit. First, choose an Approved PO and apply the filter. If the voucher is created from scanning documents, the PO may automatically be selected. Note that only approved Purchase Orders will be included in this selection, and Docket PO's will be excluded as they are to be processed as Docket Lines. Approved PO field is enabled by either of these two permissions: 'Voucher Lines Edit' or 'Voucher Header Edit' The Default dropdown includes PO Outstanding (amounts from Purchase Orders that have not yet been invoiced) and Receipted Not Invoiced (amounts that have been recognised in the Inwards Goods process but haven't been included in an AP invoice yet). The PO lines from the Purchase Order are displayed in the body area. Total Order shows the original PO amounts, while Invoices shows any amounts that have already been sent to AP Invoice Enquiry and Vouchers shows amounts located in other AP Vouchers that are not yet finalised. It is important to reference these amounts so that the PO is not overdrawn. The fields that are editable are in the This Voucher section. You can change the Qty and Value to reflect the reality of the invoice, with any remaining amounts shown in the Remaining section. If you change the Value to an amount greater than the Total Order Value, or if the values are equal, the line will be marked as Compl(eted) and no further expected cost will remain. You can manually tick the Completed checkbox to complete a line if you know that no more is to come or the line has been cancelled. Remember to Save after making changes, which are updated in the This Voucher tab. |
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This tab will only appear if the Control Parameter "Confirm Pos Default Receipted" is set to Yes. |
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On this tab, we can match invoiced amounts to entered Docket lines. The docket line must have already been entered into Workbench before attempting to match scanned lines, otherwise it should be entered as Manual Line in This Voucher. Dockets can originate from Dockets Only Entry or the /wiki/spaces/DARCH/pages/704774219 module. The fields that are editable are in the This Voucher section. You can change the Rate, Qty, and Value to reflect the reality of the invoice. Reducing docketed lines will refund the difference back to the job, while increasing it will charge the additional amount to the job. You cannot partially invoice a docket Ticking the checkbox on the right will default the line to its entered value and will be included in the voucher total. Saving the voucher after making changes will insert a Docket Source line in the This Voucher tab, and unticking the docket lines will remove them. |
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To match lines from Xtracta (i.e., for vouchers that are not using PO Lines or Docket Lines), tick each line you want to bring into the voucher, click on the This Voucher tab on the right hand side, then click and drag the column to the This Voucher tab. The system will ask you to confirm, then the lines will be replicated in the tab: From here, you will need to fill in any missing line information or assign the document to someone who can. To speed up data entry, the Default button is available; simply complete one of the lines, then tick each line you wish to copy the Job, Activity, Work Centre, and GST Type to and Log No to. Ensure that the original line is highlighted in green, then click the Default button to copy down the fields. Hiding Work Centre and GST Type columns is supported. This can be done on the 'Voucher Detail' grid. These columns will default based on the standard rules when hidden. To support manual voucher lines with different work breakdown coding against one PO line commitment, the SplitLine column on the ‘Voucher Detail’ grid must be enabled. The SplitLine copy icon will duplicate the entire voucher line with PO line links intact but with zero qty and value so that you can just delete to reverse action. You may then edit of PO Line-matched Quantities that is not usually available. For manual lines without Xtracta, click New Manual Line to create a blank line and populate the relevant fields as usual. A manual Withholding Tax line can be added:
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This tab displays read-only information about the voucher:
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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.
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The AP Voucher Workflows cater for the re-assignment of a workflow step where the person selected by the step is no longer appropriate. This feature allows users to reassign without relying on the Voucher Admin to intervene and perform the step. A. Consider if we have an AP Voucher Workflow Schema using a function like Job Manager. • PO Purchaser reassigns to active employees E. Click Reassign to transfer the step to the selected person. |
Tax Code Validations for non-zero GST and Zero-GST lines:
To ensure the correct use of Tax codes for non-zero GST and Zero-GST Accounts Payable transactions (on AP Vouchers, AP Voucher Credits, AP Invoices, AP Credits, and Subcontract Claims) there are validation rules in place and Control Parameters 'GST Type for No GST Supplier' is used in this process.
if the supplier is flagged to not Use GST, then the system will default the GST Code on every line to the 'GST Type for No GST Supplier' Control parameter value, otherwise, it will default to the GST Type on the Activity.
if a line has zero GST value, then the system will validate that the GST Type specified has a zero GST rate. An error message will be displayed if this is not correct.
if a line has non-zero GST value, then the system will validate that the GST Type specified has a non-zero GST rate. An error message will be displayed if this is not correct.
Next Steps:
After the voucher document is either sent through the Workflow approval process or directly approved, an approved AP Invoice is created and automatically placed into an AP Invoice Batch, ready to be exported in Export Control.