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.

• Document Type can be either an Invoice or a Credit, depending on the document being entered. Changing the type to Credit will disable the PO Lines and Docket Lines tabs in favour of selecting an existing AP Invoice from which you can credit lines.

• Invoice No is the supplier's invoice number that appears on the document.

• Invoice Date is the date marked on the invoice document, not necessarily the date it was received.

• Comments is a space for optional commentary on the voucher, expandable by dragging the bottom right corner. The Reason field is commonly used to mark vouchers as "On Hold," "In Dispute," etc. rather than the comments field.

• Supplier is the Company that sent the invoice, and the GST Number comes from the company file.

• Payment Due defaults from the Supplier’s Payment Terms on the Company’s details, but can be manually changed. This is mandatory and the Voucher cannot be approved without a Payment Due date. Payment Terms are imported from the Financial system, so it is recommended that if the Supplier does not have this information in Workbench, then to update Payment Terms in the Financial system so the details are imported to Workbench using the integration.

• 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.

• 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.

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:

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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.

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.

This tab will only appear if the Control Parameter "Confirm Pos Default Receipted" is set to Yes.

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 Daily Diary 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.