Vouchers are used to process your supplier/vendor invoices. Once you create and post the vouchers, they become available for selection in a Payment Processing batch.
In Momentus Enterprise, the terminology used for an organization or person that supplies your organization with goods or services is referred to as a Supplier or Vendor. For example, in the CRM module, these accounts and contacts are referred to as Supplier Accounts/Contacts. In the Voucher process, a payable invoice is referred to as a Vendor Invoice.
If you would like more information about how you can change this terminology to best suit your organization, see Custom Dictionaries.
Vouchers are managed in batches. Voucher batches are usually a collection of all supplier invoices entered on one day, making it possible to post each batch at the end of the day and update the Open Payables reporting in a timely manner.
When a voucher is created using a received purchase order, many of the voucher details are populated from the Purchase Order Items. For invoices which are not related to a purchase order, invoice details, taxes and GL distribution are added to the voucher manually. This ensures the correct tax transactions and expense recognition are recorded on the journal entries created when you post the Voucher Batch.
A voucher can be removed from a batch if the rest of a voucher batch is ready for posting but one voucher still needs further information, or you need to withhold a voucher from the batch for any reason. Removing a voucher from the batch moves the voucher to Unbatched Vouchers, allowing you to add this voucher to a new batch when it is ready for processing.
In this article:
- Create Vouchers Unrelated to Purchase Orders
- Create Vouchers for Purchase Orders
- Voucher Taxes
- Voucher Distribution
- Remove a Voucher From a Batch
- Post the Voucher Batch
- Voucher Journal Entries
- Voucher Security
Create Vouchers Unrelated to Purchase Orders
- In the Main Menu, search for and select Voucher Processing. The Voucher Processing page opens.
- Click Add. The Add Voucher Batch window opens.
- Enter the necessary information:
- Transaction Date - Date for the voucher batch.
- Description - Name for the batch.
- Click OK. The Add Voucher window opens.
- Enter the necessary information:
- Type - Type of voucher: Vendor Invoice, Vendor Credit, Customer Refund or Prepayment.
- Supplier - Supplier account for the voucher. Use @ONETIM for one-time suppliers. You must have an existing account with @ONETIM as the account code to use @ONETIM.
- Invoice - Supplier's invoice number. The software validates that the same invoice number does not already exist for the selected supplier. You can enter the same invoice number with a different invoice date. A warning message displays if the same invoice number is entered. If Require Invoice on Voucher is checked on Accounts Payable Configuration - Vouchers and 1099 Values Tab, the invoice number is required.
- Invoice Date - Date of the supplier invoice; it will default to today's date.
- Invoice Amount - Gross invoice amount.
- Discount Amount - Discount amount to subtract from the gross invoice amount.
- Prepayments - Click the Prepayment hyperlink to select prepayment vouchers. See Supplier/Vendor Prepayments for more information.
- Terms - Payment terms for the supplier account.
- Due Date - Date payment is due. Date is calculated from the Invoice Date and the selected terms.
- Net Date - Date the net amount is due. Date is calculated from the Invoice Date and the selected terms.
- Department - Department for the supplier invoice.
- Reference - Additional information, if needed.
- Internal Note - Additional information, if needed.
- Hold Payment - If checked, the voucher is not available for supplier payment.
- Select the Supplier Details tab.
- Check Use Demographics to default the information from the A/P Demographics tab for the supplier into the fields. Uncheck the check box to enter the information manually.
- In the Payment Method drop-down, select the desired payment method for the supplier.
- Continue to the Voucher Taxes and/or Voucher Distribution sections, if needed.
- Click OK when complete.
Create Vouchers for Purchase Orders
- In the Main Menu, search for and select Voucher Processing. The Voucher Processing page opens.
- Click Add. The Add Voucher Batch window opens.
- Enter the necessary information:
- Transaction Date - Date for the voucher batch.
- Description - Name for the batch.
- Click OK. The Add Voucher window opens.
- Enter the necessary information:
- Type - Type of voucher: Vendor Invoice, Vendor Credit, Customer Refund or Prepayment.
- Supplier - Supplier account for the voucher. Use @ONETIM for one-time suppliers. You must have an existing account with @ONETIM as the account code to use @ONETIM.
- Invoice - Supplier's invoice number. The software validates that the same invoice number does not already exist for the selected supplier. If Require Invoice on Voucher is checked on Accounts Payable Configuration - Vouchers and 1099 Values Tab, the invoice number is required.
- Invoice Date - Date of the supplier invoice; it will default to today's date.
- Invoice Amount - Gross invoice amount.
- Discount Amount - Discount amount to subtract from the gross invoice amount.
- Prepayments - Click the Prepayment hyperlink to select prepayment vouchers. See Supplier/Vendor Prepayments for more information.
- Terms - Payment terms for the supplier account.
- Due Date - Date payment is due. Date is calculated from the Invoice Date and the selected terms.
- Net Date - Date the net amount is due. Date is calculated from the Invoice Date and the selected terms.
- Department - Department for the supplier invoice.
- Reference - Additional information, if needed.
- Internal Note - Additional information, if needed.
- Hold Payment - If checked, the voucher is not available for supplier payment.
- Select the Voucher PO Detail tab.
- The Voucher PO Detail tab is only available if Allow Selection of Received Purchase Orders is checked on the Accounts Payable Configuration - Vouchers & 1099 Values Tab.
- Click Add Purchase Order Items to Voucher. The Add PO Items window opens. The screen filters to received purchase order items for the supplier that have not been paid.
- Check the check box for the items to include in the voucher.
- Click OK. You return to the Edit Voucher screen. The Invoice Amount, Discount Amount and Net Due/Open fields update.
- Continue to the Voucher Taxes and/or Voucher Distribution sections, if needed.
- Click OK when complete.
Voucher Taxes
The Taxes section is only available if Supplier Tax Verification is checked on the Accounts Payable Configuration - Vouchers & 1099 Values Tab. Voucher taxes default to the taxes configured on the A/P Demographics for the supplier. If there are no taxes configured for the supplier, then it defaults to the taxes configured on the Accounts Payable Configuration - Taxes Tab. You can also add additional taxes by selecting the tax from the Tax Type drop-down.
Voucher Distribution
The Voucher Distribution defaults to the:
- Purchase order distribution if you are adding a voucher for a purchase order. If there is no distribution configured on the purchase order, then you must manually add the distribution to the voucher.
- A/P Demographics distribution for the supplier if the voucher is not created for a purchase order
In most cases, the distribution debits an expense account. Each voucher may have multiple distribution lines. You can insert a new line to split the voucher amount to different expense accounts. You can also link the expense to an event if you want to keep track of your expenses by event.
- Select the Voucher Distribution tab.
- Click Insert Row. A new row is inserted into the tab.
- Enter the GL account code into the GL Account field.
Remove a Voucher From a Batch
To remove a voucher from a batch:
- In the Main Menu, search for and select Voucher Processing. The Voucher Processing page opens.
- Select the batch with the voucher to remove.
- Right-click and select Edit. The Edit Voucher Batch window opens.
- Expand the Vouchers section.
- Select the voucher to remove.
- Right-click and select Tools > Remove Voucher From Batch. The Remove Voucher(s) From Batch Summary window opens.
- Click OK.
To add the voucher back to a batch when ready to process, see Unbatched Vouchers.
Post the Voucher Batch
After you have added all the vouchers to the voucher batch, you need to post it. If you are using voucher approvals, you may need to proceed through the voucher approval process before the voucher is ready for posting.
To post a voucher batch:
- In the Main Menu, search for and select Voucher Processing. The Voucher Processing page opens.
- Select the batch to post.
- Right-click and select Post Voucher Batch. The Post Voucher Batch window opens.
- Click Post. The batch updates to a Posted status and a journal entry is created.
Voucher Journal Entries
Journal Entries - A/P displays all the journal entries for vouchers/voucher batches (and payments). To configure if a journal entry is created for each batch or for each voucher, see the Accounts Payable - Vouchers & 1099 Values Tab.
The Journal Entry Detail tab on the Journal Entries - A/P page will show the GL distribution for each journal entry. The debits/credits will be recorded in the relevant GL accounts and the books (GL) updated, once a journal has been approved and posted.
Voucher Security
Vouchers
This access privilege controls who can add, edit and void vouchers. Any roles/users assigned to the privilege can add, edit and void vouchers while any roles/users not assigned to the privilege cannot add, edit or void vouchers. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can add, edit and void vouchers.
Note that you are able to restrict access to vouchers by department using the Allow Access to Purchasing/Vouchers by Department access privilege. If a role has both access privileges, the Vouchers access privilege takes precedence, and the user will see all vouchers.
Allow Posting of Voucher Batch
This access privilege controls who can post vouchers. Any roles/users assigned to the privilege can post vouchers while any roles/users not assigned to the privilege cannot post vouchers. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can post vouchers.
Delete Vouchers
This access privilege controls who can delete unposted vouchers. Any roles/users assigned to the privilege can delete unposted vouchers while any roles/users not assigned to the privilege cannot delete vouchers. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can delete vouchers.
Allow Access to Purchasing/Vouchers by Department
This access privilege controls who can view and approve requisitions, purchase orders and vouchers based on the department assigned to the requisition, purchase order or voucher. Roles/Users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all departments. To limit access to selected departments, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.
If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to all departments' requisitions, purchase orders and vouchers. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot view any departments' requisitions, purchase orders and vouchers.
Note that the Vouchers access privilege grants users access to all vouchers. If a role has both access privileges, the Vouchers access privilege takes precedence and the user will see all vouchers.
Comments
13 comments
Hi, is there a process to use an AR invoice from a customer who is also a supplier to pay off a voucher? ie one account is both AR customer and AP supplier. They have an AR invoice for $5,000 and an AP voucher for $5,000. Can one be applied to the other to cancel it out?
0 upvotes
Hi Quentin, if you would like to pay off a supplier invoice with an AR invoice to the same customer, you need to do the following: issue your invoice in AR and create your voucher in AP as usual. In AR, process a Refund payment transaction to clear the AR. In AP, process a Credit Voucher (Voucher Processing). If using the GL, post the voucher to the same GL account as the AR Refund GL account. In Payment Processing, use the pay method “Application” to apply the credit voucher to the open voucher.
0 upvotes
Hi, we are a New Zealand firm processing all our EBMS payments in NZD. If a PO is raised in AUD currency, what is the process for creating an AP voucher and an AP payment which would convert that value into NZD. I can see the PO is closed and it shows both the AUD value and converted NZD value but not sure what steps to follow while creating a AP voucher and payment. We have never used multiple currencies but recently explored this functionality.
1 upvotes
Sorry forgot to mention, we are using V19.8
0 upvotes
Hi Bharat,
The system automatically sets the voucher currency based on the PO currency. There currently isn't a way to change this.
Thanks,
Maggie
0 upvotes
Hello USI,
Wondering if there is a way to notify the PO requestor when a voucher is matched with the PO? This would tell the requestor that AP is going to create the cheque that week, and that their supplier will be receive it shortly.
0 upvotes
You may organize a dashboard view that details Purchase Order items by Requestor showing Amount Paid column along with Changed On column. Amount Paid indicates an accounts payable voucher has been created. If there is an Amount Paid, the Changed on Date indicates voucher creation date.
You may also consider a custom report.
0 upvotes
Thank you Pat!!
0 upvotes
Hello USI,
I am reviewing the voucher window layout (20.93) and see a field labeled Payment Instructions that is a computed vouchers field cVOUCHERS | cPAYMENT_INSTRUCTION. Could you provide some information about where this field would pull from? It sounds like something that could be very useful for our staff but I need a bit more information. Thanks
0 upvotes
Hi Rebecca,
Interesting find. I do not recall reading about this in any release notes.
It seems as though you can now add a second set of Bank Account details for a supplier on their Demographics (need to add them to the layout first). Once a Supplier has a second set of bank details, this Payment Instruction field is a hyperlink which opens a window asking for what $ value of the voucher is to be paid out of the Primary and Secondary accounts.
0 upvotes
Thanks Sean
0 upvotes
Hi Rebecca and Sean,
Sean is correct. The Payment Instructions field is intended for Supplier accounts that have more than one bank account. If the secondary bank details are populated then you can use this field to select which of the supplier’s bank accounts will be used for payment. For example, we typically pay ABC Distributors with a wire transfer to Sample Bank. For the current invoice we owe to ABC Distributors, they have requested we send a wire to Pretend Bank. The payment instructions link would allow us to change the bank info when processing the voucher. If we are paying a supplier with a check, then this is not needed. The secondary bank information fields will need to be populated before the payment instructions field will work. I would suggest adding these fields to the AP Demographics window.
Thanks!
Ryan
0 upvotes
Hi Ryan,
I don't recall reading this in any release notes??
0 upvotes
Please sign in to leave a comment.