Beginning of Chapter Next Chapter

5.3.3. Unposted Vouchers

Vouchers may be posted individually or in groups using the Unposted Vouchers screen. After they are posted, open Vouchers may later be voided using the right-click menu on the Vendor History screen. To display unposted Vouchers, select the "List Unposted Vouchers" option. The following screen will appear:

List Unposted Vouchers

Note

Actual Costs for purchased Items will be automatically updated when Vouchers are posted if there are differences between current Actual Costs and the vouchered Costs for the Items in question. Please keep in mind that Actual Costs only will be updated at posting. For new Costs to be recognized as Standard Costs, Actual Costs must be posted to Standard.

The "Vouchers" screen displays information on all unposted Vouchers, including Voucher Number, Purchase Order Number, Vendor Number/Vendor name, Vendor Invoice Number, and distribution date. Users with the appropriate privilege will also see the G/L distribution date column.

Tip

You may select multiple Vouchers for posting by highlighting them using your mouse—or a combination of your mouse and either the SHIFT or CTRL keys.

To the far right of the screen, the following buttons are available:

CLOSE

Closes the screen, returning you to the application desktop.

PRINT

Runs the report associated with this screen.

NEW

Opens screen for creating a new Voucher.

NEW MISC.

Opens screen for creating a new Miscellaneous Voucher.

EDIT

Enables you to edit highlighted Vouchers. The edit screen is the same as that for creating a new Voucher—except that when editing, the fields will contain Voucher information. Double-clicking on a Voucher will also bring you to the editing screen.

VIEW

Highlight a Voucher and then select this button to reach a read-only view of the "Edit" screen.

Tip

If you have a Purchase Order Voucher that was corrupted by, for example, a sudden power outage, you can clear the record by running the Post Vouchers screen. In most cases, this action will remove the corrupted record and allow you to voucher the Purchase Order with a fresh Voucher.

POST

Highlight one—or multiple—Vouchers, then select this button to post the selected Voucher(s). By default, Vouchers post to the General Ledger (G/L) on their distribution date. However, users with the appropriate privilege may change the G/L distribution date to an alternate date during the Voucher posting process. If used, Vouchers will post on the alternate date. The ability privileged users have to change the distribution date applies to the posting of both individual and also batches of Vouchers from this screen.

DELETE

Highlight a Voucher and then select this button to remove the Voucher from the list.

Print Journal after Post

Select if you want to print a copy of the Payables Journal after the selected Vouchers are posted.

Right-clicking on an unposted Voucher in the list of unposted Vouchers enables you to select from the following menu options:

Edit Voucher

Enables you to edit highlighted Vouchers. The edit screen is the same as that for creating a new Voucher—except that when editing, the fields will contain Voucher information. Double-clicking on a Voucher will also bring you to the editing screen.

View Voucher

Highlight a Voucher and then select this button to reach a read-only view of the "Edit" screen.

Delete Voucher

Highlight a Voucher and then select this button to remove the Voucher from the list.

Post Voucher

Highlight one—or multiple—Vouchers, then select this button to post the selected Voucher(s). By default, Vouchers post to the General Ledger (G/L) on their distribution date. However, users with the appropriate privilege may change the G/L distribution date to an alternate date during the Voucher posting process. If used, Vouchers will post on the alternate date. The ability privileged users have to change the distribution date applies to the posting of both individual and also batches of Vouchers from this screen.

Export Contents

Export the data displayed on the screen into a plain-text, TAB-delimited file. This file may subsequently be imported into a spreadsheet or other office tool.