Manage Vendor Invoice Vouchers

Use the Vouch Vendor Invoice [S1542] screen to add, edit, copy, or delete vendor invoice vouchers.

Click the image to enlarge

Step 1 - Add vouchers:

  1. Navigate to the Vouch Vendor Invoice [S1542] screen.

  2. On the screen task bar, click Add.

    Tip: On the Voucher Filename field, use the File Picker to attach the scanned or saved copy of the vendor invoice for future reference.

  3. Enter the desired information.

  4. Click Save.

Step 2 - Add voucher detail:

  1. On Vouch Vendor Invoice [S1542], with the vouched invoice selected, click the Voucher Detail frame.

  2. On the screen task bar, click Add.

  3. Enter the desired information.

    Tip: Attach received and unpaid purchase orders to a voucher with the Show Open Receivers button to specify what received inventory is referenced by this invoice. For more information on selecting open receivers, see Attach Open Receivers to Vouchers.

  4. Click Save.

Result

You have added detail to the voucher. Once the voucher has been completed, click Finalize Voucher to finalize the voucher.

Notes

  • To finalize the voucher, the calculated Voucher Total must equal the manually entered Invoice Total.

  • To action a previously created item, select the item and click the desired mode: Edit, Copy, or Delete.

  • Users with a higher level job role can finalize and release the voucher on the Finalize + Release tab.

  • Clicking the Show Open Receivers button opens the Select Open Receivers [S1541] screen.

  • The GL Code is locked for received items, those with a Detail Type of R.

  • Due to rounding, the tax amount may be incorrect. If there is a discrepancy, an adjustment can be made on this screen.

  • Entering a voucher number automatically populates the Credit Terms and Pay Type fields based on the defaults setup for this vendor on the Vendor Master > Finance tab.

  • The Non-Discount Amount field only applied is discount terms have been setup for this vendor.

  • Use the Hold Amount to enter the withheld dollar amount of the invoice. For example:

    • For an invoice with an amount of $1000 that requires a 10% down payment, you would enter $900 in the Hold Amount field. The invoice will be for $1000, but OnRamp sees that you will pay the Invoice Total minus the Hold Amount, or $100. This $100 will appear on your next cheque run. To pay off a larger portion of the invoice, edit or remove the Hold Amount.

  • To pay this invoice with separate cheques, toggle Separate Pay to True.

  • Only Production and Non-Production Purchase Orders can be received into OnRamp. Requisitions cannot be received.

  • To close the balance with an outstanding difference, in Edit mode, toggle Close Balance to Yes. The Qty Variance and Price Variance fields display the difference of the planned initial payment.