Activant Prophet 21. Getting Started with Voucher Creation

Transcription

1 Activant Prophet 21 Getting Started with Voucher Creation

2 This class is designed for Accounts Payable personnel in charge of Manual Voucher Creation, Convert PO to Voucher, and Pre-Pay Vouchers.

3 Overview This course was designed to teach Accounts Payable personnel how to utilize vouchers in the Prophet 21 system.

4 Objectives Convert PO to Voucher Create a manual voucher Perform a Quick Check Generate a Pre-Pay Voucher

5 This course will NOT cover Vendor Creation Purchase Order Receipts Requisition Purchase Order Receipts Recurring Voucher Entry Credit/Debit Memos Reverse Vouchers

6 Convert PO to Voucher

7 Convert PO to Voucher Your Warehouse Supplier

8 Convert PO to Voucher Your Warehouse PO is generated Supplier PO Received

9 Convert PO to Voucher Your Warehouse PO is generated Supplier PO Received PO Receipt Material ships to warehouse At PO Receipt: Debit: Inventory Credit: Inventory Receipts Clearing

10 Convert PO to Voucher Your Warehouse Supplier Convert PO to Voucher Invoice Generated At Convert PO to Voucher: Debit: Inventory Receipts Clearing Credit: Accounts Payable

11 Convert PO to Voucher Reconcile purchase order receipts (inventory or requisition) and create a payable:

12 Options for Recall Locate the PO you wish to convert: By Purchase Order By Vendor

13 Recall by Purchase Order Convert a specific PO number

14 Recall by Vendor Select Vendor ID Search a listing of available POs for conversion

15 Selecting Receipts to Convert

16 Selecting Receipts to Convert

17 Convert PO to Voucher

18 Voucher Information tab Step 1: Step 2: Step 3: Review the Invoice Date. Enter the total invoice amount from the Vendor. Enter the associated invoice number from the Vendor.

19 Voucher Information tab Step 4: Review the period and year information. Step 5: Enter a freight amount if applicable and determine pro-ration option.

20 Charges tab Click the Right Mouse Button and choose Add to add a charge.

21 Charges tab

22 Charges

23 Terms tab Review Terms Due Date, Net Due Date, Terms Discount Percentage, and Terms Dollar Amount

24 Documents Links tab

25 No Line Item Adjustments

26 Quantity Adjustments Vendor Invoice Quantity Quantity Adjustments Convert PO to Voucher Greater than ordered on PO Increase Item Quantity Less than displayed on PO without future invoicing Decrease Item Quantity Less than displayed on PO with future invoicing Decrease Item Quantity and UNCHECK Vouch Complete box

27 Quantity Adjustment Options

28 Convert a PO to Voucher Material received from All American Supply is less than the quantity invoiced 90

29 Price Adjustment Options

30 Convert a PO to Voucher You receive an invoice from Besley that differs in Unit Price by $0.50.

31 Key Points Two options to recall receipts to convert: By Vendor By PO Convert PO to Voucher applies to: Regular, Special, Direct Ship, and Requisition Purchase Orders Quantity and price adjustments should be completed based on company procedure

32 Key Points Any adjustment will affect the general ledger based on Company set-up If you adjust quantity, always review Vouch Complete checkbox

33 Convert PO to Voucher GL Impact GL Impact What? Where? How? Inventory Receipts Clearing Company Maintenance Debit Accounts Payable Vendor Maintenance Credit

34 Manual Voucher Entry Common Uses Utility Bills Cleaning Charges Rent Travel Reimbursement

35 Manual Voucher Entry By Item More Detail Inventory Item IDs available By Amount Line item amounts and description Option to allocate total amount by percentage to listed line items

36 Voucher Entry by Amount

37 Voucher Tab Select Vendor Enter description for the voucher Enter Vendor s invoice number

38 Voucher Tab Review Period and Year fields Enter the Invoice date Enter Invoice amount

39 Purchase Items Tab Enter Amount of line item Enter offset GL account Enter description

40 Voucher Entry by Amount Tabs Charges Document Links Check Print checks immediately from this tab

41 Voucher Entry by Item

42 Voucher Tab Select Vendor Enter Description for the voucher Enter Vendor s invoice number

43 Voucher Tab Review Branch, Period, and Year fields Enter Invoice Date Enter Total Invoice Amount

44 Purchase Items Tab

45 Voucher Entry by Item Tabs Charges Document Links Check Print checks immediately from this tab

46 Edit Saved Vouchers Adjust saved vouchers: Voucher Entry by Item Voucher Entry by Amount Vouchers cannot be adjusted if associated with a check even if the check is a partial payment

47 Edit Saved Vouchers Edit Description, Invoice Number, or Invoice Date

48 Edit Saved Vouchers Edit any information related to terms

49 Manual Voucher Entry Key Points Total amounts must balance prior to saving Enter a description in each field so that reports and inquire screens are updated appropriately Quick and Manual checks can be generated

50 Manual Voucher Entry GL Impact GL Impact What? Where? How? Purchase Account Manual Voucher Entry Debit Accounts Payable Vendor Maintenance Credit

51 Pre-Pay Vouchers

52 Use Pre-Pay Vouchers to Pay for COD shipments Print a check and then reconcile against the eventual Convert PO to Voucher

53 How it Works COD Shipment arrives at your warehouse totaling $500 You create a Pre-Pay Voucher Debit Accounts Payable = $500 Credit Cash = $500

54 How it Works Count material from $500 shipment Perform PO Receipt Debit Inventory = $500 Credit Inventory Receipts Clearing = $500 Convert PO to Voucher Debit Inventory Receipts Clearing = $500 Credit Accounts Payable = $500

55 Pre-Pay Voucher Entry Pre-Pay Vouchers: require a specific process to reconcile purchase order create a Debit balance in the Vendor account (negative balance) instead of a Credit balance

56 Voucher Tab Select the Vendor ID Enter Description for the Voucher Enter the Invoice Number

57 Voucher Tab Review Branch, Period, and Year fields Enter Invoice Date Enter the Total Invoice Amount

58 Check Tab Determine the type of check

59 Purchases Tab

60 Pre-Pay Voucher GL Impact GL Impact What? Where? How? Cash Account Bank Maintenance Credit Accounts Payable Vendor Maintenance Debit

61 Summary Convert PO to Voucher Adjustments at Convert PO to Voucher Manual Voucher Entry By Item By Amount Pre-Pay Vouchers

62 For More Information Prophet 21 Help Files Visit Activant on the web: View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Consulting Services consult-sales@activant.com Professional Services Sales pss@activant.com