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AP Closed Vouchers

Program #: 1839

Module: Accounting

Overview

Use AP Closed Vouchers (program #1839) to search for and view all paid vouchers. The initial AP Closed Vouchers window appears empty. You must complete a search to display a list of closed vouchers that meet the search parameters.

The AP Closed Vouchers Window

The AP Closed Vouchers window contains three panes:

The upper pane contains search parameters
The lower left pane displays search results
The lower right pane displays details of an AP Closed Voucher

The following graphic shows the AP Closed Vouchers window as the program opens.

Field Descriptions - Search Parameters

The following table describes the search parameters in the upper pane of AP Closed Vouchers.

Field	Description
Pay Type	Specific pay type to include in the search. (This menu originates from program #1831.)
Due Date	Payment due date to include in the search.
Voucher No	Specific voucher number to search for.
Vendor ID	Menu of vendors to include in the search. (This menu originates from program #1758.)
Branch	Menu of branches to include in the search. (This menu originates from program #1530.)
Check #	Specific check number to search for.
Invoice No	Specific invoice number to search for.
Ref/PO No	Specific reference or purchase order number to search for.
Invoiced Amount	Specific invoice amount to include in the search.

Column Descriptions - Search Results

The following table describes the columns used in the search results pane of the AP Closed Vouchers window.

Column	Description
Voucher Number	SBN-assigned voucher number.
Type	Type of voucher: l Standard vendor l Temporary vendor l Employee l Customer
Vendor ID	Vendor ID assigned to the vendor attached to the voucher. (This menu originates from #1758.)
Branch	Branch number of the branch responsible for the expense.
Due Date	Date the voucher was due.
Invoice Amount	Total amount of the invoice.

Field Descriptions - Voucher Details

The following table describes the fields used in the details pane of the AP Closed Vouchers window.

Field	Description
Voucher No	SBN-assigned voucher number.
Description	Text description of the voucher.
Status	Status of the voucher. Note: In the Closed Voucher program, all vouchers should be in the Paid status.
Partial Flag	A check mark indicates that only part of the invoice was paid with the voucher.
Invoice No	Specific invoice number attached to the voucher.
Invoice Date	Date listed on the invoice.
Pay Type	Type of voucher payment type. (This menu originates from program #1831.)
Ref/PO No	Reference number or purchase order number used to generate the voucher.
Temp Vendor	Enter a check mark in this box if the vendor was entered as a temporary vendor. The following field displays the SBN-assigned temporary vendor number.
Employee	Employee ID number if the voucher was paid to an employee.
Agency	Agency ID number if the voucher was paid to an agency.
Account	Customer billing account number if the voucher was credited to a customer account.
Vendor Text	Vendor name that comes from the Vendor master or from the entry of a temporary vendor.
Vendor ID	Vendor ID number that comes from the Vendor master. (This menu originates from program #1758.)
Branch	Branch number of the branch responsible for the expense.
Net Pay Term	Menu of net payment terms. (This menu originates from program #1529.)
Net Due Date	Date the invoice is due according to the net payment terms.
Work Order #	Work order number associated with the voucher if the voucher was created for commission or referral purposes.
Disc Pay Term	Menu of payment terms required to receive a discount on the voucher. (This menu originates from program #1529.)
Disc Due Date	Date the invoice is due to meet the discount payment terms.
Invoiced Amount	Total amount invoiced.
Tax Amount	Amount of tax included in the invoice total.
Freight Amount	Amount of freight included in the invoice total.
Discount Amount	Amount discounted from the invoice according to the discount payment terms.
Bank	Bank ID where the voucher was paid from.
Check #	Check number used to pay the voucher.
Pay Date	Date of the check.
GL Credit Account	General ledger account number where credit was applied, if applicable.
GL Debit Account	General ledger account number where debit was applied, if applicable.
Recurring Code	Code used to generate the voucher, if the voucher is a recurring expense.
Created By	ID of the user who created the voucher.
on	Date the voucher was created.
Changed By	ID of the user who last changed the voucher.
on	Date of the last change on the voucher.
Voided By	ID of the user who voided the voucher, if applicable.
on	Date the voucher was voided, if applicable.
GL Posted By	ID of the user who posted the voucher to the General Ledger.
on	Date the voucher was posted to the General Ledger.

Searching for Closed Vouchers

Use the following steps to search for closed vouchers:

1. In AP Closed Vouchers, select your search parameters.

2. Choose Search.

w The Search results pane on the left displays all the vouchers that match the search parameters.

Using Common Functions

See the reference document Common Functions in SBN for more information.

Viewing the Purchase Order

Use the following steps to view the purchase order associated with a closed voucher:

1. In AP Closed Vouchers, perform a search for closed vouchers.

2. From the search results, select the closed voucher for which you want to view the purchase order.

3. Choose Get Purchase Order.

w SBN opens Purchasing (program #571) in a separate window and displays the associated purchase order.

Note: If the number in the Ref/PO No field of the closed voucher is not a purchase order, SBN does not open Purchasing and does inform you that the number is not a P.O. but a reference number.

Viewing Temporary Vendor Information

Use the following steps to view information on a temporary vendor:

1. From the list of search results, select the closed voucher for which you want to view information on the temporary vendor.

2. Choose Temporary Vendor.

w The Temporary Vendor window opens and displays all information for that vendor.

Button Functions

The following table displays the buttons, describes the shortcut keys, actions, and functionality.

Button	Name	Shortcut Key	Action	Description
	Search	shift+f5	1839/ 7	Search for closed vouchers.
	Get Record	alt+f1	1839/ 1	View details of selected record.
	Zoom in/out of sublevel	f10	1839/16	Access GL Accounts tab and Change Log tab.
	Get Purchase Order	f2	1839/11	Jump to associated purchase order.
	Temporary Vendor	shift+f1	1839/12	View temporary vendor information.
	Previous Record	f4		Go to previous record.
	Next Record	f5		Go to next record.