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AP Open Vouchers

Program #: 1837

Module: Accounting

Overview

Use AP Open Vouchers (program #1837) to search for all open (unpaid) vouchers for

Invoices received on purchase order items
Payments to

q Agencies

q Employees

q Customers

q Standard or temporary vendors

Once checks have been processed for open vouchers, the voucher no longer appears in the Open Vouchers program, but shows up in AP Closed Vouchers (program #1839) program.

The AP Open Vouchers Window

The AP Open Vouchers window contains three panes:

The upper pane contains search parameters
The left pane (the Vouchers List) displays vouchers that match your search parameters
The right pane (the Vouchers Details pane) displays details of selected vouchers

The following graphic shows the entire AP Open Vouchers window with information displayed.

Field Descriptions - Search Parameters

The following table describes the search parameters.

Field	Description
Pay Type	Select a specific pay type to include in the search. (This menu originates from program #1831.)
Due Date	Calendar used for selecting the specific due date to include in the search.
Voucher Number	Specific voucher number to include in the search.
Open	Enter a check mark in this box to include open vouchers in the search.
Voided	Enter a check mark in this box to include voided vouchers in the search.
Vendor ID	Specific vendor ID to include in the search.
Branch	Specific branch to include in the search. (This menu originates from program #1530.)
Check Number	Specific manual check number to include in the search.
Closed	Enter a check mark in this box to include closed vouchers in the search.
Partial Only	Enter a check mark in this box to include vouchers that have been partially paid in the search.
Invoice Number	Specific invoice number to include in the search.
Ref/PO Number	Specific reference or PO number to include in the search.
Invoiced Amount	Specific amount invoiced by the vendor to include in the search.
Held	Enter a check mark in this box to include vouchers in held status in the search.

Column Descriptions - Vouchers List

The following table describes the columns used in the Vouchers List.

Column	Description
Voucher Number	SBN-assigned voucher number.
Vendor Type	Type of the vendor attached to the voucher.
Vendor	Vendor ID of the vendor attached to the voucher.
Branch	Branch responsible for the expense.
Due Date	Due date of the voucher.
Invoice Amount	Amount due for the voucher.
Open	If this column displays an x, the voucher is outside the allowed variance and is not ready to be paid.
Closed	If this column displays an x, the voucher is ready to be paid.
Held	If this column displays an x, the payment for the voucher is being withheld.
Voided	If this column displays an x, the current status of the voucher is void.
Partial	If this column displays an x, the voucher covers a partially received purchase order.

Field Descriptions - Voucher Details

The following table describes the fields used in the Voucher Details pane.

Field	Description
Voucher No	SBN-assigned voucher number.
Description	Text description of the voucher.
Status	Current system assigned status of the voucher. See Voucher Status Types.
Partial Flag	If this box displays a check mark, the voucher only covers a portion of the original purchase order.
Invoice No	Vendor invoice number.
Inv Dt	Date of the invoice.
Pay Type	Payment type for the voucher. (This menu originates from program #1831.)
Ref/PO No	Valid reference or purchase order numbers. Note: When selected, most fields fill with information from the purchase order or work order.
Vendor ID	Available vendor IDs. (This menu originates from program #1758.)
Employee	Employee IDs, if the payee is an employee. (This menu originates from program #1811.)
Temp Vendor	If this box displays a check mark, the vendor is not defined in the Vendor Master (program #1758). Note: When you enter a check mark, a window appears in which you enter vendor details.
Agency	Menu of all available agencies: l Fire l Medical l Patrol l Police This menu originates from four different agency programs: l Fire (program #1547) l Medical (program #1552) l Patrol (program #1717) l Police (program #1546)
Agency Type	This read-only field displays the agency type associated with the chosen agency.
Account	Customersâ€™ account number when the customer is the payee. Note: You can search for a customer by choosing Search.
Vendor Text	Name or vendor description attached to the vendor ID.
Branch	Branch responsible for the expense. (This menu originates from program #1530.)
Net Pay Term	Pay terms of the invoice. Defaults to the pay term listed in the vendor master. (This menu originates from program #1529.)
Net Due Date	Net due date calculated based on the invoice date and the Net Pay Term. You can override this date if necessary.
Work Order #	Work order number attached to the purchase order, if necessary.
Disc Pay Term	Discount pay term from the vendor master. You can override this pay term if necessary. (This menu originates from program #1529.)
Disc Due Date	Calculates the discount due date based on the invoice date and the Disc Pay Term. You can override this date if necessary.
Invoiced Amount	Defaults to the amount totals based on the quantity received on the reference purchase order number. You can override this amount. Note: To enter credits, this field accepts negative numbers.
Tax Amount	Amount of tax on the invoice.
Freight Amount	Amount of freight billed on the invoice.
Discount Amount	SBN-calculated amount of discount available if paid by the Discount Due Date. Note: This field is only available for editing if option bl075 is on.
Bank	Bank account the payment check should be drawn from. (This menu originates from program #1736.)
Check #	Check number issued for payment. Note: You can only edit the check number when you enter a manual check.
Pay Date	Date check issued. Note: You can only edit the Pay Date when you enter a manual check.
GL Credit Account	Defaults to the Type 1account defined in program #1897.
GL Debit Account	Defaults to the GL Account selected in the purchase order or from the vendor master. (This menu originates from program #1835.) Note: You can override this number, if necessary.
Recurring Code	Type of recurring voucher taken from the voucher set up in AP Recurring Vouchers (program #1838).
Created By	ID of the user who created the voucher.
On	Date the voucher was created.
Changed By	ID of the user who changed the voucher.
On	Date the voucher was changed.
Voided By	ID of the user who voided the voucher.
On	Date the voucher was voided.
GL Posted By	ID of the user who ran the final GL export for the period.
On	Date the final GL export for the period was run.

SBN-Defined Variables

The AP Open Vouchers screen uses two SBN-defined variables:

Vendor type
Voucher Status type

The following sections describe each variable.

Vendor Types

The AP Open Vouchers program uses five SBN-defined Vendor Types. These types appear in the Voucher List (the left pane) based on the information entered in the Vendor Details pane when you created a new voucher.

The following table describes the different vendor types.

Type	Description
ACC	SBN assigns this vendor type when you enter a customer account number in the Account field in the Vendor Details pane.
AGN	SBN assigns this vendor type when you select an Agency ID from the Agency field in the Vendor Details pane. Agency IDs originate from four different programs: l Police (program #1546) l Fire (program #1547) l Medical (program #1552) l Patrol (program #1717)
EMP	SBN assigns this vendor type when you select an employee ID from the Employee field in the Vendor Details pane. (This menu originates from program #1811.) Note: Used for making referral and other payments to employees.
TMP	SBN assigns this vendor type when you enter a check mark in the Temp Vendor box in the Vendor Details pane and complete information on the temporary vendor.
VND	SBN assigns this vendor type when you select a vendor in the Vendor ID field in the Vendor Details pane. (This menu originates from by program #1758.)

Voucher Status Types

The AP Open Vouchers program uses five SBN-defined voucher status types. The following table describes the different voucher status types.

Status	Definition
Open	SBN automatically assigns this status to all vouchers created with the Create Recurring function. The due date on these vouchers remains blank until the user brings up the record and selects the pay term (even if a pay term already exists). SBN also assigns this status to vouchers that exceed the variance allowed by option vouchvar. SBN displays a warning that the voucher cannot be closed when this status is being applied.
Closed	This status indicates that the voucher is ready to be picked up by the create check function. This status automatically appears on vouchers when the invoice amount is within the variance allowed by the option vouchvar.
Hold	This status indicates that the payment is being held. You can manually assign this status by choosing Hold.
Partial	This status indicates that either l A partial payment has been made for this purchase order/reference number l The amount eligible for payment is a partial amount of the entire purchase order
Void	This status indicates that a voucher has been voided and you cannot process it. You can remove the void from the voucher by choosing Reinstate.

Searching for Open Vouchers

In order to display a list of vouchers, you must first perform a search for specific open vouchers.

Use the following steps to search for open vouchers:

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

Note: For more information on the search parameters, see Field Descriptions - Search Parameters.

Note: If you select no parameters, SBN searches for all open vouchers.

2. Choose Search.

w The Vouchers List displays the open vouchers that match your search parameters.

Searching for a Specific Account Number

Use the following steps to search for a specific account number to type in the Vendor Details pane:

1. In AP Open Vouchers, choose New.

2. Choose Search For Account.

w The Advanced Search tab opens. For more information on advanced searches, see Searches.

Common Functions in SBN

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

Creating a Temporary Vendor

When you create a new voucher, you can set up a temporary or one-time vendor. When you save the details for the temporary vendor, SBN assigns a temporary vendor number.

Use the following steps to create a temporary vendor:

1. In AP Open Vouchers, choose New.

w The Voucher Details pane opens in New mode.

2. Enter a check mark in the Temp Vendor check box.

w The Temporary Vendor dialog box opens.

3. Enter the vendor information.

4. Choose Save.

w The Temporary Vendor number appears to the right of the check box.

5. To view temporary vendor details after you create the vendor, choose Temporary Vendor.

w The Temporary Vendor dialog box opens with the information displayed.

Viewing Details of a Purchase Order

You can jump to the purchase order attached to a voucher by choosing Get Purchase Order.

Entering a Manual Check

When you create or change a voucher, you can enter a manual check payment.

Use the following steps to enter a manual check:

1. In AP Open Vouchers, choose New Record or Change Record.

2. Choose Man Check.

w The Check # and Pay Date fields open for entering the check information.

3. Type the check number and select the check pay date.

4. Choose Save Existing Record.

Viewing Duplicate Vouchers

Use the New or Change mode to view duplicate vouchers with the same purchase order number. This screen displays information of other or previous vouchers that shared the same purchase order number.

Use the following steps to view duplicate vouchers:

1. In AP Open Vouchers, choose New Record or Change Record.

2. In the Voucher Details pane, select a purchase order.

3. Choose Duplicate Voucher.

w The Duplicate Purchse Orders to AP Vouchers dialog box opens.

4. Click the X in the upper right-hand corner to close the window.

Field/Column Descriptions

The following table describes the fields and columns used in the Duplicate Voucher dialog box.

Field/Column	Description
P.O. #	Purchase Order number that the vouchers have in common.
Voucher #	SBN-assigned voucher number.
Invoice Number	Vendor invoice number.
Due Date	Invoice due date.
Invoice Amount	Total amount on vendor invoice.
Status	Voucher status.
Paid Date	Date the voucher was paid.
Created By	User name of person who created the voucher.
Total Inv.	Displays the total invoice amount for the duplicate vouchers listed. Note: This total does not include the current selected voucher.
P.O. Total	Total amount for the selected purchase order.
Variance	Allowable purchase order variance percentage, as defined by option vouchvar.
Upper Amount	Maximum allowable total payment for the combined invoices. Note: If the total exceeds this number, you can not close the voucher.
Lower Amount	Minimum allowable payment for the combined invoices. Note: If the total is less than this number, you can not close the voucher.

Zooming into the Sublevel

The sublevel of the AP Open Vouchers screen contains two tabs:

GL Accounts
Change Log

Use these two tabs to view additional details for the selected voucher and to add GL Account information.

For more information on zooming into the sublevel, see Common Functions in SBN.

The GL Account Tab

For each voucher, you can add GL Account numbers in the sublevel to distribute costs to different GL account numbers.

Use the following steps to add GL Account Numbers:

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

2. Choose Search.

3. From the search results, select the voucher to which you want to add GL Account numbers.

4. Choose Zoom in/out of Sublevel.

w The sublevel tabs open below the main window.

5. Choose Change Record.

w The GL Accounts tab opens.

6. Select the information related to this voucher:

l Work Order

l Branch

l GL Debit Account

l The amount of the voucher to assign to this account

7. Distribute all amounts so that the Total Distribution matches the Expected Distribution.

8. Choose Save.

The Change Log Tab

The Change Log tab displays all information that has been changed for the selected voucher.

The following graphic shows the Change Log tab with information displayed.

Closing a Voucher

After you enter information for a particular voucher and it is ready to pay, you must close the voucher.

Use the following steps to close a voucher:

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

2. Choose Search.

3. From the search results, select the voucher you want to close.

4. Choose Close.

w If SBN allows you to close the voucher, the Close flag appears in the Voucher List.

w If the voucher contains a greater variance than allowed, SBN warns that the variance has been exceeded.

Note: If SBN does not allow you to close a voucher, change amounts or other information in order to meet the close requirements.

Holding a Voucher

When you place a voucher on hold, it cannot be paid.

Use the following steps to hold a voucher:

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

2. Choose Search.

3. From the search results, select the voucher you want to hold.

4. Choose Hold.

w SBN places a hold on the selected voucher.

Use the following steps to remove a hold from a voucher:

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

2. Choose Search.

3. From the search results, select the voucher from which you want to remove a hold.

4. Choose Close.

w SBN removes the hold from the selected voucher.

Voiding a Voucher

You can void a voucher so that it cannot be closed and paid.

Use the following steps to void a voucher:

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

2. Choose Search.

3. From the search results, select the voucher you want to void.

4. Choose Void.

w The void flag now appears in the Voucher List, and the User ID and date now appear in the Voucher Details.

Reinstating a Voucher

You can reinstate a voided voucher so that it can be closed and paid.

Use the following steps to reinstate a voucher:

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

2. Choose Search.

3. From the search results, select the voucher you want to reinstate.

4. Choose Reinstate.

w If SBN allows you to close the voucher, SBN places the voucher in Closed status.

w If the voucher is out of variance:

1. - SBN displays a warning message.
  - SBN reinstates the voucher and places the voucher in Open status.
  - SBN removes the following information from the voucher: Void Flag, Void User ID, Date.

Calculating Vouchers

Use the Calculate Voucher function to run Recurring Vouchers for a specific date. This function creates new vouchers for the recurring vouchers contained in AP Recurring Vouchers (program #1838). To calculate vouchers, choose Calculate Voucher.

Creating Checks for Vouchers

Use AP Open Vouchers to calculate and create check batches for closed vouchers. Once you have created checks, you can view them in the AP Check Register (program #1836) and the AP Check Batch Manager (program #1857).

Use the following steps to calculate checks:

1. In AP Open Vouchers, choose Create Chks.

w The Create Checks dialog box opens.

2. Complete the following fields:

l In Description - type text description for the check batch.

l In Check Date - select the date to print on the checks.

l In Vendor Range - to create checks for one vender, select a specific vendor.

l In Due Date - select the maximum voucher due date to include in the check batch.

l In Pay Type - to create checks for one pay type, select a specific pay type.

l In Bank - select the bank from which the created checks are drawn.

l In Start Check No - type the next available open check number on which the batch starts.

l In Apply Credits - enter a check mark if SBN should apply credits before calculating the final amount of the check.

3. Choose Save.

w The Create Checks window opens and shows the check run process.

4. Choose Close.

w The checks now appear in the AP Check Register (program #1836).

Button Functions

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

Button	Name	Shortcut Key	Action	Description
	Search	shift+f5	1837/ 7	Search for open vouchers.
	Get Record	alt+f1	1837/ 1	View details of selected record.
	Change Record	f2	1837/ 2	Change selected record.
	New record	f3	1837/ 3	Create new voucher.
	Zoom in/out of sublevel	f10	1837/16	Access GL Accounts tab and Change Log tab.
	Close	f6	1837/ 8	Close selected voucher.
	Hold	f7	1837/ 9	Place selected voucher on hold.
	Void Check	f8	1837/10	Void selected voucher.
	Reinstate	f9	1837/11	Reinstate voided voucher.
	Calculate Voucher	shift+f3	1837/12	Run recurring vouchers.
	Create Chks	shift+f6	1837/14	Calculate and create check batches for closed vouchers.
	Previous Record	f4
	Next Record	f5
	Get Purchase Order	f2		Jump to the purchase order attached to a voucher.
	Temporary Vendor	f3	1837/15	Create temporary vendor.
	Man Check	f6		Enter a manual check payment.
	Duplicate Voucher	f8		View duplicate vouchers with the same purchase order number.
	Exit without saving	ESC		Exit without saving changes.
	Save New Record	ENTER		Save existing changes to record.