APGUIDE

Entering Line Items

Procedure Use the following procedure to enter inventory line items:

Step Action
1 Select the Line Items tab on the Voucher Entry window.
2 Enter Inventory in the Line Type field.
3 Complete the remaining fields, as applicable.
4 Complete the Defaults sheet, Project sheet, and Tax sheet, if
applicable.
5 When you have entered all the line items for this voucher,
return to the Voucher tab and save the voucher.
Need more information? Press F1.

Quantity When entering inventory line items, you can assign special
conversions conversion factors to items. If you choose a conversion factor, you
can force the system to calculate the unit purchase cost of each item
Tax rate key when you enter the line item total purchase cost. For example, if you
defaults purchase golf balls by the case but want to sell them by the box, enter
the number of cases you purchased and the case amount. By choosing
a conversion key you can update your inventory by the number of
boxes in the case with the correct cost.

When you enter an inventory line item and the focus is moved to the
Tax field, the default tax key for the item is displayed if a default tax
key was assigned to the vendor or item location and you selected
either of those tax rate key defaulting methods in the Tax Setup menu
item in System Manager.

You can have the system switch the default tax rate key from the
vendor or the item location using the special toolbar buttons or by
selecting the default tax key option from the Edit menu.

How to Enter Non-Inventory Line Items

Introduction You can enter non-inventory line items which have a description,
quantity, amount, and account but no inventory-related information,
such as entertainment costs and advertising fees.

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Procedure To enter a non-inventory line item, do the following:

Step Action

1 Select the Line Items tab on the Voucher Entry window.

2 Enter Non-Inventory in the Line Type field. This causes the
system to bypass the Item Key, Location, and Conversion
fields and positions the cursor in the Description field.

3 Enter a description and other information in the remaining
fields where applicable. Most information must be entered
manually since the item is not on file as an inventory item.

4 Complete the Defaults sheet, Project sheet, and Tax sheet, if
applicable.

5 When you have entered all the line items for this voucher,
return to the Voucher tab and save the voucher.

Need more information? Press F1.

Freight on 1099 If you do not want to report freight on 1099 forms, you must enter
forms freight as a line item and make sure the 1099 Box Number is blank.

Negative amounts You can enter negative amounts except in the following cases:

• If the document total will result in a negative amount
• On accrual vouchers
• If cash basis accounting is being used
• If interfaced to Project Costing and using retention

How to Enter Line Item Comments

Introduction You can add comments to a voucher to provide additional
information about an inventory item. You can enter as many lines of
comments or descriptions to a voucher as necessary.

When entering comments, the system does not require that you enter
information in any of the other line item fields, therefore it
automatically bypasses them.

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Entering Line Items

Procedure Use the following procedure to enter comments:

Step Action

1 Select the Line Items tab on the Voucher Entry window.
2 Select Comment from the Line Type field.
3 Enter your comments in the Description field.

If your comment exceeds 40 characters, continue entering
comment information on subsequent lines by repeating steps 2
and 3.
4 When you have entered all the line items for this voucher,
return to the Voucher tab and save the voucher.

Need more information? Press F1.

How to Manually Enter Tax Line Items

Introduction You can add and track a straight tax or a value added tax (VAT) in
Voucher Entry using the tax line type which is only available if the
automatic tax calculation option in Tax Setup in System Manager is
not selected.

You can either enter the total tax to be charged for the entire invoice
on one line using one tax key, or you can enter the tax to be charged
for each item on individual lines.

Tax rate keys must be entered on line items that should be reported in
the Tax report, even if the tax line type is used to report the entire tax
amount.

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CHAPTER 5 Processing Vouchers

Procedure Use the following procedure to enter taxes:

Step Action

1 Select the Line Items tab on the Voucher Entry window.
2 On a blank line, enter Tax in the Line Type field.
3 Enter a description and other applicable information in the

remaining fields. Most information must be entered manually.

Important! Identify each line item taxed with the appropriate
tax rate key in the Tax field if you want to track which items
were taxed.
4 In the Tax field, select a tax key from the displayed list.

The Account field displays the GL account number for the
first tax level for the tax key you selected.
5 Complete the Defaults tab, if applicable.
6 When you have entered all the line items for this voucher,
return to the Voucher tab and save the voucher.

Need more information? Press F1.

Negative amounts You can enter negative amounts except in the following cases:

• If the document total will result in a negative amount
• On accrual vouchers
• If cash basis accounting is being used
• On additional cost vouchers
• On inventory line items

Calculating taxes If you want the system to calculate taxes on the document subtotal,
based on the you can select Tax on Total from the Edit menu or the Tax on Total
document subtotal toolbar button.

Before you use this option, you should delete all previously entered
tax line types.

Important! All inventory and non-inventory line items
you entered are included in the tax calculation as they are
assumed to be taxable.

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Entering Line Items

When you select this option, a message box with information about
this option appears, including the tax rate key from the first line item
in the document. If you enter a different tax rate key and then select
Ok, the system uses the overriding tax rate key you enter in the
message box, and inserts an editable tax line item with the system
calculated tax amount based on the document subtotal.

If you use this option and then later want to recalculate the taxes
based on the document subtotal, you must first delete the existing tax
line item.

How to Automatically Calculate Taxes

Introduction You can add and track a straight tax or a value added tax (VAT) in
Voucher Entry using the automatic tax calculation feature. In this
case, taxes are calculated automatically for each inventory and non-
inventory line item taking into consideration options set up for each
vendor in Accounts Payable, item location in Inventory, and in
System Manager. You can still modify actual tax amounts.

Before you begin You must be using the automatic tax calculation feature in the Tax
Setup menu item in System Manager.

Procedure Use the following procedure to enter taxes:

Step Action
1 Select the Line Items tab on the Voucher Entry window.
2 Enter your inventory and non-inventory line items and any
comments you may have.

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CHAPTER 5 Processing Vouchers

Step Action

3 For each taxable inventory and non-inventory line item, enter
a tax key in the Tax field.

If you want to track a nontaxable line item, enter the tax rate
key defined for nontaxable line items. This field should only
be left blank for items which are nontaxable and should not be
tracked.

4 On the Tax sheet, the system will automatically calculate the
actual taxes based on the levels established for the tax rate key
selected.

Need more information? Press F1.

Negative amounts You can enter negative amounts except in the following cases:

• If the document total will result in a negative amount
• On accrual vouchers
• If cash basis accounting is being used
• On additional cost vouchers
• On inventory line items

How to Enter Project Costs

Introduction If you are interfaced to Project Costing, the Default Project Reference
field on the Misc tab and the Project sheet on the Line Items tab are
available for you to enter project costing information.

When you enter inventory, non-inventory, or tax line items, you can
include project information that will be automatically entered in
Project Costing when the voucher is posted.

Entering the project In the Default Project Reference field on the Misc tab, you can enter a
reference default project reference. This project reference is automatically filled
in for each line item on the Project sheet when the Project Reference
field is clicked. In the Project Reference field on the Project sheet,
you can override the default project reference if one was entered or
enter a new project reference.

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Entering Line Items

The project reference consists of segments that are defined in Project
Costing. You can enter the segments manually or use a special
Choose Segments lookup to select the individual segments.
To use the lookup, you select the Choose Segments toolbar button,
select Choose Segments from the Edit menu, or press Ctrl+F9. A
window similar to the following appears:

Note: The names of the segment fields and the keys are defined in
Project Costing.

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CHAPTER 5 Processing Vouchers

Example of project reference structure:
This project reference contains five segments:
000001 - 00002 - 0003 - 007 - 03

Segment 1 Segment 2 Segment 3 Segment 4 Segment 5

Associated Keys:

00002 Foundation
00003 Structure
00004 Plumbing
00005 Electrical

When you enter a project reference, you must enter all the segments.
Information entered on the Project sheet must have corresponding
line items on the Line Items tab otherwise the system does not save
the information. For example, if you have five line items on the Line
Items tab and enter a project cost on Line 6 on the Project sheet, the
system will not save that line of project costing information.

How costs are Costs are associated on a one-per-line-item basis. For example, if a
associated voucher has a line item for $500 and you want to distribute all or a
portion of the cost, you must enter the project information on the
same line as the item to which the cost is associated.

Refer to the Project Costing User’s Guide for further information on
processing.

Entering more than If you want to enter more than one project reference, you must enter a
one project line item for each project costing amount to distribute. For example, if
reference code you are purchasing an item of which part is to be distributed to one
job and part to another job, you must enter that item on two different
lines.

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Entering Line Items

Retention amounts You cannot enter retention amounts on a voucher, debit memo, or
additional cost voucher for a one-time vendor. You must create a
vendor record for the vendor and process the document as you would
normally process documents with retention amounts.

Files updated When you save a voucher containing project costs, the following files
are updated with the project costing information:

• Voucher Header file (APHDR)
• Voucher Line Item file (APLIN)

How to Insert a Line Item

Introduction If you need to insert an item between items already entered, you need
to create a blank line and enter the new item.

Procedure Use the following procedure to insert a line item:

Step Action
1 Position the cursor on the line where you want the new line
item to appear.
2 Choose Insert Row. A blank line is inserted above the cursor.

How to Delete a Line Item

Introduction You can delete line items from a voucher until the voucher is posted.
Once a voucher is posted, you must enter a debit memo to delete a
line item.

Accrued vouchers Line items on accrued vouchers cannot be deleted.

Accounts Payable User’s Guide 145











































Unposted Voucher and Debit Memo Report

Unposted Voucher and Debit Memo Report Window

Description The Unposted Voucher and Debit Memo report allows you to view
selected details of unposted vouchers and debit memos.

Order by keys The Unposted Voucher and Debit Memo report can be sequenced by
vendor key, voucher number, responsibility key, invoice date, or
purchase order number.

Qualifying vouchers There are several ways to qualify vouchers for the report.

• You can define a range of vouchers by vendor key, voucher
number, responsibility key, purchase order number, or invoice
date

• You can qualify vouchers according to their voucher statuses
(selected, vouchers on hold, unselected vouchers)

• You can qualify voucher and debit memos based on the User ID
associated with each transaction.

Identifying debit Debit memos are identified on the report by the title “Debit Memo”
memos above the transaction details.

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CHAPTER 6 Posting Vouchers and Debit Memos

Batch Selection You can select vouchers and debit memos to report based on the User
Suggested uses ID associated with each voucher or debit memo. The User ID field
can select transactions based on the person who last added or changed
Reporting types a voucher or debit memo.
Totals
Sample report The following are some suggested uses for the report:

To help you... Sort by...

Obtain approval from the person or department Responsibility
who has authority to approve the voucher for post- key
ing and the vouchers with that key assigned. A
blank APPRVD line is provided for the approval
signature or initials on the long version of the
report.

View all transactions entered by a specific user. User ID

View all transactions entered on a specific date. Invoice date

The Unposted Voucher and Debit Memo report can be generated in
either summary or detail. Line item details are only included on the
long version of the report.

For each sequence, the invoice or debit memo total is displayed. Also,
a recap section displays the total amount of checks and vouchers. This
total can be used as a total for comparison against a manual tape total.

To view a sample Unposted Voucher and Debit Memo report, click
the following link.

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Posting Vouchers and Debit Memos

Posting Vouchers and Debit Memos

Overview After vouchers and debit memos have been entered and selected or
accrued (either individually during Voucher Entry, Debit Memo
Introduction Entry, Additional Cost Voucher Entry, or in Select Voucher and
Debit Memo to Post) the next step in the processing cycle is to post
Which vouchers the vouchers.
and debit memos
are posted When you process the Post Voucher and Debit Memo menu item, all
vouchers and debit memos with a selection status of Selected and
In this section with an age date on or before a date you specify are posted; the posted
vouchers are available for payment; files in all interfaced applications
are updated; and a Post Voucher and Debit Memo report listing all the
posted vouchers is automatically generated.

This section contains the following topics: Page

Topic 170
Post Voucher and Debit Memo Window 171
How to Post Vouchers and Debit Memos 171
Posting Project Costs with Retention Amounts

Accounts Payable User’s Guide 169

CHAPTER 6 Posting Vouchers and Debit Memos

Post Voucher and Debit Memo Window

Introduction The View List window is the first window that is displayed when you
select Post Voucher and Debit Memo from the menu browser. You
can select an existing set of saved parameters to process, to edit and
process, or you can simply create a new set of parameters.

Description The following is the Parameters tab on the Post Voucher and Debit
Memo window.

Batch Selection You can select vouchers and debit memos to post based on the User
ID associated with each voucher or debit memo. The User ID field
Routing and can select transactions based on the person who last added or changed
Distribution tabs a voucher or debit memo.

Refer to the System Basics User’s Guide for information on the
Routing and Distribution tabs.

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Posting Vouchers and Debit Memos

How to Post Vouchers and Debit Memos

Procedure To post vouchers and debit memos do the following:

Step Action

1 Select Post Voucher and Debit Memo from the menu browser.
The View List window appears.

2 Select an existing saved parameter and select Edit or Process;
or select New from the View List window.

3 The current processing date appears in the Age Date field.
You can accept the displayed date or enter a new date.

4 Complete the Routing and Distribution tabs.

5 Save the parameters if desired, then select Process.

Need more information? Press F1.

A voucher is not recognized in the Accounts Payable ledgers until it
has been posted.

Next step When the vouchers and debit memos are posted, they can be selected
for payment in Voucher Payment Entry, Handwritten Check Entry, or
Apply On Account Entry.

Posting Project Costs with Retention Amounts

How retention If you are interfaced to Project Costing and are allowing retention,
amounts are posted retention amounts are posted one per project cost reference number as
separate vouchers in the Current Transactions files (APTRAN and
JCCURTRN) in Accounts Payable and Project Costing.

Posting in Accounts When posted, the voucher amount on the original voucher is reduced
Payable by the retention amount.

The retention voucher is assigned the next available voucher number
and this number becomes the document number and the apply to
document number. A transaction type of H for Hold Payment is
assigned.

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CHAPTER 6 Posting Vouchers and Debit Memos

Posting in Project The APJCHOLD file is updated when vouchers are posted. It keeps
Costing track of costs sent to Project Costing until those costs are fully paid.
When payments for those vouchers are posted, the cost records in the
APJCHOLD file are reduced until they reach zero and then they are
removed.

After you pay the original voucher less any retentions in the Voucher
Payment Entry menu item, you then pay the retention voucher (by
removing the hold status) as if it were any other voucher.

When you post the voucher in Accounts Payable, a transaction record
for the full amount of the cost distributed to each project reference
including retention amounts is created in the Current Transaction
(JCCURTRN) in Project Costing. A separate record is created for
each retention amount.

The record containing the full cost amount is given the same
transaction type as the original voucher and the record for each
retention amount is given a transaction type of 1, the default
transaction type for retentions.

Cost documents are given the same document number as the original
voucher, and the reference number is the original voucher’s apply to
number. The next available document number is assigned to the
retention documents which are also given the same reference
numbers as the cost documents with which they are associated.

The system posts payments in Accounts Payable to the Current
Transaction file in Project Costing with a status of 2 (the default
transaction type for Accounts Payable payments regardless if the
payment is for a normal cost voucher or for a retention voucher.)

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Posting Vouchers and Debit Memos

Example A company enters and posts a $750 voucher, of which $600 is a
Subcontract transaction assigned to a project reference, and $75 of the
project costing amount is identified for retention. The following chart
shows how the transaction posts to the AP Current Transaction file
(APTRAN), the AP Holding file (APJCHOLD), and the Project
Costing current transaction file (JCTRAN).

How the transactions post to the AP Current Transaction file

Doc # Apply to # Transaction Amount Description

24 24 Invoice $675 Full invoice less retention
25 25 Hold $75 Retention amount

How the transactions post to the AP Holding file

Voucher # Amount Retention Description
24
25 $525 $0 Full project cost amount less retention
$0 $75 Retention amount

How the transactions post to the Project Costing Current Transaction file

Ref # Doc # SYSID Tran Type Amount Description

24 24 2-AP Subcontract $600 Full project cost
24 25 2-AP Subretention amount

$75 Retention amount

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CHAPTER 6 Posting Vouchers and Debit Memos
174 Accounts Payable User’s Guide

Chapter 7

Processing Additional Cost
Vouchers

Processing Additional Cost Vouchers Chapter 7

Overview Additional cost vouchers are used to record extra costs for inventory
items that were put on hand by a previously posted voucher.
Introduction

When available The Additional Cost Voucher Entry menu item is only available if the
Interface to Inventory option is selected in Application Setup.

In this chapter This chapter contains the following topics:

Topic Page

Reasons for Additional Cost Vouchers 175
Additional Cost Voucher Entry Window 177
How to Manually Enter an Additional Cost Voucher 178
How to Preload Line Items 179
Updating Inventory 181
Entering Project Costs 183

Reasons for Additional Cost Vouchers

Description Additional cost vouchers are available since you cannot add charges
to an original voucher for the following reasons:

• A posted voucher cannot be recalled for changes or additions.

• The additional charge may be invoiced by a different vendor than
the original voucher.

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CHAPTER 7 Processing Additional Cost Vouchers

From information you enter when creating the additional voucher, the
system can apply the additional costs against the line items on the
original voucher.

Entering purchases You cannot enter purchases for new inventory items on an additional
cost voucher. Only cost adjustments should be entered. You must use
Voucher Entry to enter new inventory item purchases.

Examples of Additional costs can include freight, tariff, or duty charges for which
additional costs you are invoiced at a later time or from a different vendor.

176 Accounts Payable User’s Guide

Additional Cost Voucher Entry Window

Description When you select Additional Cost Voucher Entry from the menu
browser, the following window appears:

Templates You can modify certain fields on or create alternate formats for the
Additional Cost Voucher Entry window using templates. Refer to the
System Management User’s Guide for information on designing and
using templates.

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CHAPTER 7 Processing Additional Cost Vouchers

How to Manually Enter an Additional Cost Voucher

Introduction You enter an additional cost voucher in basically the same way you
enter a standard voucher. The fields mentioned in the following
instructions are the critical fields that need to be completed when you
enter an additional cost voucher.

Preloading vs. If you are entering additional cost for non-inventory, comment, or tax
manually entering line items, you can create the additional cost voucher by manually
entering the information or you can preload the line items.

If only one or two non-inventory, comment, or tax line items of a
large voucher are being adjusted, you might not want to preload the
line items. Instead, you can manually enter the line items.

Procedure for Use the following procedure to manually enter additional costs for
manual entry non-inventory, comment, and tax line items on an additional cost
voucher:

Step Action

1 From the menu browser, choose Additional Cost Voucher
Entry.

2 Enter the vendor key in the Vendor Key field.

Note: The vendor may not necessarily be the same vendor as
the original voucher.

3 In the Apply to Voucher Number field, enter the number of
the original voucher that placed the items on hand.

Note: One or more additional cost vouchers can be entered
and applied to the same original voucher. However, only one
original voucher can be referenced at a time on each addi-
tional cost voucher.

4 Complete the remaining fields on the voucher header tabs.

Note: If you do not want to report freight on 1099 forms, you
must enter freight as a line item and make sure the 1099 Box
Number field on the defaults sheet is blank.

178 Accounts Payable User’s Guide

Step Action

5 On the Line Items tab, enter the non-inventory, comment or
tax line items. In the Amount field, enter the total monetary
amount of the additional cost to be applied to the individual
line items. This is the total cost, not the per unit cost.

6 Save the voucher.

Need more information? Press F1.

Posting When you post an additional cost voucher, any additional costs you
enter are used to recalculate the inventory item costs, and any
monetary amounts are credited or debited to the appropriate General
Ledger accounts.

How to Preload Line Items

Introduction You must enter additional costs for inventory line items by preloading
the line items from a posted voucher using the Find Historical
Information option.

Preloading line items gives you the ability to view all of the line items
on the originating voucher and to determine the additional cost
amount being applied to each line item. If the cost of a line item is not
being adjusted, you will need to delete the line item.

Inventory line items If a voucher is recalled with historical information, all previously
entered inventory line types are changed into non-inventory types
with the item key disabled.

Procedure for Use the following procedure to manually enter non-inventory,
preloading comment, and tax line items on an additional cost voucher:

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CHAPTER 7 Processing Additional Cost Vouchers

Step Action
1 From the menu browser, choose Additional Cost Voucher
Entry.
2 Choose Find Historical Information on the header tab. Select
the voucher to which you want to apply additional costs.
3 Enter the vendor key in the Vendor Key field.
Note: The vendor may not necessarily be the same vendor as
the original voucher.
4 Modify the remaining fields on the voucher header tabs if nec-
essary.
Note: If you do not want to report freight on 1099 forms, you
must enter freight as a line item and make sure the 1099 Box
Number field on the defaults sheet, is blank.
5 Click on the Line Items tab. When the line item tab is dis-
played, the amount column is blank. This allows you to enter
the amount of additional cost to be applied to each line item.
In the Amount field, enter the total monetary amount of the
additional cost to be applied to the individual line items. This
is the total cost, not the per unit cost.
If you do not want to increase the cost for a particular line
item, delete the line item.

Note: You can enter additional non-inventory items, tax
items, or comments to your voucher, but do not enter
additional inventory items. If you need to enter additional
inventory items, you must enter them separately in Voucher
Entry.
6 Save the voucher.

Need more information? Press F1.

180 Accounts Payable User’s Guide

Updating Inventory

Introduction Your inventory cost layers are updated when the additional cost
voucher is posted. Additional costs are updated to the account
normally posted with the line item cost in Voucher Entry.

Which GL account The GL account that is updated with the additional costs is
is updated determined by the following factors:

• Costing method you use: Standard, Average, LIFO, or FIFO
• Current quantity on hand for the line item

When the additional cost voucher is posted, the system uses the
Current Expense account you define in Inventory Class to expense, in
the current period, any additional cost that cannot be applied directly
to inventory. Additional cost sometimes cannot be applied to
inventory due to either insufficient quantity on hand or the inventory
costing method that is being used.

Effect on inventory The additional cost is applied to inventory in the following manner:

• The original transaction is archived in the Cost Layer file in
Inventory.

• A new entry is made to put items on hand at the new cost. The
new transaction uses the original voucher number and receipt and
age dates.

If the originating voucher is from a prior period, a third memorandum
entry may be generated: A zero quantity entry, dated in the current
period, for any portion of the adjustment that can be applied to
inventory items currently on hand. Amounts that cannot be applied to
items on hand are posted to the current expense, in most cases.

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CHAPTER 7 Processing Additional Cost Vouchers

Costing methods The application of the additional cost is handled slightly differently
by each costing method. Each of the costing methods is described as
follows.

Standard Costing
Standard cost is always determined by the originating voucher. The
entire amount of any additional cost is charged to the variance
account defined in the Vendor Class window, as the following
illustration shows.

Addl. Orig. Orig. On Hand New Bal to Vendor
Cost Qty. Price Qty Cost Class Variance

$100.00 10 $50.00 NA Account

$50.00 $100.00

Average Costing
Where quantity on hand meets or exceeds the quantity to apply
additional cost, the entire additional cost is averaged into the
Inventory item’s average cost. The line item account bears the full
expense as the following illustration shows.

Addl. Orig. Orig. On Hand New Bal to Variance
Cost Qty. Price Qty Cost Account

$100.00 10 $50.00 10 $60.00 0

Where quantity on hand is less than the quantity to apply additional
cost to but greater than zero, the weighted additional cost is averaged
into the quantity on hand and expensed to the line item account. The
balance is charged to the variance account. Weight is determined by
the ratio of the quantity on hand to the original purchase quantity.

Addl. Orig. Orig. On Hand New Bal to Current
Cost Qty. Price Qty Cost Expenses

$100.00 10 $50.00 5 $60.00 $50.00

182 Accounts Payable User’s Guide

When quantity on hand is zero or less, the full amount of the
additional cost is charged to the Variance account.

Addl. Orig. Orig. On Hand New Bal to Variance
Cost Qty. Price Qty Cost Account

$100.00 10 $50.00 0 $50.00 $100.00

LIFO/FIFO Costing
For all quantities on hand, the costs stacks are updated to reflect the
changes to the original voucher by the additional cost voucher. Any
time quantity on hand is less than the quantity of the original voucher,
the additional cost is applied to the Variance account.

If you are adjusting historical costs and the quantity on hand is equal
to or greater than the original quantity, the additional cost is passed to
current items and the historical cost is adjusted also.

If you are adjusting historical costs and the quantity on hand is less
than the original quantity, any additional cost that can be passed on to
current inventory, and what can be adjusted of historical costs, is
passed on. The remainder of the additional cost is applied to the
Variance account.

Entering Project Costs

When available If you are interfaced to Project Costing, the Default Project Reference
field on the Misc tab and the Project sheet on the Line Items tab are
available for you to enter project costing information.

Refer to Chapter 5: “Processing Vouchers” for information on
entering and modifying project costs.

Accounts Payable User’s Guide 183

CHAPTER 7 Processing Additional Cost Vouchers
184 Accounts Payable User’s Guide

Chapter 8
Processing Debit Memos

Processing Debit Memos Chapter 8

Overview You may need to enter a debit memo for any of the following reasons:

Introduction • Returning merchandise to a vendor
• Adjusting the amount on a posted voucher
In this chapter • Correcting a data entry error on a posted voucher
• Voiding checks if you are using the cash accounting method

This chapter contains the following sections: Page

Topic 186
Entering Debit Memos 193
Entering Serial/Lot Numbers

Accounts Payable User’s Guide 185

CHAPTER 8 Processing Debit Memos

Entering Debit Memos

Overview You enter debit memos in the Debit Memo Entry window.

Introduction This section contains the following topics:

In this section Topic

Debit Memo Entry Window Page
How to Manually Enter Debit Memos
How to Preload Line Items 186
Entering an On Account Debit Memo 187
Entering Project Costs 189
191
192

Debit Memo Entry Window

Description When you select Debit Memo Entry from the menu browser, the
following window appears:

186 Accounts Payable User’s Guide