Prophet 21 CommerceCenterGetting Started with Voucher Creation
This class is designed for…
Accounts Payable personnel in charge of Manual Voucher Creation, Convert PO to Voucher, and Pre-Pay Vouchers.
OverviewThis course was designed to teach
Accounts Payable personnel how to utilize vouchers in the P21 system.
Objectives� Convert PO to Voucher� Create manual voucher� Perform a Quick Check� Generate a Pre-Pay Voucher
This course will NOT cover…
� Vendor Creation� Purchase Order Receipts� Requisition Purchase Order Receipts� Recurring Voucher Entry� Credit/Debit Memos� Reverse Vouchers
Convert PO to Voucher
At PO Receipt:Debit: Inventory
Credit: Inventory Receipts Clearing
SupplierYour Warehouse
PO is generatedPO is generated PO ReceivedPO Received
Material ships to warehouseMaterial ships to warehouse
PO ReceiptPO Receipt
Convert PO to Voucher
SupplierYour Warehouse
Invoice GeneratedInvoice GeneratedConvert PO to VoucherConvert PO to Voucher
At Convert PO to Voucher:Debit: Inventory Receipts Clearing
Credit: Accounts Payable
Convert PO to Voucher
Convert PO to Voucher
� Reconcile purchase order receipts(inventory or requisition) and create apayable:
Options for Recall
Locate the PO you wish to convert:
� By Purchase Order � By Vendor
Recall by Purchase Order
� Convert a specific PO number
Recall by Vendor
� Select Vendor ID� Search a listing of available POs for
conversion
Selecting Receipts to Convert
Selecting Receipts to Convert
Convert PO to Voucher
Step 1: Review the Invoice Date.
Step 2: Enter the total invoice amount from the Vendor.
Step 3: Enter the associated invoice number from the Vendor.
Voucher Information tab
Step 4: Review the period and year information.
Step 5: Enter a freight amount if applicable and determine pro-ration option.
Voucher Information tab
Charges tab
Click the Right Mouse Button and choose “Add” to add a charge.
Click the Right Mouse Button and choose “Add” to add a charge.
Charges tab
Charges
� Review Terms Due Date, Net Due Date, Terms Discount Percentage, and Terms Dollar Amount
Terms tab
Documents Links tab
No Line Item Adjustments
Quantity Adjustments
Decrease Item Qty and UNCHECK Vouch Complete box
Less than displayed on PO with future invoicing
Decrease Item QtyLess than displayed on PO without future invoicing
Increase Item QtyGreater than ordered on PO
Convert PO to Voucher:Vendor Invoice Quantity:
Quantity Adjustment Options
Convert a PO to Voucher • Material received from All American Supply is
less than the quantity invoiced
90
Convert a PO to Voucher • Confirm the material that will not be received or
invoiced in the future
• Invoice price differs from system price:– Adjust price based on your company
procedure
Price Adjustments
Price Adjustment Options
Convert a PO to Voucher
� You receive an invoice from Besley that differs in Unit Price by $0.50.
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
Key Points
� Any adjustment will affect the general ledger based on Company set-up
� If you adjust quantity, always review “Vouch Complete” checkbox
GL Impact: Convert PO to Voucher
CreditVendor Maintenance
Accounts Payable
DebitCompany Maintenance
Inventory Receipts Clearing
How?Where?What?
Manual Voucher Entry
� Common Uses� Utility Bills� Cleaning Charges� Rent� Travel Reimbursement
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
Voucher Entry by Amount
Voucher tab
• Select Vendor
• Enter a description for the voucher
• Enter the Vendor Invoice number
Voucher tab
• Review Period and Year fields
Voucher tab
• Enter the Invoice Date
Voucher tab
• Key the total invoice amount
Purchase Items tab
� Enter Amount of line item
Purchase Items tab
� Enter the offset general ledger account
Purchase Items tab
• Enter a description
Voucher Entry by Amount
� Tabs � Charges� Document Links � Check
� Print checks immediately from this tab
Voucher Entry by Item
Voucher tab
• Select Vendor
• Enter a description for the voucher
• Enter the Vendor Invoice number
Voucher tab
• Review Branch, Period, and Year fields
Voucher tab
• Enter the Invoice Date
Voucher tab
• Key the total invoice amount
Purchase Items tab
• Enter an Item ID
Purchase Items tab
• Enter the Unit Price
Purchase Items tab
• Enter the Quantity
Purchase Items tab
• Select the associated Purchase Account
Purchase Items tab
• Enter a Description for the line item
Voucher Entry by Item
� Tabs � Charges� Document Links � Check
� Print checks immediately from this tab
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
• Edit Description, Invoice Number, or Invoice Date information
Edit Saved Vouchers
• Edit any information related to Terms
Edit Saved Vouchers
Manual Voucher Entry
� 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
GL Impact: Manual Voucher Entry
DebitUser DefinedPurchase Account
CreditVendor MaintenanceAccounts PayableHow?Where?What?
Pre-Pay Vouchers
Use Pre-Pay Vouchers to…
� Pay for COD shipments
� Print a check and then reconcile against the eventual Convert PO to Voucher
COD Shipment arrives at your
Warehouse totaling $500.00
Here’s How it Works
Create a Pre-Pay Voucher
Your Action System Impact
CashAP
500 500
Perform PO Receipt IRCInv
500 500
Clear IRC Convert PO to Voucher APIRC
500 500
Count material
COD Shipment arrives at your
Warehouse totaling $500.00
Here’s How it Works
Create a Pre-Pay Voucher
Your Action System Impact
CashAP
500 500
Perform PO Receipt IRCInv
500 500
Clear IRC Convert PO to Voucher APIRC
500 500
Count material
X
X
COD Shipment arrives at your
Warehouse totaling $500.00
Here’s How it Works
Create a Pre-Pay Voucher
Your Action System Impact
CashAP
500 500
Clear IRC Convert PO to Voucher APIRC
500 500
Clear AP account during Check Generation. Clear AP account during Check Generation.
X
X
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
Voucher tab
• Select the Vendor ID
• Enter a Description for the voucher
• Enter the Invoice Number
Voucher tab
� Review Branch, Period, and Year fields
Voucher tab
� Enter the Invoice Date
Voucher tab
� Enter the total Invoice Amount
Check tab
� Determine the type of check you will create for the voucher
Purchase tab
� Enter an Item ID
Purchase tab
� Enter the Unit Price
Purchase tab
� Enter the Quantity
Purchase tab
� Select the associated Purchase Account
Purchase tab
� Enter a Description
GL Impact: Pre-Pay Voucher Entry
DebitVendorAccounts Payable
CreditBank FileCash Account
How?Where?What?
Summary
� Convert PO to Voucher
� Adjustments at Convert PO to Voucher
� Manual Voucher Entry � by Item� by Amount
� Pre-Pay Vouchers
� CommerceCenter Help Files
� Visit Prophet 21 on the web: www.p21.com
� Browse Documentation
� Search the Solutions database
� View P21 University course offerings
� Submit a Support case
� Email Consulting Services: [email protected]
� Email Professional Services Sales: [email protected]
For More Information…
Direct Shipments
Direct Ship Customer Order is entered Material is purchased as a Direct ShipmentSupplier sends material to your customerDelivery of material is acknowledgedDirect Shipment is confirmed
Customer’s receivable is created Vendor’s invoice is receivedPurchase Order is converted to voucher
Direct Ship Confirmation
Accounts Payable..Transaction..Direct Ship Confirmation
Direct Ship Confirmation
Retrieve the Purchase Order associatedwith the Direct Shipment
Direct Ship Confirmation
If necessary, enter in the Carrier ID and Carrier Tracking Number
Direct Ship Confirmation
Determine if you want to print, fax or e-mail the invoice
Direct Ship Confirmation
If necessary, enter freight on the Freight tab
Direct Ship Confirmation
Confirm the Items Received by Customer
Over Receipts
If over receiving, simply enter the amount you are confirming in the Quantity Received field and press
“Yes” at Over Receipt message
Under Receipts
If under receiving, enter in the amount you are receiving in the Quantity Received field. If you will be receiving the remaining in the future, make sure the Complete checkbox
is unchecked!
Important Points
Confirming a Direct Shipment creates the customer’s receivableDirect Ship vendor’s invoice can not be created until the Direct Shipment is confirmed Direct Ship vendor invoices are created in the Convert PO to Voucher window
DirectShipConfirmation.pdfDoes your company perform Direct Ship Confirmations?Direct ShipmentsDirect Ship ConfirmationDirect Ship ConfirmationDirect Ship ConfirmationDirect Ship ConfirmationDirect Ship ConfirmationDirect Ship ConfirmationOver ReceiptsUnder ReceiptsImportant Points
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