Creating Manual Vouchers Topic 1 Monday, May 23, 2011 Page 1: Animation: Enter Vouchers by Item or Amount? Teacher Narration: When your company has a non-inventory expense, such as a utility bill, a cleaning charge, or travel reimbursements, you can create a manual voucher. You can create manual vouchers by item, or by amount. Here s an example of a voucher that can be entered by item. Bill orders some office supplies for his company. Instead of using a purchase order, he orders the supplies over the phone, and does not want them to be received into inventory when they are delivered. Using the Voucher Entry by Item window, he can enter a manual voucher for the office supplies. He can select items from the database to enter on the voucher. If an item does not exist in the item database, Bill can enter it and some description. He choose the quantity, the unit of measure, and the unit price, and the system displays the extended price of each item. The Voucher Entry by Amount window, on the other hand, is a good choice when you don t need to keep track of item information. For example, say your company needs emergency telephone service after a thunderstorm. You don t enter a purchase order for the telephone company -- you call them to arrange a service call! When you receive their invoice for the service, you can enter the voucher manually using Voucher Entry By Amount. Enter the amount and specify the accounts that should be debited for the expense. If necessary, you can even distribute the invoice amount over different general ledger accounts by percentage! You can choose either option to enter your expenses, but each method has situations for which it is best suited. You choose which method will work best for you, on a case-by-case basis.
Slide 1 - i--select the Accounting band. Select the Accounting band. Page 2 of 99
Slide 2 - i--double-click the Transaction folder Double-click the Accounts Payable Transaction folder. Page 3 of 99
Slide 3 - i--double-click Vouchers. Double-click Vouchers. Page 4 of 99
Slide 4 - i--double-click By Amount. Double-click By Amount. Page 5 of 99
Slide 5 - [Tab]. (1) Voucher tab Holds header information. Page 6 of 99
Slide 6-100261 [Tab]. Page 7 of 99
Slide 7 - Electric Bill [Tab]. Description field Used to enter a brief explanation of the voucher. Is printed on the check. Page 8 of 99
Slide 8-78340 [Tab]. Page 9 of 99
Slide 9 - Click in the Invoice Date field. Branch ID, Period, and Year fields Are related to posting in the General Ledger. Can be adjusted to reflect the correct posting. Page 10 of 99
Slide 10-08 12 10 [Tab]. Page 11 of 99
Slide 11-525 [Tab]. Page 12 of 99
Slide 12 - Check the Allocate items by percentage box. Allocate items by percentage checkbox Distribute amounts across multiple accounts. Page 13 of 99
Slide 13 - Click in the Percent Allocated field. Purchase Items tab Specify each general ledger account that should be debited. Page 14 of 99
Slide 14-60 [Tab]. Page 15 of 99
Slide 15 - [Tab]. (2) Page 16 of 99
Slide 16 - Double-click the Purchase Account field. Page 17 of 99
Slide 17 - UT [Enter]. Page 18 of 99
Slide 18 - Select account 440591001. Page 19 of 99
Slide 19 - Click OK. Page 20 of 99
Slide 20 - [Tab]. (3) Page 21 of 99
Slide 21 - [Tab]. (4) Page 22 of 99
Slide 22 - Electric Page 23 of 99
Slide 23 - Bill [Tab]. Page 24 of 99
Slide 24 - [Enter]. Page 25 of 99
Slide 25-40 [Tab]. Page 26 of 99
Slide 26 - [Tab]. (5) Page 27 of 99
Slide 27-440592001 [Tab]. Page 28 of 99
Slide 28 - [Tab]. (6) Page 29 of 99
Slide 29 - Electric (2) Page 30 of 99
Slide 30 - Bill [Tab]. (2) Page 31 of 99
Slide 31 - Click Save. Page 32 of 99
Slide 32 - Click OK. (2) Page 33 of 99
Slide 33 - LEARN / SKIP Voucher Entry By Amount: Steps Enter vendor ID, voucher description, vendor invoice number, and invoice date. Check Allocate items by percentage box. For each account to be debited, enter the percent to allocate, specified the account, and entered a description on Purchase Items tab. Page 34 of 99
To skip the exercise, click Skip. To try entering a voucher by amount, click Learn. Page 35 of 99
Slide 34 - i--[tab]. (1) Press [Tab]. Page 36 of 99
Slide 35 - i--100328 [Tab]. Type 100328 and press [Tab]. Page 37 of 99
Slide 36 - i--auto Repair [Tab]. Type Auto Repair and press [Tab]. Page 38 of 99
Slide 37 - i--243459 [Tab]. Type 243459 and press [Tab]. Page 39 of 99
Slide 38 - i--click in the Invoice Date field. Click in the Invoice Date field. Page 40 of 99
Slide 39 - i--092110 [Tab]. Type 092110 and press [Tab]. Page 41 of 99
Slide 40 - i--865 [Tab]. Type 865 and press [Tab]. Page 42 of 99
Slide 41 - i--click in the Purchase Amount field in the first row. Click in the Purchase Amount field. Page 43 of 99
Slide 42 - i--865 [Tab]. (2) Type 865 and press [Tab]. Page 44 of 99
Slide 43 - i--440440001 [Tab]. Type 440440001 and press [Tab]. Page 45 of 99
Slide 44 - i--[tab]. Press [Tab]. Page 46 of 99
Slide 45 - i--truck Repair. Type Truck Repair and press [Tab]. Page 47 of 99
Slide 46 - i--click Save. Click the Save button. Page 48 of 99
Slide 47 - i--click OK. Click the OK button. Page 49 of 99
Slide 48-1000358 [Tab]. Page 50 of 99
Slide 49 - i--click the Charges tab. Click the Charges tab. Page 51 of 99
Slide 50 - i--click the Check tab. Click the Check tab. Charges tab Break out extra charges on an invoice. - Ex: palette charge, fuel surcharge. Enter amount, account, and description for each charge. Page 52 of 99
Slide 51 - i--click the Purchase Order tab. Click the Purchase Order tab. Check tab Specify a special method of creating a check. Check type options: Quick, Manual, ACH/Federal Wire. Must enter check date. Page 53 of 99
Check type: Manual Hand write a check to pay off the voucher. Voucher and check are posted immediately to the ledger. Check type: Quick Post the voucher immediately to the general ledger and print the check. Check type: ACH/Fed Wire Payment was made via the Automated Clearing House or via a Federal Wire transfer. Page 54 of 99
Slide 52 - i--click the Miscellaneous tab. Click the Miscellaneous tab. Purchase Order tab Shows if the material on the vendor s invoice was ordered via purchase order. Page 55 of 99
Slide 53 - i--click the Document Links tab. Click the Document Links tab. Miscellaneous tab Assign a voucher class. Voucher classes: - Are optional. - Used to categorize vouchers for reports and queries. Page 56 of 99
- Print checks by voucher class. - Define custom voucher classes in Accounts Payable System > Voucher Class Maintenance. Voucher Class field - Dropdown list of categories to choose from. Page 57 of 99
Slide 54 - i--click the 1099 Type tab. Click the 1099 Type tab. Document Links tab View or add links to external documents for this voucher. Invoice Detail tab Available only if there are additional vouchers from Page 58 of 99
the vendor for this invoice, or if there are credit or debit memos that reference this voucher. Page 59 of 99
Slide 55 - <audio only> 1099 Type tab Specify the 1099 type to use for items purchased from a non-incorporated vendor. Page 60 of 99
Slide 56 - REPLAY / CONTINUE Page 61 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 1 - [Tab]. (1) Page 62 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 2-100190 [Tab]. Page 63 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 3 - Office Supplies [Tab] Page 64 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 4-91011 [Tab]. Page 65 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 5 - Click in the Invoice Date field. Page 66 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 6-091610 [Tab]. Page 67 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 7-400 [Tab]. Page 68 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 8 - Click in the Item ID field. Page 69 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 9 - copy paper [Tab]. Page 70 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 10-4 [Tab]. Page 71 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 11-100 [Tab]. Page 72 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 12 - [Tab]. (2) Page 73 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 13 - Click the Purchase Account field label. Page 74 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 14 - O [Enter]. Page 75 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 15 - [Enter]. (1) Page 76 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 16 - [Tab]. (3) Page 77 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 17 - Copy paper for branch 1 [Tab]. Page 78 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 18 - Click Save. Page 79 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 19 - Click OK. Page 80 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 20 - SKIP / LEARN To skip the exercise, click Skip. To try using the Voucher Entry by Item window, click Learn. Page 81 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 21 - br--i--[tab]. Press [Tab]. Page 82 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 22 - br--i--100327 [Tab]. Type 100327 and press [Tab]. Page 83 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 23 - br--i--service Awards [Tab]. Type Service Awards and press [Tab]. Page 84 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 24 - br--i--31406 [Tab]. Type 31406 and press [Tab]. Page 85 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 25 - br--i--click in the Invoice Date field. Click in the Invoice Date field. Page 86 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 26 - br--i--101510 [Tab]. Type 101510 and press [Tab]. Page 87 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 27 - br--i--500 [Tab] Type 500 and press [Tab]. Page 88 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 28 - br--i--click in the Item ID for the first row. Click in the Item ID field. Page 89 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 29 - br--i--5-year awards [Tab]. Type 5-YEAR AWARDS and press [Tab]. Page 90 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 30 - br--i--10 [Tab]. Type 10 and press [Tab]. Page 91 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 31 - br--i--50 [Tab]. Type 50 and press [Tab]. Page 92 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 32 - br--i--[tab]. (2) Press [Tab]. Page 93 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 33 - br--i--440741001 [Tab]. Type 440741001 and press [Tab]. Page 94 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 34 - br--i--service Awards [Tab]. (2) Type Service Awards and press [Tab]. Page 95 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 35 - br--i--click Save. Click the Save button. Page 96 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 36 - br--i--click OK. Click the OK button. Page 97 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 37 - <fill slide> Page 98 of 99
Creating Manual Vouchers Topic 3 Monday, May 23, 2011 Slide 38 - REPLAY / CONTINUE Page 99 of 99