Entering Vouchers

From the Main Menu, go to Accounting\Accounts Payable\Process Vouchers

Create the batch

1. Enter a name for this batch in Batch Name. Follow a naming convention:

Example: NNMMDDYY

2. Tab to Type and select one of the following:

       P       - Purchase order voucher

       N      - Non-purchase order voucher

       -       - Decrease voucher/negative. Adj, Voucher Reversals

       +      - Increase voucher/positive adj

F       - Freight voucher

D      - Voucher Deposit

Note:  this is a default for the batch and may be overridden on an invoice basis.

3. Tab to Acctg Date and enter the current date (format mm/dd/yy).

4. Click ‘Process Vouchers’ to complete the batch. This will bring you to the Voucher/Entry Query screen.

Note: Previously, only one deposit could be created per PO. Now users can create several deposits for a single PO.  The deposit is created through a voucher batch with a type "D". When the PO is vouchered, the deposit is pulled into the voucher lines. The user can reduce the deposit if desired. However, on the final voucher (when the PO has no more lines to receive) users cannot reduce the deposit amount on that voucher. The remaining amount must be used in the final voucher.

Entering Non-PO vouchers

To create a Non-PO voucher, select Type N.

1. Tab past the ‘Type’ to the next field.  In Ven Ref, select the appropriate vendor from the list of values. If you don't know the Ven Ref, use Vendor to select the Vendor Number (which corresponds to the vendor).

2. Tab to Inv No and enter the correct invoice number. Use the list of values for query purpose only. If there's no invoice number (i.e. Expense Reports), use the statement or period end date plus the last 4 digits of the account number (for example, EXP070701).

3. Inv Date should contain the original invoice date from the vendor (as it is on the invoice).

4. In Loc, select the appropriate location from the list of values. The default is 00.  

5. Check the Separate Check box only if this invoice is to be paid with a separate check to the vendor (as for government payments when only one check per invoice is required).

6. In Org Inv., (for - and + voucher types) enter the original vendor invoice number that this voucher adjusts.

7. Terms defaults from the vendor but can be changed. Click the list of values to display your options or manually key in a terms code.

8. Pay defaults to ‘C’ for check payment. Change this to ‘O’ for a wire transfer if necessary.  If you’re using Khameleon’s ACH functionality, this may default to ‘A’ (ACH), based upon your vendor setup.

9. In Net Amt., enter the pre-tax amount of the invoice to be paid. For ‘-‘ decrease vouchers, enter a negative number.

10. Sales Tax should be populated with any sales tax amount from the invoice. For ‘-‘ decrease vouchers, enter a negative number.

11. Total Amt is system calculated – total of net amount and taxes.

12. Sub ledger defaults from the vendor master screen. Override this field if necessary.  (1=AP, 2=inter-company for HMI family and owned dealers.)

13. Use Trx Description to default a description that may be sent to the General Ledger for transaction lines.  

14. In Co-Div-Dep, enter the appropriate entity to be charged (example: 589014000). If you enter a wip account, you must change the co-div-dept to be the appropriate division (i.e., 589010000, 589020000 instead of 589000000).

15. In Act, enter the appropriate account number to be charged. If it has a project accounting subledger number, you will be prompted to enter a valid project, job and activity. Click Cancel if this does not apply.

16. In Amount, enter the dollar value to be applied to this account line item. For ‘-‘ decrease vouchers, enter a negative number. If there are more accounts to be charged, continue entering line items. The voucher must balance before saving it.

17. Continue to enter vouchers until the entire batch has been entered. The batch total must balance with all vouchers entered to be available for updating (posting).

Entering PO Vouchers

By default, Khameleon will allow you to process Vendor Invoices for Purchase Orders that have been received. For Purchase Orders that have NOT been received, Khameleon has two options that are set in your Accounts Payable Control Record. These options are outlined after the standard process below.

PO Vouchers for Received goods/items:

To create a PO voucher, select Type P.

1. Tab to the PO field.  Select the PO to voucher from the LOV.

2. Tab to the Inv No field, and enter the vendor invoice number.

3. Enter the Invoice Date in the Inv Dt field.  Khameleon will default the terms and the appropriate Due and or Discount Date.

4. PO Vouchers will display the Vendor Location (Loc) that payment will be remitted.  You may override if necessary.  Khameleon will also assign a system generated Voucher Number (Vch No).  This may not be modified.

5. Tabbing past the second occurrence of the PO Number, Khameleon will prompt you to ‘Create Voucher Lines’ for your PO.  Click ‘Yes’.

6. The voucher information is returned to the first screen.  If the amount of the voucher is not correct then go to the voucher header and change the amount in the Net Amount field.  Then click on the ‘PO Receipts’ button.  

7. This brings you back to the available POs for the vendor – reselect the one you wish to voucher.

8. A new menu will appear. Select the ‘Invoice Lines’ radio button and click ‘Process’.

9. The ‘Vendor Invoice Lines’ form is displayed.  All PO Lines for the PO/Receiver selected will appear in this window.

By default, all line items are selected for processing. Line items may be unchecked individually; if a particular line has not been invoiced. You may uncheck the ‘Select All’ checkbox in the lower left, if the majority of line items have not been invoiced.  You may then individually select line items you wish to process.

The quantity left to invoice (Qty Inv) and ‘Price’ may be modified if the quantity invoiced is different.  If a line item is displayed that has not been invoiced, you must clear the ‘Qty Inv’ value.

Totals for the Number of Lines Selected, Total Quantity and Total Expected Amount are displayed at the bottom of the form as a visual reference to ensure your lines processed and Invoice match.

After making your changes, click ‘Process’.

You may click ‘Cancel’ to exit the window and start over.

10.  The ‘Voucher Selections’ window re-appears.  Optionally, you may choose the ‘Apply Charges’ radio button and click ‘Process’.  This allows you to add additional charges outside of line items on your PO.  

PO Charges may be defined by your system administrator to allow you to expense or pro-rate charges against Order/PO line items as additional costs.  Examples include Freight or Order Handling Fees.

Enter the charge code for this particular additional charge or select it from the list of values.

In New Amt,  enter the dollar amount of the charge that corresponds to the selection you made in the previous field.

The default charge description is displayed in the Description of Charge field.  This information may be modified.

Click ‘Process’ to return to the previous screen.

To return to Voucher Entry, click ‘Process’.

11.  If you made any adjustments to the PO lines, you will notice an adjustment line on your voucher for the difference between the invoice amount and the original PO lines. If the PO is project related, the difference affects the WIP account.

       Note: If the PO is not project-related then the appropriate expense account should be charged.  

       If a Voucher Deposit has been processed against your PO, the off-setting deposit line and amount will be added.

12.  If the invoices lines match the net amount of the invoice (Vch Rem should = 0), click Save.

13.  Continue to enter vouchers until all invoices have been entered. Exit and return to the Batch screen and follow the process below to ‘Run the Edit List Report’ to continue.