Vouchers for vendors invoices can be entered manually using the data entry form Payable Vouchers, from the Data Entry, Accounts Payable menu. This data entry form can also be used to correct or change existing vouchers. When selected from the menu, a screen similar to the one shown below is displayed.
In our example, invoice 567-00-984 has been received on April 13, 1987 from the "Heirloom Furniture" company dated April 10, 1987. According to the invoice, this was a shipment for purchase order #spo0405-01 for an amount of $68.48 (goods + $6.48 freight). The Date field of the voucher should be 04/13/87 and the Voucher field should be vo0410-01. The vendor field can be found using the validation screen provided for this field. The Ref Date or Reference Date field should have a value of 04/10/87. The Vendor Ref or Vendor Reference field should be 567-00-9884. The P.O. Number field should be spo0405-01. The Pay Terms, Bank, Disc Date, Disc Amount, Disc GL Acct, and Pay Date fields can use the defaults from the vendors master and payment terms files. The Comment to Vendor field can be left blank. The Voucher Total field should be 68.48. When filled, the voucher header screen looks as follows:
After storing the header screen, the first line of the detail screen is displayed. In the detail, the distribution of the voucher needs to be done using two records: a receiving slip record for the shipment of goods, and a record for freight.
For the receiving slip, the Journal field should be rs. The receiving slip number needs to be entered into the Account field.
After the receiving slip number has been entered, leave the units field blank and press the TAB key to move into the Amount field. Enter the amount being billed to the receiving slip (62.00 in this example). After storing the detail line, your screen should look like the one shown below:
To record the freight, enter gl into the Journal field. In the Account field, enter the General Ledger account number for the "Freight In" account (6070 for our example). If desired, you could enter something into the Units field (weight, etc.) but this would be for information only; units are ignored in the General Ledger.
Finally, in the Amount field, enter the amount of the freight, 6.48. After storing this information, your screen should appear as below:
Pressing the NEXT <F7> button puts you back to the header screen, ready to add more vouchers.