The header screen displays the general information pertaining to a particular voucher. A picture of the header screen is shown below.
This screen is displayed when the Enter Vouchers data entry form is first selected from the Data Entry, Accounts Payable menu, or after the detail screen is processed. A description of the fields on this screen follows.
Date
requires, default = today's date
The date of the voucher represents the accounting period in which the vouchers are included for month end financial reports. A January date causes the transaction to be included in all of the financial reports for January. Enter today's date by pressing RETURN while the field is blank.
Input to this field is required.
Voucher
required, auto-increment default
Each voucher must have a unique code to identify it within the voucher file system. This field allows the entry and display of this unique code. Once a voucher code is used, no other voucher or debit memo within the accounts payable file system, can use the same code.
It is possible to have incremental voucher numbers displayed when entering a series of vouchers in a single data entry session. This feature is activated by entering and storing the first voucher. On successive vouchers, leave the Voucher field blank and press the RETURN key. The next voucher number in sequence is displayed. Each time the voucher data entry form is accessed from the menu, the first voucher code must be entered before this feature will work.
Input to this field is required.
Vendor
required, validated
Enter the unique vendor code that was created when you set up the vendor name and address file. This code must be included in the vendor master file. To search the vendor master file for unknown/forgotten vendor codes, access the validation screen associated with this field.
Input to this field is required.
Vendor Name
display
When a valid vendor code is entered in the Vendor field, the full name of the vendor from the vendor master file is displayed in this field.
This field cannot be changed from this screen.
Balance
display
When a valid vendor code is entered in the Vendor field, the vendor's current balance is displayed in this field. The current balance includes all transaction entered to the vendor.
This field cannot be changed from this screen.
Ref Date
required
The reference date represents the date of the vendor's invoice. It is used with the information in the Pay Terms, field to calculate the default values for the Disc Date and Pay Date fields.
Input to this field is required.
Vendor Ref
optional
The vendor reference represents the invoice number of the vendor's invoice. The vendor's reference is included on cash disbursement checks for easy application to the vendor's books.
Input to this field is optional.
P.O. Number
optional, validated
Enter the number of the purchase order you are vouchering. The purchase order file may be examined by accessing the validation screen associated with this field.
Input to this field is optional.
Pay Terms
required, validated, default from vendor master
The pay terms entered here must be in pay terms file. The pay terms file may be examined through the validation screen associated with this field.
If pay terms have been entered in the vendor master file for the vendor in the Vendor field, the vendor master value becomes the default for this field (leave the field blank and press the RETURN key).
The information entered in this field is used along with the data in the Ref Date and Voucher Total fields, to calculate the default values for the Disc Date, Disc Amount, and Pay Date fields.
Input to this field is required.
Bank
required, validated, default from vendor master
Each voucher must be assigned a "bank account", used to pay the voucher. Bank accounts are General Ledger accounts representing the appropriate bank account. Multiple bank accounts are possible. The account must be in the General Ledger master file. The General Ledger master file can be searched for unknown/forgotten account numbers through the validation screen associated with this field.
If a bank account has been entered for the vendor in the vendor master file, that value is the default for this field (displayed by leaving this field blank and pressing the RETURN key).
Input to this field is required.
Comment to Vendor
optional
If you wish to include a comment to the vendor, it should be entered here. Comments appear on all checks and remittance advices.
Input to this field is optional.
Voucher Total
required
The total amount of the voucher, without discount, is entered here. The sum of the distribution in the lower half of the voucher screen must equal the amount in this field.
Input to this field is required.
Unpaid Balance
display
All vouchers carry with them the option of making partial payments. The unpaid portion of the voucher is displayed in this field when the voucher is queried.
This is a display only field and is updated when a payment is made on the voucher.
Disc Date
required if disc amount, default from pay terms and ref date
All discounts have a required date of payment in order to receive a discount. Vouchers paid after this date do not have the discount applied. The default value for this field is based on the Ref Date field and the payment terms entered in the Pay Terms field. To make the system calculate the discount date, enter values in the Ref Date and Pay Terms fields, leave this field blank, and press the RETURN key.
Input to this field is required if there is a discount amount.
Disc Amount
optional, default from pay terms and voucher total
The discount amount if any, is entered here as a total dollar value. The default value for this field is based on the Pay Terms and Voucher Total fields. To make the system calculate the discount amount, enter data in the Pay Terms and Voucher Total fields, leave this field blank and press the RETURN key.
Input to this field is optional.
Disc GL Acct
required if disc amt., validated, default - vendor master
Discounts, when taken, create income to the payer. That income can be itemized with a single general ledger chart of account where the discount amount should be applied. The general ledger account must be in the General Ledger master file. The General Ledger master file can be searched for unknown/forgotten account numbers through the validation screen associated with this field.
If a discount account has been entered in the vendor master file for the vendor in the Vendor field, that account is the default value for this field (displayed by leaving this field blank and pressing the RETURN key).
Input to this field is required if a discount amount has been entered.
Pay Date
required, default derived from ref date and pay terms
All vouchers require a date when you expect to pay the vendor. This date can be updated later, so that changes in your company's cash flow don't require you to follow through on the original planned payment date.
The payment date can be calculated from the Ref Date and Pay Terms field fields. To make the system calculate this date, enter values in the Ref Date and Pay Terms fields, leave this field blank and press the RETURN key.
Input to this field is required.