prophet 21 commercecenter getting started with voucher … · 2004. 7. 30. · ap cash 500 500...

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


SupplierYour Warehouse

Invoice GeneratedInvoice GeneratedConvert PO to VoucherConvert PO to Voucher

At Convert PO to Voucher:Debit: Inventory Receipts Clearing

Credit: Accounts Payable



� 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

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


� 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


� 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






CashAP

500 500

Perform PO Receipt IRCInv

500 500


500 500

Count material

X

X






CashAP

500 500


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


Retrieve the Purchase Order associatedwith the Direct Shipment


If necessary, enter in the Carrier ID and Carrier Tracking Number


Determine if you want to print, fax or e-mail the invoice


If necessary, enter freight on the Freight tab


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