Creating invoice voucher headers

Create invoice voucher headers for purchased materials.

Note: You cannot delete an invoice voucher unless the status is Unfinished or if it is an invoice voucher with lines associated.

To create invoice voucher headers:

  1. Open the Invoice Vouchers form.
  2. Click New Record.
  3. Organization—Enter the organization to which the invoice voucher belongs if you use multi-organization security.
  4. Invoice Voucher—Enter a description of the invoice voucher in the adjacent field. The system automatically generates a voucher number when you save the record.
  5. Registration Date—Enter the date of the registration of the invoice voucher.
    Note: Registration Date cannot be before Invoice Date.
  6. Status—Select the status of the invoice voucher.
    Note: Your user authorizations determine the available statuses.
    Note: If lines have not been added to the invoice voucher, then the status of the invoice voucher can only be Unfinished or Cancelled. However, this does not apply to Non-PO invoice vouchers.

    Invoice vouchers with the type Invoice can only be approved after matching.

    Debit Note or Credit Note invoice vouchers can only be approved if the Original Invoice Voucher is approved and if the invoice voucher does not exceed your approval limits.

    If you update the status of the invoice voucher to Unfinished, every associated line will reset to Not Matched.

  7. Type—Select the invoice voucher type. Choose one of the following options:
    • Credit note—Select to indicate a credit has been added to the invoice voucher.
    • Debit note—Select to indicate a debit has been added to the invoice voucher.
    • Invoice—Select to indicate the invoice voucher is for an invoice.
    • Non-PO—Select to indicate the invoice voucher is a bill from a supplier that should not have lines associated, e.g., a utility bill.
  8. Supplier Invoice—Enter the supplier’s invoice number.
  9. Invoice Date—Enter the supplier’s invoice date.
  10. Supplier—Enter the supplier from whom the invoice has been received. The system automatically populates Supplier Org., Currency, and Exchange Rate.
    Note: In order to enter a value inSupplier and Purchase Order, the supplier on the Purchase Order must be the same as the value entered in Supplier.
  11. Currency—Enter the currency used for the invoice voucher.
  12. Exchange Rate—Enter the exchange rate for the currency.
  13. Class—Enter the class of the voucher. The system automatically populates Class Org.
  14. Return—Select to indicate a return.
  15. Original Invoice Voucher—Enter the original voucher. The system automatically populates Original Supplier Invoice.
    Note: Invoice vouchers with the types Credit Note or Debit Note must enter an Original Invoice Voucher.
  16. Purchase Order—Enter the purchase order from which to create voucher lines.
    Note: You can choose to not enter a value in Supplier and instead only enter a Purchase Order. This restricts the lines of the invoice voucher to only the lines for the purchase order on the invoice voucher header. Therefore, Supplier, Supplier Org., Currency, and Exchange Rate will populate from the supplier of the purchase order.

    You cannot enter a Purchase Order for Non-PO invoice vouchers.

  17. Payment Due Date—Enter the date by which the invoice voucher is to be paid.
    Note: Payment Due Date cannot be before Registration Date.
  18. Pay To—Enter the supplier to whom to pay the invoice voucher.
    Note: Pay To must be the same supplier or an associated child or parent of the supplier that was entered in Supplier.
  19. Paid Date—Enter the date on which the invoice was actually paid.
  20. Click Save Record.
    Note: After the invoice voucher is approved, the system displays Approved By, and the purchase order line for each invoice voucher line is updated with the invoice voucher line’s invoice quantity and invoice value.

    After costs have been added to the invoice voucher, the system displays Voucher Total.