Working with Vendor Vouchers

In Q360, vendor invoices are items that you enter when you receive an invoice from a vendor. The vendor invoice (or voucher) is then used to authorize and write a check in payment for the items. A Vendor Invoice can be created using one of two methods.

Method 1: Create a voucher from a Purchase Order

If there is an existing Purchase Order that was used to initiate the order listed on the vendor invoice, you can convert the Purchase Order into the Voucher, saving time and ensuring data accuracy

1. Open the Purchase Order from which you would like to create a Voucher
2. From the extended menu , select the option “Create Vendor Voucher.  Another window, “Select Received Items to Voucher,” will appear showing the line items that have been received on the purchase order
3. Review the list of items for which you are generating a voucher
4. Unselect those item(s) you do not wish to include in this voucher
5. Adjust the quantity vouchered if necessary (i.e. a second voucher will be created for this purchase order at a later date). It will default to the quantity received. Note: The quantity vouchered cannot exceed the quantity received
6. Click the SAVE button
7. Q360 will prompt you to confirm your request. Click Yes to continue.
8. Q360 will create a Voucher containing the details from the purchase order

• Sel checkbox – Selection checkbox. By default all items are selected
• QtyRcv – The quantity of the purchase order line item received. Non-editable
• Qty Vouch – The quantity of the line item to be vouchered. Editable
• Master No. – The master number of the purchase order line item
• Asset No. – The asset number of the purchase order line item (where applicable)
• Description – The description of the purchase order line item
• Price – The cost of the purchase order line item
• Ext Price – The extended cost of the purchase order line item (Qty * Price)
• Serial No. – The serial number of the purchase order line item (where applicable)
• Part No – The alternate part number

Method 2: Create a voucher for the first time

When you receive an invoice from a vendor you must create a Vendor Voucher as a record of the transaction/purchase of goods or services.  The Vendor Voucher is also used to control payments for Vendor Invoices.  Note:  vouchers can only be created for customer records of type CUST/VEND or VENDOR

1. To create a Vendor Invoice from scratch (without a purchase order), go to the Accounting menu > Customer/Vendor. Find the Vendor
2. Click on the Vouchers tab. A list of all unpaid vendor invoices will be listed in the Vouchers grid
3. Click on the ADD button (+).  Q360 will open a new Voucher form
2. Complete the form and click the SAVE button

Voucher form details:

The following fields in the header will pre-populate (but are still editable):

• Tax Appl: Defaults from the Vendor sub-tab of the Customer record – Accounting view
• Method: If the voucher is created from a PO, then this will default from the PO.  If manual, then it defaults from the Vendor sub-tab of the Customer record – Accounting view.  Values are defined by code type VENDPAY in General Codes
• Single Check checkbox: Defaults from the Single Checks checkbox on the Vendor sub-tab of the customer record of the Vendor. If selected, then this voucher will print a single check (and will not be grouped together with other vouchers in the check printing process)
• Terms: Defaults from the Vendor sub-tab of the Customer record – Accounting view. Values are defined by code type VENDTERMS in General Codes
• Bank Acct: Defaults from the PO if created from the PO or the Vendor sub-tab of the Customer record – Accounting view
• Disc Days/%: Defaults from the PO (if created from a PO) or defaults from the Vendor sub-tab of the Customer record – Accounting view
• Company No.: Defaults from the Other sub-tab of the Customer record – Accounting view
• Currency: Defaults from the Company sub-tab of the Customer record – Accounting view
• Branch: Defaults to the UserID’s default branch (Maintenance menu > User Logins/Permissions > User Profile tab)

Other fields:

• Red Checkmark button: Q360 will apply the sales tax to all line items on the voucher
• P.O. No.: The purchase order number if the voucher was created from a purchase order. Click on the hyperlink to open the purchase order
• Due Date: This is calculated from the date the voucher is created and adding the number of days for the Terms defined (as defined in code value4 (Days column) for code type VENDTERMS in General Codes). The due date will also determine when the voucher will appear in the Checks to Print Queue
• Invoice Date: Defaults to the date that the voucher is created. This is editable
• Posting Date: Defaults to the date that the voucher is created. Once the voucher has been posted, this Date will be updated to the actual posted date
• Inv. Type: Defaults to INVOICE
• Vendor Invoice No.: Manual input field. Clicking on the button will input the current date as the vendor invoice no.  Note: This field must be populated in order to be able to save the voucher
• Released By: The UserID of the person who released the voucher for payment
• Release Date: The date/time the voucher was released for payment
• Process Batch: Batch details if the UserID has created an AP batch. Click on hyperlink to Process Batch Detail record
• Voucher No.: System generated number
• Order No.: The order number if the purchase order that this voucher was created for originated from an order. Click on the hyperlink to open the Sales Order
• Vendor No.: The customer number of the vendor
• Department: Defaults from the UserID’s default department (Maintenance menu > User Logins/Permissions > User Profile 1 tab) unless the voucher is linked to a purchase order then, the department will default from the PO

Line Items tab:

The line items grid shows the following details:

• Qty: Quantity (the cells are editable in edit mode)
• Master No.: The master number
• Part No.: The manufacturer part number
• Serial No.: The serial number
• Description: The description of the item (the cells are editable in edit mode)
• Cost: The cost (the cells are editable in edit mode)
• Ext. Cost: The extended cost (cost * QTY)
• PO Price: The price of the item on the PO
• PPV: The purchase price variance (where applicable). This is the difference between the voucher cost and the PO price
• Manufacturer: The name of the manufacturer
• Account: The GL account
• Ver: If “Y,” the item has been verified
• Verified By: The UserID of the person who verified the voucher
• Verified Date: The date and time of the verification
• Call No.: Shows the call number. Double click to open the service call
• CSR: Shows the UserID of the CSR on the associated service call
• Proj No.: Shows the project no. Double click to open the project
• PM: Shows the UserID of the project manager on the associated project
• Extended Menu:
  • Add a Line: Will add a manual line item using the default expense account/segment (Customer record – Accounting view > Cust/Vend tab > Vendor sub-tab). This account number is editable
  • Add a Master: Will open the “Find A Master” window to locate the specific master part

Note: User can only add non-“Q”/”A” masters (as of build 8.00.031 or higher). “Q”/”A” types should come from the purchase order only

Details Sub-tab:

• Qty Rcv’d: The quantity of the item that was received. This field is editable. The field will default to 2 decimal places for “Q” or “A” types and to 4 decimal places for other master types
• Master No.: The master part number. Click on hyperlink to open the master record
• Manufacturer: The manufacturer of the master part number (defaults from the master record)
• Serial No.: The serial number of the master part number if it was an “A” type (defaults from the asset record)
• Vnd Part No.: The vendor part number of the master (defaults from the master record)
• Description: Defaults from the master. This field is editable
• Discountable checkbox: If selected then the line item qualifies for Early Payment Discount
• Verified checkbox: If checked, the voucher item has been verified. This only applies if Verify Vouchers is turned ON in Q360Admin > System Config
• GL Account: The GL account (typically the Sales Asset account from the master record).Note: This field is not-editable for “Q” or “A” type master (the magnifying glass button is grayed out)
• GL Account Description: The description of the GL Account
• Project: The project title if this voucher is associated with a project. Click on the ellipsis button (while in edit mode) to link the voucher to a project. Click on the Unlink button  to unlink the voucher from a project (while in edit mode). Click on the hyperlink to open the project record
• Call No.: The service call number if this voucher is tied to a purchase order that is tied to a work order on a service call. Click on hyperlink to open service call
• Price: The price of the item (may default from the price of the associated purchase order item)
• Auto-Calc. Tax checkbox: If checked, Q360 will automatically calculate the taxes for the voucher line item. This box may be selected if the setting “Auto-Calc. PO/Voucher Tax” is turned ON (Q360Admin > System Config > Accounting tab). This checkbox can be edited
• Sub Total: The subtotal is the price of the line item excluding taxes
• Tx: Tax entity #1. The button will extract the value of tax entity #1 from the price of the line item (the button will only appear if the Auto-Calc. Tax checkbox is not selected)
• Tx: Tax entity #2. The button will extract the value of tax entity #2 from the price of the line item (the button will only appear if the Auto-Calc. Tax checkbox is not selected)
• Tx: Tax entity #3. The button will extract the value of tax entity #3 from the price of the line item (the button will only appear if the Auto-Calc. Tax checkbox is not selected)
• Ext Price: The extended price of the line item (price including taxes)
• Process button: Calculates the sales tax
• Delete This Line – Will delete the highlighted line item in the grid and remove any invoice no. reference on the linked purchase item (if applicable)
• Import a QIF File – Will allow you to import credit card statements that are typically in *.QIF format. Q360 will open another window to browse for the *.qif file. Once the file is loaded, Q360 will populate the line items of the voucher with the statement details (you can then edit each line item and assign the appropriate GL account)
• Delete button: Click to remove highlighted row
• Extended Menu:
  • Add a Line – Will add a manual line item using the default expense account (Customer record – Accounting view > Cust/Vend tab > Vendor sub-tab). This account number is editable
  • Add a Master – Will open the “Find A Master” window to locate the specific master partNote: User can only add non-“Q”/”A” masters (as of build 7.03.119 or higher). “Q”/”A” types should come from the purchase order only

PO Info Sub-tab:

This sub-tab contains the details from the purchase order pertaining to that specific line item

• P.O. No.: The purchase order number that this voucher line item is tied to. Click on the hyperlink to open the purchase order record
• P.O. Date: The date of the purchase order
• Vendor: The name of the Vendor that the purchase order was generated for
• ETA: The ETA for the purchase item (found on the Details sub-tab of the Line Item tab on the purchase form)
• Est. Ship: The estimated ship date for the purchase item (found on the Details sub-tab of the Line Item tab on the purchase form)
• Price: The price of the purchase item
• Qty Ordered: The quantity of the item ordered
• Status: The status of the purchase item in Q360
• Qty Received: The quantity of the item received

Payee / User tab:

When a voucher is created for a vendor, the Payee / User tab will attempt to use the vendor’s site that is designated at the default payee. The default site payee for a vendor is designated in the following location:  Accounting > Customer/Vendor > Site tab > open vendor site > Default payee check box.  If the vendor does not have a site designated as a default payee, the Payee/User tab information is left blank. When a check is printed, the vendor name and address located on the Voucher form main Header tab will display on the check.  Information in this tab is updated when the voucher has been paid.

• Payee: The name of the customer that the cheque was issued to. Click on the magnifying glass button to change payee.
  • Select a Site from This Vendor:  This will open the Select a Location window to allow the user to select a site from this Vendor. Once selected, Q360 will update the Payee details
  • Select Any Site:  This will open the Select a Site window to allow the user to select any site. Once selected, Q360 will update the Payee details
  • Select Another Vendor: This will open the Select a Vendor window to allow the user to select any customer record (of type VENDOR or CUST/VEND).  Once selected, Q360 will update the Payee details
  • Select an Employee:  This will open the Select an Employee window to allow the user to select an employee (by highlighting the employee). Once selected, Q360 will update the Payee details
• Paid Date: The date that the voucher was paid
• Address: Address of the payee on the check
• Ref No.: This is the check number (when the voucher was paid)
• City/State: City, state/province of the payee on the check
• Zip/Cntry: Zip/postal code, country of the payee on the check
• User Defined fields: 10 additional user defined fields for the voucher form

AP Journal tab:

Once the voucher has been posted, the resulting entries can be viewed here.  Once the voucher has been paid or the check issued, the resulting journal entries can be viewed here as well.  Inventory Suspense entries are only made for master items of “Q” or “A” type.  Journal entries will be made in the currency based on the voucher’s company no.’s default currency.  The lower grid shows any credits that were applied to the voucher as well as any payments.

Withholding tab:

Withholding can be processed if this has been configured on the Withholding sub-tab (located on the Customer record – Accounting View > Cust/Vend tab)

• Calculated Amount: Is based on the pretax total
• Ceiling: Is the maximum amount that can be calculated
• Floor: Is the minimum amount that can be used
• Flat Amount: Is the base amount that is used
• % Amount: Is the percentage of the pretax total (this is added to the flat amount)

Documents tab:

This grid will show any documents linked to the voucher. These documents will also appear on the Documents grid for the Customer record. Access is available if you have proper permissions

History tab:

This grid will list certain events/transactions of the voucher.  Users may add a manual history event by clicking the ADD button

Form Extended Menu Options:

• Post Voucher and Release For Payment: Q360 will post journal entries and release the voucher for payment (update the Released By field with the UserID of the user posting the voucher and Released Date field with the current system date). The Posting date cannot be less than the Received Date on the linked PO (where applicable). This option is not available if the voucher has been posted and/or released for payment
• Post Voucher: Q360 will post the journal entries for the voucher. The Posting date cannot be less than the Received Date on the linked PO (if applicable)
• Un-Post Voucher: Q360 will un-post the journal entries for the voucher. This option is only available if the voucher has been posted
• Release For Payment: Q360 will release the voucher for payment (update the Released By field with the UserID of the user releasing the voucher and Released Date field with the current system date). This option is only available if the voucher has been posted
• Un-Release For Payment: Q360 will revert the voucher to the POSTED state and removed the values in the Released By and Released Date fields. This option is only available if the voucher has been released for payment.
• Post Direct Payment – Q360 will post payment entries by whatever means (WEB, PAP, or user input details) for vouchers that have been posted and released for payment. Early payment discount may be applied. Users will be:
  • prompted for a payment date (defaults to the current system date).
  • asked to confirm the payment amount (defaults to the balance on the voucher)
  • input payment type (manual input field)
  • input a reference no. If none is provided, Q360 will generate one

Q360 will post journal entries and log an entry in the Credits / Payments grid

• Change Vendor: Users can change the vendor on the voucher. This option is only available if the voucher is un-posted. This will open the Select a Vendor window.
• Take Discount: This is only available on POSTED vouchers. Q360 will:
  • prompt users to input a dollar amount that will be discounted from the total of the voucher
  • Confirm your request
  • Select a posting date for the discount (defaults to the current system date). This date must be on or after the posting date of the voucher
  • Select a GL account number and account segment

Q360 will write journal entries for the discount and log an entry in the Credit s/ Payments grid

• Copy This Voucher: Q360 will prompt to ask you for how many copies and then create those vouchers. If only one copy has been requested, then the new voucher will appear. If more than one copy has been requested, then a list of the voucher numbers will appear. Tax Dist is copied from the original voucher. The terms are pulled from the customer record. Copied vouchers will not inherit the verified flag on the voucher line items
• Verify This Voucher: Q360 will update the Verified flag on all voucher line items (this may be required if the Verify Voucher setting is turned ON in the Q360Admin >System Config). Verifying the voucher is required before it can be released for payment
• Apply This Voucher Credit: users to pay vouchers by applying a voucher credit (a voucher with a negative balance and is posted).  Q360 will:
  • open the Select a Voucher window for the user to select a voucher to apply the credit to
  • ask user to input the amount of the credit to be applied
  • prompt user to confirm their request
  • ask user to select a posting date (defaults to the current system date).  Q360 will post journal entries on both vouchers and log an entry on the Credits / Payments grid.  Note: This posting date must be either on or after the target Voucher Date and the credit Voucher Date

The Invoice will then appear in the “Un-Released Vendor Invoice” queue.  Once the due date has expired and the invoice is released for payment, it will go into the Checks to Print queue, where it can be selected for payment.  You can also print a check directly from the Invoice by clicking on the Print button and selecting the Print Check option.  When the check is printed, you will be prompted to Post the invoice.  If you select “Yes,” the payment journal entry will be made.

Some Vendors will allow you to take an early payment discount. This function allows you to enter an account that tracks discount amounts that you’ve received from vendors for paying your bills early. The type of account you select in this field depends upon what purpose you consider discounts serve in your business. If you think discounts decrease the cost of making a sale, enter a cost of sales account here. If you think discounts decrease your expenses, enter an expense account here.

If the Vendor has a default Discount Days and Discount % (found on the Customer form – Accounting view > Cust/Vend tab > Vendor sub-tab), when the voucher is created from the extended menu option on the Purchase Order form, these discount values will be copied to the voucher. If the Discount % is not zero, then the Discount flag will be set on the voucher line items.

Print Options:

• Print Vendor Voucher: Allows users to print a voucher report
• Print Check: Allow users to print a check.  The date of the check must be on the day of or after the posting date of the voucher