AP vouchers are used to control payments to suppliers and service providers. AP vouchers are created for internal purchases and drop ship purchases. Here is a description of the fields on the AP Voucher object.
Key: * – Mandatory field.
AP Voucher Fields
| Field Name | Description | |
|---|---|---|
| Accounting Date | This field will be populated with the date that the payable invoice related to the AP Voucher is posted. | |
| Credit Status | The current credit status of the AP voucher. Can be one of the following: "Not Credited", "Partially Credited" or "Fully Credited". | |
| Due Date | * | The date the invoice must be paid. |
| Export Error | Details of an error that occurred during the export process. | |
| Export Status | The status of the export of this voucher. 'New' indicates no attempt to export has been made. 'Export in Progress' indicates that the export process has begun and is running. 'Exported' means the export process has completed successfully. If the export process has not completed successfully an appropriate error message will be displayed in the export error field. This field is populated automatically. | |
| Foreign Invoice Number | The voucher number in the accounting system. | |
| Invoice Date | * | The date on the supplier invoice. |
| Invoice Total | The sum of the amounts on the AP voucher lines excluding tax. | |
| Number of Lines | The number of lines on the AP voucher. | |
| Owner | The owner of the record. This defaults to the user who creates the AP voucher. | |
| Purchase Order | * | The purchase order that this AP voucher references. |
| Registered Date | The date the AP voucher was created. | |
| Status | The status of this voucher. 'New' indicates it has not been completed. 'Matched' indicates that this voucher is ready to be sent to the financial system. | |
| Supplier Invoice Number | * | The supplier invoice to be vouchered. |
| Supplier Site | The supplier site that issued the invoice. The supplier site field is populated with the selected purchase order supplier site when the AP voucher is saved. | |
| Terms | Terms for the purchase order as defined on the purchase order. | |
| Total Amount Credited | The total amount credited on the AP voucher. | |
| Total Tax | The current amount of tax on the AP voucher. | |
| Total Voucher | The sum of the amounts on the AP voucher lines excluding tax. | |
| Total Voucher with Tax | Total value of the AP voucher including tax. |
Here is a description of the fields added when the SCM Avalara Connector is installed.
| Field Name |
|
Description |
|---|---|---|
| Avalara Doc Id | ID of the document in Avalara Avatax. | |
| Avalara Tax Status | Status of the tax that has been reported to Avalara Avatax. | |
| Avalara Transaction Id | Id of the transaction in Avalara Avatax that is the result of calculating tax for this record. | |
| Tax Message | Displays warnings or error messages from Avalara Avatax that occurred the last time it ran for this document. | |
| Tax Status Date | Date and time on which the Tax Status and Avalara Transaction Id fields were last updated by Avalara Avatax. |
AP Voucher Line Fields
| Field Name | Description | |
|---|---|---|
| Accounting Item | A look up to the item master. This is used to add an item to an AP voucher line that is not on the original purchase order. Text wrapping limits column width column width to avoid horizontal scrolling. | |
| AP Voucher | The header associated with this invoice line item. | |
| AP Voucher Line Name | The number assigned to the AP voucher line prefixed with 'APL'. | |
| Capital Equipment | This field will be populated with the fixed asset numbers, comma separated, related to the AP voucher line. | |
| Delivery Method | Designates how this will be delivered. | |
| Description | A description of the AP voucher line item. | |
| Item Description | A description of the AP voucher line item. Text wrapping limits the table column width to reduce the requirement for horizontal scrolling. This enables you to view all the line information when adding new AP voucher lines from a purchase order. | |
Extended PPV Purchase Price Variance |
Extended PPV = PPV x quantity. | |
| Extended Price | Extended Price = Unit price x quantity. | |
| Is Capital Equipment | Indicates whether the FAM records will be created for associated AP Voucher lines. This checkbox is selected as default. | |
| Item | The item name. | |
| Item Being Procured | The item name. Text wrapping limits the table column width to reduce the requirement for horizontal scrolling. This enables you to view all the line information when adding new AP voucher lines from a purchase order. | |
| Line Number | The number of the AP voucher line. | |
| Line Type | The record type of the AP voucher line. | |
| Non-Receivable | Item on invoice that is not receivable or not on the purchase order. | |
| Purchase Order Line Item | The purchase order line item that this invoice line references. | |
| Quantity Ordered | The quantity on the purchase order. | |
| Quantity Received | The quantity received from the supplier. | |
| Quantity Vouchered | The quantity vouchered. | |
| Received Date | The date the item was received, or the date it was shipped on a drop ship order. This defaults to today. | |
| Sales Order | The sales order associated with this purchase order line. | |
| Serial Numbers | Used to enter a block of serial numbers at once rather than individual serial numbers. | |
| Tax | The amount of tax on the AP voucher line. | |
| Tax Code | The tax code used on the AP voucher line. | |
| Tax Rate | The tax rate used on the AP voucher line. | |
| Unit PPV | This is the unit price difference between the unit price on the purchase order line and the unit price on the AP Voucher line. | |
| Unit Price | Unit price of the item. | |
| Use Code | Picklist. For use tax purposes. Determines what the item is to be used for. For example, Federal Government, Agricultural production, Charitable organization. |
Here is a description of the fields added when the SCM Avalara Connector is installed.
| Field Name |
|
Description |
|---|---|---|
| Override Avalara Tax Code | The tax code that is used to override the original Avalara mapped tax code. | |
| Tax Amount 1-7 | Tax amount applied for the tax rate. | |
| Tax Description 1-7 | Description of the tax rate applied. Up to seven tax rates can be applied to the line. | |
| Tax Rate 1-7 | Tax rate to be applied to the line. Up to seven tax rates can be applied to the line. For instance, a tax rate may be charged for the state, county and city. |
Buttons
Key: M – Does not appear until the status of the AP Voucher is matched. S – part of the SCM package. L - available only in Lightning Experience.
| Button Name | Description | |
|---|---|---|
| Serial Numbers | L | Opens the Serial Numbers modal, this enables you to add or update the serial numbers on an AP voucher line for drop ship items. |
Here is a description of the buttons added when the SCM Avalara Connector is installed.
Key: M – Does not appear until the status of the AP Voucher is matched. S – part of the SCM package.
| Button Name | Description | |
|---|---|---|
| Calculate Tax | M | Calls Avalara Avatax to calculate tax on this document. |
| Cancel Tax | M | Cancels the tax calculation on this document. |
| Post Tax | M | Posts tax in Avalara Avatax. |
| Commit Tax | M | Commit tax in Avalara Avatax. |
| Matched | S | Sets the status to "Matched". When the status is "Matched", this means that the document is ready to be sent to the financial system. |
Lightning Actions
| Action Name | Description |
|---|---|
| Add Lines from Purchase Order Lines | Displays the Add Lines from Purchase Order Lines window in Lightning. This window enables you to add lines from a purchase order to your AP Voucher. |
| Add Accounting Line | Displays the New AP Voucher Line: Accounting window in Lightning. This window enables you to add new AP voucher lines to an AP voucher that don't exist on the supplier invoice but are present on the purchase order. |