AP Voucher Fields

AP vouchers are used to control payments to suppliers and service providers. AP vouchers are created for internal purchases and drop ship purchases.

For more information about:

AP Voucher Line Item fields see AP Voucher Line Fields.
AP Voucher Line Credit Item fields see AP Voucher Line Credit Item Fields.

Here is a description of the fields on the AP Voucher object.

Key: * – Mandatory field; A - Automatically populated when you calculate tax using Avalara AvaTax; R – Read-only.

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.
AP Voucher Name	R	The number assigned to the AP voucher prefixed with "APV".
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		The details of any errors that occurred during the export process.
Export Status		The current status of the process that exports the AP voucher to another system. The following statuses are available: "New": initial status, indicates that no attempt to export has been made. "Export in Progress": indicates that the export process has started and is running. "Exported": indicates 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.
External Tax Status	A	The status of the tax calculation when using an external system to calculate tax for the AP voucher. The following statuses are available: "Not Calculated": initial status "Calculated": indicates that tax has been calculated for the AP voucher. "Posted": indicates that tax has been posted in the external tax system. If you use Avalara, the transaction is not included in reports and returns at this point. "Committed": indicates that the tax has been committed in the external tax system and can no longer be changed. If you use Avalara, the transaction is included in reports and returns at this point. "Voided": indicates that the tax was initially committed in the external system but has been canceled. If you use Avalara, the transaction is no longer included in reports and returns.
External Tax Status Last Updated	A	The date and time when the External Tax Status field was last updated.
External Tax Transaction ID	A	The unique identifier of the transaction that represents the AP voucher in the external tax calculation system.
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	A	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.

AP Voucher Line Fields

Here is a description of the fields on the AP Voucher Line Items object.

Note: In AP Voucher line items grid, when the status is "New", only the Quantity Vouchered field is editable. If you want to edit the field values for other fields in the field set as well as custom fields, you can do so from the AP Voucher line record.

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.
Override Avalara Tax Code		The Avalara tax code used for the item. When defined, the value is used to calculate tax for the line item in AvaTax. When this is not defined, the tax code is determined from AvaTax code to product group mappings. This is stored in the Tax Code field. For more information, see AvaTax Code to Product Group Mappings.
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	L	Used to enter a block of serial numbers at once rather than individual serial numbers. To enter serial numbers, click the icon in the field. In the Add Serial Numbers window, specify a delimiter that you wish to use to separate the serial numbers. Enter the serial numbers separated by a delimiter. Note: You can add serial numbers only for the items that are serialized. The count of serial numbers cannot exceed the quantity vouchered. You cannot duplicate serial numbers for the same item. You can edit a serial number only when they are in “New” status and the purchase order associated with the lines is “Approved Drop Ship”.
Tax	A	The amount of tax on the AP voucher line.
Tax Code	A	The tax code used on the AP voucher line. If tax calculation using Avalara AvaTax is enabled in your org, this is the Avalara tax code for the line. The code is automatically populated using the predefined mappings, according to the item being sold and the delivery method. For more information, see AvaTax Code to Product Group Mappings.
Tax Rate	A	The tax rate used on the AP voucher line.
Tax Name 1-3	A	The name of the tax that applies to this AP voucher line. You can use up to three fields to represent the state, county, and city tax authorities.
Tax Rate 1-3	A	The tax rate to use when calculating tax for this AP voucher line. This enables you to view a breakdown of the tax rates applied per jurisdiction.
Tax Value 1-3	A	The tax value calculated from the corresponding tax rate. This enables you to view a breakdown of the calculated tax values per jurisdiction.
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		Specifies the tax exemption reason for the AP voucher line. When calculating tax using Avalara AvaTax, this is sent to Avalara and recorded on the resulting transaction.

Buttons

Button Name		Description
Match AP Voucher/ Match		Matches an AP voucher and validates it: Against the purchase order and the supplier invoice for drop ship purchases. Against the purchase order, the supplier invoice and the receipt for internal purchase orders. For more information, see Matching an AP Voucher.
Receive AP Voucher/ Receive		Receives a purchase order from an AP voucher. This is applicable for drop ship items. For more information, see Receiving from an AP Voucher.
Reverse AP Voucher Receipt/ Reverse		Reverses the receipt of a drop ship AP voucher before it has been matched. For more information, see Reversing an AP Voucher Receipt.
Add Serial Number/ Serial Numbers		Opens the Serial Numbers modal, this enables you to add or update the serial numbers on an AP voucher line for drop ship items. Specify a delimiter that you will use to separate the serial numbers. Note: The count of serial numbers cannot exceed the quantity vouchered. You cannot duplicate serial numbers for the same item. You can edit a serial number only when they are in “New” status and the purchase order associated with the lines is “Approved Drop Ship”.
Void AP Voucher/ Void		Voids a matched AP voucher and creates an AP voucher credit for all the lines that appear on the AP voucher. For more information, see Voiding an AP Voucher.

Key: L - Only available in Lightning Experience.

Button Name		Description
Calculate Tax	L	Calculates tax for the AP voucher using the external tax calculation service. For more information, see Calculating Tax for an AP Voucher Using Avalara AvaTax.
Cancel Tax	L	Cancels tax for the AP voucher in the external tax calculation system. For more information, see Canceling Tax for an AP Voucher in Avalara AvaTax.
Commit Tax	L	Commits tax for the AP voucher in the external tax calculation system. For more information, see Posting and Committing Tax for an AP Voucher in Avalara AvaTax.
Post Tax	L	Posts tax for the AP voucher to the external tax calculation system. For more information, see Posting and Committing Tax for an AP Voucher in Avalara AvaTax.
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. Specify a delimiter that you will use to separate the serial numbers. Note: The count of serial numbers cannot exceed the quantity vouchered. You cannot duplicate serial numbers for the same item. You can edit a serial number only when they are in “New” status and the purchase order associated with the lines is “Approved Drop Ship”.

Here is a description of the buttons on the AP Voucher Line Items grid.

Key: L - Only available in Lightning Experience

Button Name		Description
Search this grid	L	Enter a few letters or words to search in the grid records. The search option is available only on the AP Voucher Line Items Lightning Experience page.
		Deletes the selected line.
Add Accounting Line	L	Displays the New AP Voucher Line: Accounting window in Lightning. This window enables you to add new Accounting type AP Voucher lines to an AP Voucher.
Add Lines from Purchase Order	L	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.
Credit	L	Credits the selected AP Voucher lines. You can credit an AP voucher line after your supplier has issued a credit. You can only credit the "Not Credited" and "Partially Credited" AP Voucher lines.
Cancel	L	When you click Cancel you will be prompted to either continue editing or discard changes. Click Discard to cancel the unsaved changes.
Save	L	Saves the lines.