You can use AP vouchers
An Accounts Payable voucher is used to control payments to suppliers and service providers. to control payments to suppliers and service providers. AP vouchers can be created for internal purchase orders A purchase order for items that will become inventory. and drop ship A retail supply chain management technique where the seller does not keep goods in stock, but instead transfers orders and shipment details to either the manufacturer or wholesaler, who then ships the goods directly to the customer. purchases. They enable the accounts payable department to organize the documentation and approvals required to authorize payments to suppliers and service providers. You can have multiple AP vouchers for each purchase order if the purchase order items are received at different times.
The accounts payable department receives an invoice from a supplier for goods or services. The information on the supplier invoice is used to create an AP voucher for the acquisition.
An AP voucher has following record types:
| Record Type | Description |
|---|---|
| Open | The AP voucher has not been received or matched. |
| Received | The AP voucher has been received but not matched. |
| Matched |
The AP voucher has been matched. |
AP Voucher Matching
An AP voucher can be matched as follows:
| Match type | Description |
|---|---|
| Two way match |
The two way match is used for drop ship orders where there is a purchase order and a supplier invoice, but because the item is delivered to a customer or a supplier there is no receipt. |
| Three way match | The 3 way match is used for internal purchases where there is a purchase order, a supplier invoice and a receipt. |
The AP Vouchers Tab
You can create AP vouchers from the AP vouchers home page. You can filter recent AP vouchers by:
- All
- Received and Matched Invoices.
- Received but not Matched Invoices.
Voiding an AP Voucher
You can void an AP voucher and re-voucher to address errors on the AP voucher.
Crediting an AP Voucher
You can credit an AP voucher line after your supplier has issued a credit. The credit amount is deducted from the corresponding purchase order line. The status of the purchase order remains closed which prevents a re-voucher of the purchase order.
Exporting AP Vouchers to FinancialForce Accounting
You can export AP vouchers to FinancialForce Accounting as payable invoices using the SCM Accounting Connector.
AP vouchers lines are exported as payable invoice expense line items or payable invoice product line items according to the following:
- If an AP voucher line has an associated item master, it is exported as a product line.
- If an AP voucher line does not have an associated item master, it is exported as an expense line.
For more information about the SCM Accounting Connector, see SCM Accounting Connector.
AP Vouchers with Lines for Category Purchase Order Line Items
AP voucher lines for purchase order line items of type "Category" are always exported to Accounting as payable invoice expense lines.
The general ledger account assigned to the payable invoice expense line is the account in the Purchase Analysis Account for Category field of the product group that is being used as a category on the purchase order line associated with the AP voucher line. Always ensure an account has been specified in the Purchase Analysis Account for Category field of the product group that is being used as a category, otherwise you will get an export error when exporting AP vouchers to Accounting.