A/P Transaction Types

The following is a list of the available transaction types in the New A/P Transactions window. When entering a new Accounts Payable transaction, you must select a transaction type that identifies the type of invoice you are entering into the system.

 

Transaction Type

Definition

R

Regular Voucher--For normal invoices you receive from the vendor.

C

Vendor Credit Memo--For credit memos you receive from the vendor, and debit memos you send to the vendor. A credit memo usually applies to a specific invoice, but you can enter credit memos that do not apply to any existing transaction. If you enter a credit memo that applies to an existing transaction, the terms codes must be the same.

D

Vendor Debit Memo--For debit memos received from the vendor for additional charges due which were not included in the original invoice. A debit memo usually applies to a specific invoice, but you can enter debit memos that do not apply to any existing transaction. If you enter a debit memo that applies to an existing transaction, the terms codes must be the same.

P

Prepaid--For manual checks written before the transaction has been entered into the accounts payable application. This is used when merchandise is paid for in advance.

X

Cancellation--For regular vouchers, vendor credit memos, and vendor debit memos that you want to delete from the Open Item file (where posted transactions reside).

CANCELLATION RULES:

  • Unposted transactions cannot exist for the voucher.

  • The following fields must exactly match the original transaction:

    • Reference Number

    • Invoice Date

    • Total Invoice Amount

  • Credit Memo cancellations must be entered as a negative number.

  • Transactions selected for payment cannot be cancelled.

  • Transactions partially paid cannot be cancelled.

  • Expense distributions must match the original transaction exactly.

  A

For adjusting the expense distributions on the following types of posted vouchers:

  •  regular vouchers

  • vendor credit memos

  • vendor debit memos

 T

Temporary--You cannot create a temporary transaction. They are generated only by Purchasing Passoff.