A/P Transaction Types

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.

If you would like to reduce the number of steps involved, set Option 437 "Allow streamlined Prepaid Voucher entry in ATMU?" to Yes in Options Configuration. Once enabled, you simply click on the ribbon's <Prepaid> button which displays the "Add Prepaid" dialog with the required fields: Vendor, Vendor Ref No, Check Number, Check Date, and Check Amount. After clicking <Add>, the clerk is prompted to enter the G/L distribution.

How to Use:

1. Set option 437 to Yes.
2. In ATMU, click the <Prepaid> button in the toolbar
3. Enter/select the Vendor
4. Enter the Vendor Ref No (Vendor invoice number)
5. Enter the Check Number
6. Enter the Check Date (if different from Today's date)
7. Enter the Check Amount
8. Click the Add button in the dialog. This will add the Prepaid voucher and bring the user to the Distribution tab of ATMU. The remaining steps are normal voucher entry.

Limitations: Due to the fact that there are only a limited number of fields required for entry, the user will need to review other fields for changes after the prepaid voucher has been added.

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.