Changing Temporary Vouchers to Regular Vouchers

If you are using Purchasing Passoff to A/P Method 1, skip this topic.

In Purchasing Passoff to A/P, once an invoice arrives, you should always compare the invoice amount to the voucher amount. If you printed an edit list, you can compare the invoice to the edit list and review and edit the voucher.

You must change the voucher to a regular voucher before you can post it. Once you change a temporary voucher to a regular voucher, you cannot change the vendor reference number and you cannot change a regular voucher back to a temporary voucher.

Note to Advanced Receiving users only: If option 403 "Prompt to delete both Voucher and RV Document?" is set to Yes, when deleting a receiving document in Modify Receiving Documents (MRV), the system asks if you want to delete the corresponding temporary voucher from New AP Transactions (ATMU). In addition, when you delete a temporary voucher in ATMU, the system asks if you want to delete the corresponding document from MRV. Answering yes to this question deletes the corresponding receiving document from MRV when deleting a temporary voucher if it is not accrued. Answering Yes to the question when deleting a receiving document only deletes the receiving document.

Changing Temporary Vouchers to Regular Vouchers

1. Display the New A/P Transactions Window (ATMU)From the Eagle Browser, click Accounts Payable Menu. In the Accounts Payable menu, under the heading Daily Procedures, click New A/P Transactions (ATMU). The New A/P Transactions window displays. Alternately, you can type ATMU in the Launch bar and press Enter.

2. Display the voucher you want to change. You can find the voucher using the current voucher number, the PO number, or the vendor reference number. Type or select the information from the appropriate fields, then press Enter. The voucher displays.

3. In the Trx Type field, select R-Regular Voucher.

4. Make any changes to the transaction. If you change the invoice amount, then you must change the distribution amount(s).

5. Click Change.

6. If you want to change distributions, click the Distribution tab.

7.  If you want to delete a distribution, click the box to the left of it, click Delete, then click Yes.

8.  If you want to change a distribution amount, click the amount to highlight it, enter the new amount, and press Enter. Change other distribution amounts, as needed. Click Change.

9. If you want to add a distribution amount, click Add, fill in the Add Distribution dialog box with the new distribution information, then click OK.

7. Click Close. Be sure that the Amount Remaining to Distribute at the bottom of the screen is .00 (zero) after you change distributions.