Automated AP Invoice Void (APDE002C) (APDE002D)

 

Invoice Void is found on the Accounts Payable Data Entry menu, 1-2.  When an invoice entered through Accounts Payable Invoice Entry is incorrect, the invoice is voided through Invoice Void.  The invoice is removed from the vendors account.  Reasons to void an invoice is entry of an incorrect amount, wrong vendor, dates and purchase order distribution.  It will also correct the General Ledger distribution.  The Invoice Void program is basically a reversal of the Invoice Entry program.  All of the files that were updated in Invoice Entry are reversed out in the Invoice Void program.  When an A/P Invoice is voided and there is an existing A/P History File, the APHist record for the invoice is marked as a void.  Thus the Invoice Inquiry of the invoice reflects that the invoice has been voided.  Voids are allowed on all A/P Invoices unless a payment has been applied.

 

There are two possible ways the program will void invoices.  If there is an APHist File found for the invoice, the void is automatic.  Input of the vendor and voucher control number, displays the invoice and General Ledger information.  When voiding a purchase order A/P invoice, the purchase order items that were invoiced also display.  The program will automatically update all of the files with the information stored in the APHist and GLHist Files.  If there is no APHist File found the operator must enter the General Ledger and Purchase Order distribution.  Proper updating than occurs.

 

There should generally be an existing APHist File to perform the automatic Invoice Void.  The only reasons not to have this file is if the file has been purged or was not created correctly during A/P Invoice Entry.  All A/P invoices created prior to the loading of the LMS Revision 11 will not have an APHist File.  Thus voiding any A/P invoices created, prior to loading Revision 11, will not be able to be voided automatically.  The General Ledger and Purchase Order distribution must be entered by the operator.

 

The documentation on the operation of Invoice Void includes the operation of voiding purchase order and non-purchase order invoices.  The operation of the automatic and non-automatic void is included.

 

 

 

 

Introduction  (Contd)

 

Use of the Accounts Payable Invoice Void, along with the assigned purchase order number, results in the following functions.  Also included are functions relating to non-P.O. invoice void transactions.

 

Vendors can be accessed by vendor number or through an alpha vendor name search. 

 

All of the Accounts Payable reports and Vendor Analysis reports are updated for P.O. and non-P.O. invoices.  The Vendor File is reduced for month and year to date purchases.  The number of invoices is reduced.

 

The General Ledger is updated with a debit to the Accounts Payable account.  The amount debited is the total amount of the invoice including the discount amount.  The Accounts Payable account is defined in the Global File.  All of the expense distributions are posted directly to the General Ledger and are credited.  This relates to P.O. and non-P.O. invoices.  The Automatic Invoice Void uses the GLHist File to identify which accounts were entered on the invoice.  The operator inputs the expense distributions on non-automatic voids. 

 

When entering a P.O. invoice, any additional input of General Ledger distributions, not relating to the individual items on the purchase order is available.  This is used to post such things as freight and other charges.  These are also reversed in the Invoice Void.

 

Default G/L account numbers display on the non-automatic Invoice Voids.  These will be the defaults from the Vendor File, or Product Class Association File, or the Vendor Item File.  The branch number, assigned to the item on the purchase order, is also factored in when determining the default G/L accounts.  On non-automatic voids the defaults must be overridden to the actual accounts entered on the A/P invoice.  On the automatic voids, the actual G/L distribution, entered on the invoice, appears.  The operator does not have to enter the distribution.

 

 

 

Introduction  (Contd)

 

On P.O. invoices a Pending File is updated or created.  If the Accounts Payable invoice has been input but the items have not been received the items print on the Pending Receipt Report.  If the receipt has been entered and the invoice is than entered, the purchase order is removed from the Pending Invoice Report.  Once the Accounts Payable invoice and the receipt of the item has been performed, the Purchase Order item prints on the Variance Report.  This provides an analysis of the receipt cost of the item versus the invoiced cost of the item.  The Invoice Void program deletes or removes the invoice information on the Pending Files that were updated by A/P Invoice Entry.  The appropriate pending report or Variance Report is than updated correctly.

 

After the entry of the non-automatic void, there is the ability to cancel the entry of the void.  On automatic voids, after the display of the invoice information, the operator can also cancel the void.  Cancellation of the invoice void means no files are updated and allows the operator the ability to redo the invoice void.  This applies to P.O. and non-P.O. invoice void transactions. 

 

 

 

 

Enter Data

 

Transaction Date

 

When entering the program from the menu the cursor stops at Transaction Date.  A carriage return accepts the system date as the transaction date.  This can be overridden.  Whatever date is input determines what fiscal month is updated in the General Ledger.  It is not the invoice date that determines the month the General Ledger is updated.  It is the transaction date input when entering the program.  Thus it is extremely important that the correct transaction date is entered.  As an example, the current system date is 10/01/95.  However, you want the void to be reflected in the month of September and you want them posted to the General Ledger for fiscal month September.  Thus in order for the General Ledger to be updated for the month of September a transaction date of 09/30/95 should be entered when entering the program at the Transaction Date menu prompt.  The transaction date that is input is also the entry date stored in the G/L Files.  (MMDDYY)

 

Notice on the following screen sample, that the fiscal month that will be updated in the General Ledger is displayed after the heading Month.  In this example, the fiscal year begins in January so month 12 is December.  If the fiscal year began in July, entering a transaction date of 12/15/95, would post to fiscal month 6 in the General Ledger.

 

 

If an attempt is made to enter the Invoice Void program while someone is in A/P Check Writing or Check Writing Conversion, the message Accounts Payable Check Writing In Process appears.  If you have already entered some invoice voids or are in the middle of one and someone begins check writing, the record you are voiding is completed but no more voids are allowed.  The message appears.  The procedure control totals are than accessed.  You cannot void invoices while check writing is in process.

 

 

 

Enter Data  (Contd)

 

In Global Record 6 the Accounts Payable G/L account number is stored.  These are the accounts that are automatically posted to when exiting the program.  If there is an invalid G/L account number stored in Global Record 6, input of the invoice void is not allowed.  The following prompt appears upon entry to the program.  Entering a carriage return exits the program and returns to the Accounts Payable Data Entry menu.  You must have a valid account number stored in the Global File in order to void an invoice.

 

There Are Invalid G/L Account Numbers In Global Record 6 - Input Not Allowed.  

Enter 'CR' To Return To Menu                                                   

 

 

Entering the Vendor

 

Vendor No.

 

Input the vendor number that the invoice is from.  This must be a valid Vendor number.  The vendor name displays.  If an invalid number is input, the prompt Invalid Vendor appears.  The cursor returns for reinput.  To exit the program input an E, END or TOT.  If at least 1 alpha character or a number greater than 8 digits is entered the program performs an alpha search on the vendor name.  You may enter up to 25 alphanumeric characters.

 

 

 

Enter Data  (Contd)

 

Entering the Vendor  (Contd)

 

Vendor No.

 

When the alpha search on the vendor name is made, the cursor is at one of the two following prompts.

 

Select Vendor Choice Or E'nd

Display N'ext, Select Vendor Choice, Or E'nd

 

 

 

 

 

 

Enter Data  (Contd)

 

Entering the Vendor  (Contd)

 

Select Vendor Choice - E'nd

Display N'ext, Select Vendor Choice, Or E'nd

 

The screen displays all vendors that have a name which begins with the inputted characters.  Each line contains the vendor number, complete name, and the second and last lines of the vendor's address.  Only 15 characters of the last address line display.  A computer assigned number is associated with each vendor.  The first prompt appears when there is less than 15 vendor choices.  The second prompt appears when there is more than 14 vendor selections.  Enter the line number that corresponds with the desired vendor.  If an invalid line number is input the prompt Selection Is Out Of Range will appear and the cursor returns for reinput.  Enter an E to exit the search and return to the Vendor No. prompt.  Enter a N for next to view the next screen of vendor choices.  When a N for next is input the cursor is at one of the two following prompts.

 

Display Next P'revious, Select Vendor Choice, Or E'nd          

Display P'revious, Select Vendor Choice, Or E'nd          

 

The first prompt appears until the last screen of vendor choices is accessed.  The second prompt appears when the last screen is reached.  Enter the line number that corresponds with the desired vendor.  If an invalid line number is input the prompt Selection Is Out Of Range will appear and the cursor will return for reinput.  Enter an E to exit the search and return to the Vendor No. prompt.  Enter a N for next to view the next screen of vendor choices.  Enter a P for previous to go back one screen of selections.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Contd)

 

Entering The Invoice To Be Voided

 

Once the selected vendor choice or a valid vendor number is input the vendor name appears.  If the miscellaneous vendor number 999999 is input an additional prompt appears.

 

Input Miscellaneous Vendor Name

 

 

Input the name of the vendor the invoice is assigned to.  This is the name that is printed on the Accounts Payable reports.  Miscellaneous vendors are used for vendors that you do not need a permanent Vendor File.  The invoice for that vendor is a one time or very uncommon occurrence.  For more information on the set up of the miscellaneous vendor see page 510, Vendor File Maintenance.  (25 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Entering The Invoice To Be Voided  (Contd)

 

Cont. No.

 

Every invoice that is created in A/P Invoice Entry is assigned a unique voucher control number.  This is not operator assigned and is generated by the A/P Invoice Entry program.  In order to void an invoice, you must enter the voucher control number that was assigned to the invoice that is to be voided.  Entering ERROR, / slash, or an up arrow key ^ returns the cursor to the Vendor No. prompt.  Entering a carriage return or a control number that is not found in the open A/P invoice files, produces the following prompt.  (8 Digits)

 

Invoice Not Found

 

The cursor returns to Vendor No. for reinput.

 

The following message appears when a control number is entered that is assigned to an invoice that has a payment applied. 

 

Payment Has Been Made Void Not Allowed

 

No voids are allowed on invoices with a partial or full payment.  Note, if the check, which is the payment record, is voided, the invoice can than be voided.  Also note, invoices with credit memos applied can still be voided.  The credit memo remains on the system unless that to is voided in Credit Memo Void

 

The following message appears when a control number is entered that is assigned to a credit memo or debit memo and not an invoice.  Credit memos and debit memos must be voided in C/M-D/M Void.

 

Entered Control Number Not An Invoice

 

The following message appears when a control number is entered that is being accessed on another terminal.  The void is not allowed.  The cursor returns to the Vendor No. prompt.

 

This Invoice In Use By Another Task

 

 

 

Enter Data  (Contd)

 

Entering The Invoice To Be Voided  (Contd)

 

Once an acceptable control number is entered information from the invoice is displayed.  This includes the invoice number, invoice amount, invoice date, invoice due date and discount amount.  The cursor is at the following prompt.

 

Is This The Invoice  Y/N ?

 

 

Enter Y for yes to accept this as the invoice that is to be voided.  Enter N for no to exit the voiding of this invoice.  Entering N returns the cursor to the Vendor No. prompt.  A slash or up arrow key ^ also exits the voiding of the invoice. 

 

When Y for yes is entered, If the invoice record has an existing A/P History File, the void proceeds as an automatic void.  The operator does not have to enter the purchase order and General Ledger distribution.  If there is no existing A/P History File, an automatic void can not be made.  The operator must enter the purchase order and General Ledger distributions.  On non-purchase order invoices the General Ledger distribution must be entered.  When no A/P History File is found the following prompt appears after entering a Y for yes.  The purpose of the prompt is to alert the operator that no APHistory File is found for this invoice, thus an automatic void can not occur.

 

Accounts Payable History Record Not Found.  You Must Enter The Distributions. Enter CR To Continue.   

 

Entering a carriage return continues the program on with the void process.

 

 

 

Enter Data  (Contd)

 

Automatic Void Of Invoices

 

Following are the procedures when a purchase order invoice has an existing APHistory File.  An automatic void occurs.  When the invoice is a purchase order invoice, the items from the purchase order that were included on the invoice are displayed.  Note, on purchase orders invoices with many items, you may note a pause in the program.  The program is not stuck, it is creating the files necessary to display the items.  How long this takes depends on how large the purchase order is and the speed of your system.  While it is creating the files the words Processing Records appears.

 

 

Also note, that if the purchase order is in use on another task, the prompt P.O.# In Use On Another Task appears.  The cursor returns to the Vendor No. prompt and the void is not allowed until the other task exits the P.O.

 

 

 

 

 

Enter Data  (Contd)

 

Automatic Void Of Invoices  (Contd)

 

After the processing is completed the items included on the invoice are displayed.  Items on the purchase order that were not included on the invoice are not displayed.  All of the purchase order information displayed is from the APHist File.  The General Ledger distribution of each item is from the GLHist File.  Viewing the information allows the operator to verify that this is the correct invoice.  No changes are allowed.  There should be no reason why the information in the APHist and GLHist Files do not match how the invoice was created.  The only way this could be wrong is if these two files were changed or not created correctly.  The information displayed is as follows.

 

 

Line  The line number assigned to the item on the purchase order.

 

Item #  The item number from the purchase order.  This is not the Vendor Item Number.

 

 

 

Enter Data  (Contd)

 

Automatic Void Of Invoices  (Contd)

 

UM  The assigned unit of measure on the purchase order.

 

PM  The assigned pack multiple on the purchase order.

 

Qty Ord  The total quantity ordered of the item.

 

Qty Invd  This is the quantity invoiced on that invoice.  This does not include any other invoices for the item on the purchase order.  This is the amount that is subtracted from quantity invoiced of the item in the Purchase Order Line Item File.

 

Unit Cost  This is the actual cost for 1 that was accepted on the invoice.

 

Ext Cost  This is the extended cost.  Qty Invd times Unit Cost.

 

PO #  This is the purchase order number. 

 

Beneath each item is the General Ledger distribution accepted for the item on the invoice.  All of the accounts, amount distributed, description of the account number, and the special description accepted on the invoice for that G/L distribution, display.  These are the accounts and amounts that are credited with an entry into the General Ledger.  The displayed special description is written into the General Ledger entry.

 

Also displayed are the additional charges or non-P.O. General Ledger distributions entered on the invoice.  These are the freight or other miscellaneous charges that are not traced to a specific item on the purchase order.  These are also posted to the General Ledger.

 

If there was more than one purchase order used on the invoice, the items from that purchase order also display.  The correct purchase order number appears next to each item.  The items appear in purchase order line number order.  As an example, if you have two items from two different purchase orders on the invoice and both are assigned as line number 1 they display one after another.  Than the line number 2s display and so on.  The purchase order assigned to each item is included.  Each included item and purchase order is updated.

 

The Pending Files for each included item and purchase order are also updated.  For more information on the updating of the Pending Files, see page 145.

 

 

Enter Data  (Contd)

 

Automatic Void Of Invoices  (Contd)

 

Following are the procedures when a non-purchase order invoice has an existing APHistory File.  An automatic void occurs.  All of the General Ledger distributions display.  While the distributions are being processed to be displayed, the words Processing Records appears.  Once the processing is completed the distributions appear.

 

 

All of the accounts, amount distributed, description of the account number, and the special description accepted on the invoice for that G/L distribution, display.  These are the accounts and amounts that are credited with an entry into the General Ledger.  The displayed special description is written into the General Ledger entry.  The GLHist File is used to display the distributions.  These cannot be changed in the Invoice Void program.  There should be no reason why the distributions stored in the GLHist File would ever be different than the distributions entered on the invoice.  The only way a difference could occur is if they werent created correctly or they were changed.

 

Also note on the automatic void, if the displayed G/L account number has been deleted from the system, the displayed discription of the account will be Invalid Account.  The void should be canceled.

 

 

 

Enter Data  (Contd)

 

Automatic Void Of Invoices  (Contd)

 

On automatic purchase order or non-purchase order voids the cursor is at one of the two following prompts.

 

Accept Or Cancel

Next, Accept, Or Cancel

 

The first prompt appears when all of the information fits on one screen.  The second prompt appears when the information exceeds one screen.  Entering a N for next displays the next screen of items and distributions.  One of the two following prompts appears.

 

Next, Previous, Accept, Or Cancel

Previous, Accept, Or Cancel

 

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen is accessed.  The purpose of paging back and forth between screens is just to verify that this is the invoice that you wanted to void.  Enter a N for next to view the next screen.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Contd)

 

Automatic Void Of Invoices  (Contd)

 

Accept Or Cancel

Next, Accept, Or Cancel

Next, Previous, Accept, Or Cancel

Previous, Accept, Or Cancel

 

If you do not want to void the displayed invoice, enter a C for cancel.  The following prompt appears. 

 

Cancellation Means That No Updating Will Take Place For This Entire Invoice Void  Are You Sure You Want To Cancel ?  (Y'es/N'o)                                  

 

 

Entering a Y for yes cancels the voiding of the invoice.  The invoice is not voided.  No updating occurs.  The cursor returns to the Vendor No prompt.  Enter a N for no to not cancel the void.  The cursor returns to the Accept prompt.

 

 

 

Enter Data  (Contd)

 

Automatic Void Of Invoices  (Contd)

 

Accept Or Cancel

Next, Accept, Or Cancel

Next, Previous, Accept, Or Cancel

Previous, Accept, Or Cancel

Enter an A to accept the void.  The invoice is voided and all file updating occurs.  The following prompt appears.

 

Invoice Voided.  Press 'RETURN' To Continue    

 

 

A carriage return returns the cursor to the Vendor No. prompt.  When this prompt appears you know the invoice has been successfully voided.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History

 

Following are the procedures for voiding a purchase order invoice that has no A/P History File.  An automatic void cannot be made.  It is very important that the operator inputs exactly the same information that was entered when the invoice was created.  After saying Yes this is the invoice, the cursor goes to the next prompt.

 

P.O. Number 

 

When the Global File switch, to link the Purchase Order module to the Accounts Payable module is set to no, the prompt for the purchase order number does not appear.  See the Purchase Order manual, P.O. Control File for information on setting the switch. 

 

When the Global File switch is set to yes, the P.O. Number prompt appears on the screen.  Input the Purchase Order number that was created in the Purchase Order System.  This is the computer generated P.O. number.  If an invoice is being entered that is not a computer generated P.O. carriage return through this field.  Only P.O. numbers created in the Purchase Order module are accepted as a valid input.  If an invalid P.O. number is entered, the message P.O. Not Found appears.  The cursor returns for reinput.  (10 numeric)

 

If a valid P.O. number is input but belongs to a different vendor a message will display.

 

P.O. Vendor Number Is xxxx - Do You Wish To Continue (Y/N)

 

 

If a Y for yes is input the program continues on.  A N for no returns the cursor to P.O. Number.  Be sure the purchase order number that is entered is the same as the one that was input when the invoice was created.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

P.O. Number

 

If a P.O. number is input that was created as a Prepaid Purchase Order, the system does not allow entry as a purchase order.  The idea of a Prepaid Purchase Order is that the invoice has already been paid so the General Ledger distribution has already been entered.  Thus there is no need for P.O. actual versus quoted cost analysis.  If an attempt is made to input a Prepaid Purchase Order number, the message Prepaid Order will display and the cursor will return to the P.O. Number prompt for reinput.  Note, you can still enter the invoice void without inputting the purchase order number.

 

If a P.O. number is input that has no items assigned to it, the message No Line Items On Order will appear.  The cursor returns for reinput.

 

If the purchase order that is entered is being accessed on another terminal, in the programs P.O. File Maintenance, P.O. Receipts, and the Accounts Payable Invoicing programs, the prompt PO # Is In Use On Another Task , appears.  The cursor returns for reinput.  Entry of the P.O. number is not allowed until the other task exits the P.O.  This is for data updating integrity.  Note, when multiple P.O.s per invoice are entered all are considered in use until completing the invoice void transaction.

 

 

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

After the purchase order number is entered, the message Accounts Payable History Record Not Found.  You Must Enter The Distributions.  Enter CR To Continue appears.  A carriage return displays the lines from the purchase order.

 

 

For each item line of the purchase order the following displays.  All information is from the Purchase Order Line Item File unless otherwise noted.

 

Line  A computer assigned line number used to select the line.

 

Item Number  The full item number on the purchase order.  This is the item number from the Item File.

 

Vendor Item Number  The Vendor Item Number from the purchase order.

 

UM  The unit of measure from the purchase order. 

 

PM  The pack multiple from the purchase order.

 

Ord  The total quantity ordered from the purchase order.

 

Rec'd  The total quantity received into inventory through P.O. Receipts.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

PPd  Previous Paid.  This is the total quantity invoiced from all invoice transactions for this item on this P.O.  This is not necessarily the amount invoiced on the invoice you are voiding, as this would include all invoices for the item on the P.O.

 

CuVd  Current Voided.  The total quantity voided on the invoice that is being input.  When first entering the invoice this is always zero.  This is updated as items are individually selected.

 

Cost  This is the actual cost stored in the P.O. Line Item File.  Actual cost is the cost the item was received, or invoiced, on prior invoices and receipts for the P.O.  Whatever transaction was entered last will be the actual cost.  The four decimal unit cost is displayed.

 

Ext. Cost  The extended cost equals Ord times Cost.  This is always rounded to two decimals.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Def. G/L Acct 

 

 

The default General Ledger Account number.  There are three possible defaults.  Note, the default accounts are all current, not the account stored at the time the purchase order was created.  The first priority account is one that is stored in the items Vendor Item File.  If there is no account defined in an items Vendor Item File, the second priority account is one that is stored in the Product Class Association File.  This is the account linked to the product class of the item.  The branch number stored in the P.O. Line Item File and the branch in the Product Class Association File are than compared.  If a branch number match is found, the account number stored in that record is used.  If there is an account in the Vendor Item File and the branch number entered on the item on the purchase order is a branch other than branch 1, the Vendor Item File is bypassed and the Product Class Association File is checked.  If a match on branches occur than the G/L account number stored in the Product Class Association File is used instead of the Vendor Item File.  If no match is found in the Product Class Association File, the account number in the Vendor Item File is used.  Branch 1 items use an account defined in the Vendor Item File over those assigned for branch 1 in the Product Class Association File.  Items assigned to branches other than branch 1 use the accounts assigned to the matching branch and product class in the Product Class Association File and bypass the Vendor Item File.  Thus this enables items assigned to branches other than branch 1 to bypass the priority of the Vendor Item File and go directly to the Product Class Association File.

 

The third priority account is the G/L Account that is stored in the Vendor File.  If no Vendor Item File exists or no Product Class Association File match is found, the G/L account number stored in the Vendor File is used.  If none of these three exist a 0 (zero) is printed.  Note, the default G/L account number is used to post the expense as the default account when an item is individually selected.

 

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

No Invoices For This Line

 

 

If there have been no invoices entered for the item, this message appears.  The column PPd is zero.  This item cannot be selected individually on the void.

 

Any message lines that were input on the purchase order appear.

 

Inv. Bal:  The Invoice Balance displays.  As items are selected the invoice balance is adjusted.

 

When the purchase order line items are first accessed the cursor is at one of the two following prompts.  These will be referred to as the invoicing prompts.

 

Enter A'dditional Charges, Line #, Or E'nd

Enter N'ext, A'dditional Charges, E'nd, Or Line #  

 

The first prompt appears when there is only one screen of items and messages.  The second prompt appears when there is more than one screen of items and messages.  Entering a N for next displays the next screen of line items.  When a  N for next is input one of the following two prompts appears.

 

Enter Previous, Next, Additional Charges, End, Or Line #

Enter P'revious, A'dditional Charges, E'nd, Or Line # 

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen of items and messages is reached.  Enter N for next to view the next screen.  Enter P for previous to go back one screen.  You may go back and forward as many screens as exist.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Enter A'dditional Charges, Line #, Or E'nd

Enter N'ext, A'dditional Charges, E'nd, Or Line #  

Enter Previous, Next, Additional Charges, End, Or Line #

Enter P'revious, A'dditional Charges, E'nd, Or Line # 

 

To select the item lines on the purchase order you must enter the line number that is displayed next to the item.  This is using the Line # function of the invoicing prompts.  You must select each line of the purchase order that applied to the invoice that is being voided.  Thus there may be more lines of the purchase order displayed than what was included on the invoice that is being voided.  Only select the lines assigned to items included on the invoice that is being voided.

 

You may select the lines as many times as desired.  The quantity invoiced, cost posted, and the entered G/L accounts can be changed.  Thus when an item is selected individually and an error is made, the item can be re-selected and the changes made. 

 

If there would ever be an item on a purchase order that has a cost of zero the item would still have to be distributed on the Accounts Payable Invoice Void.  This is the only way that the item would be updated correctly in the P.O. and Pending Files to reflect that the invoice was voided.  The line balance and distribution will be zero.

 

The Invoice Void program has a cancel feature.  Thus if a purchase order invoice was voided and than the operator decides that there were to many errors made or it was the wrong P.O. the transaction can be canceled, prior to accepting the invoice void of the P.O.  Canceling the transaction means no files are updated.  Nothing is updated until the invoice void is accepted and exited.  The purchase order and invoice is just like it was, prior to entering the Invoice Void program.  The vendors account, and General Ledger are not updated.  The invoice void information is temporarily stored by the program and when the A/P Invoice Void transaction is accepted the actual updating of the files occur.  This includes the P.O. invoiced quantities and cost, the P.O. Pending Files, the vendors account, General Ledger expense distributions and the A/P Files.

 

The entry of an A at the invoicing prompts allows for additional charges, which is used to enter the General Ledger distribution for the expenses that are not linked to a specific purchase order line item number.  This is to void other expenses such as freight or a down machine charge.
Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

If a line number is input that has no invoices applied to it, the message, Line Has Not Been Invoiced, displays. The item is not accessed and the cursor returns to the prompt for reinput. 

 

If a line number is input that does not exist, the prompt Line Does Not Exist appears.  If a line number is input that is assigned to a message line, the message Line Number  # Is A Message Line displays.  If an alpha character is input other than those in the prompts, Invalid Selection appears.  In all cases the cursor returns for reinput.

 

Once an item is individually selected the program continues on.  The following documentation relates to the first time, in the A/P Invoice Void transaction, an item is selected.

 

Once the line number has been selected the account distribution screen displays.  For each selected item number line on a purchase order, the General Ledger distribution must be entered.  The cursor is at the following prompt.

 

Account

 

 

The default G/L account number is displayed.  Note, this is not necessarily the account that was entered on the invoice.  The non-automatic Invoice Void program is NOT a mirror image of the General Ledger distribution that was input when the invoice was entered.  The operator, that is voiding the invoice, must be responsible to input the proper distribution accounts and amounts if overrides were made when creating the invoice.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Account

 

The General Ledger distributions that are input should be exactly the same as what was input when creating the invoice.  If the proper accounts are not distributed, the General Ledger will balance but the amounts in the accounts will not be correct.  There is no limit to the number of G/L accounts for the expense distribution per item.  Whatever accounts are input will post to all of the General Ledger Files and the Chart of Accounts File.  There are 3 possible defaults at the Account field.  These will be explained in the order of priority.  If there is a Vendor Item File on the selected item number, the General Ledger account that is stored in the Vendor Item File will display.  If there is no Vendor Item File but there is a Product Class Association record, that General Ledger account number display.  The branch number assigned to the item on the purchase order is also taken into effect.  For details see page 119.  Both of these defaults reflect the current account, not the account at the time the item was added to the purchase order.  If none of the above exist then the account from the Vendor File displays.  If that is empty then the display is blank.  The description from the chart of accounts is displayed.  A carriage return accepts the displayed account.  The default G/L account numbers can be overridden with a valid General Ledger account number.  If an invalid account or entry is input, the prompt Invalid Account # Or Type appears.  The cursor returns for re-entry.  If the wrong line of the purchase order is selected and this is caught before any distributions are made, enter TOT or ERROR at Account and that line of the purchase order will not be updated.  The cursor returns to the initial screen which displays the purchase order lines.  (8 Digits)

 

Amount

 

At the bottom of the screen the line balance is displayed.  This is the balance of the selected line number not the total purchase order.  Upon first entering the distribution for the item, the line balance is calculated based on the total quantity invoiced on the item.  The cost used is the displayed actual cost.  Note, this is the total quantity invoiced of the item, which may not be the amount invoiced on the invoice that is being voided.  That would occur when there is more than one invoice applied to the same item.

 

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Amount

 

 

If a carriage return is entered at the amount field the displayed line balance is accepted as the amount assigned to the inputted G/L account number.  If the line balance is greater than the overall invoice balance entering a carriage return will only enter an amount up to the invoice balance.  The amount to be distributed should be input if the displayed line balance is the desired total figure but this amount needs to be distributed to more than one G/L account number.  Enter the amount as a positive figure.  The program will credit an amount that is entered as a positive figure which will reverse the debit entry that was made when the invoice was created.  A zero or a negative number is allowed.  The only time a negative number should be entered is if a negative number was entered when the invoice was created, than the amount would be debited in the void program as it was credited in the Invoice Entry program.  You may enter an amount greater than the invoice amount, however you will not be able to exit the void if the total distributed amount is greater than the invoice amount.  You would have to correct the distribution or cancel the void and start over.  Whatever amount is distributed reduces the displayed line balance and also the invoice balance that is left to be voided.  An up arrow key or ERROR will return to Account.  (9 Digits - No Decimals)

 

Another reason to override the displayed line balance is because the displayed cost that was used in the calculation of line balance is incorrect.  Thus the cost has changed from the cost entered at the time of the invoice.  Remember, this is the cost from the P.O. Line Item File not the actual invoice.  You want to enter the cost input on the invoice you are voiding.  Another reason to override the displayed line balance is to override the default quantity invoiced that was used in the calculation of the line balance.  This would occur when the total quantity invoiced for the item is not entirely from the invoice that is being voided.  There are other invoices of the item on the purchase order.  The amount distributed will have to be changed to reflect the actual quantity invoiced on the invoice that is being voided. 

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Special Description

 

If a carriage return is input the vendor name is automatically the default.  A description identifying the void distribution may be entered.  The description remains with the General Ledger Account input on that distribution.  Descriptions are printed on the General Ledger and Expense Distribution reports and the General Ledger Inquiry.  Type in an up arrow key to return to Amount.  Inputting ERROR returns to the Account prompt to allow reinput of that distribution line.  (23 Alphanumeric) 

 

After the Special Description is input the cursor returns to Account.  More distributions may be made or enter TOT or ERROR to finish the G/L distribution.  Once TOT is input to end the distribution entry, one of the two following prompts appear to allow the operator to make modifications to the G/L distribution entry.

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

 

 

The first prompt appears when the G/L distributions for that item line, are less than 13 entries.  The second prompt appears when the G/L distributions exceed 12 entries.  Entering a N for next allows viewing of the next screen of distributions.  When a N for next is input one of the two following prompts appear.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

The first prompt appears till the last screen of distributions is accessed.  The second prompt appears when the last screen is reached.  Entering N for next allows viewing of the next screen of distributions.  Enter P for previous to go back one screen of distributions.  You may go back and forward as many screens as exist.

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

You may change any of the G/L distributions that were made.  This is using the Enter # To Change in the prompts.  Enter the corresponding line number of the distribution that is to be changed.  The distribution entry is than displayed at the bottom of the screen.  The cursor is at the Account prompt.

 

 

The entered G/L account number is displayed.  A carriage return accepts this account.  This may be changed to another valid G/L account.  When overridden the description of that account is displayed.  Entering an invalid account produces the message Invalid Account Number Or Type.  The cursor returns for reinput and the original account is redisplayed.  Entering ERROR returns the cursor to the change prompt.  The data will stay as is.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Amount

 

The amount entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  If changed the displayed line balance is adjusted.  An up arrow key ^ returns to Account.  Note, if the entry was not desired and there is nothing to change the account to, enter a zero for amount.  The entry remains but is a zero amount.  (9 Digits - No Decimals)

 

Special Description

 

The description entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  An up arrow key ^ returns to Account.  Inputting ERROR returns the cursor to the Account prompt.  The data returns to the original data.  (23 Alphanumeric)

 

You may also add additional G/L distributions.  This is using the Additional Input part of the prompts.  When an A for additional is entered the cursor is at the Account prompt.

 

 

Operation is the same as described on the original add.  See page 122.  One of the three possible default accounts display.  An ERROR or TOT ends the add.  The cursor returns to the Enter # To Change prompt.  A carriage return at amount enters the line balance.  The amount can be entered.  Any amount entered adjusts the line balance and the invoice balance.  The default special description, which is the vendor name, can be overridden.  After the first additional input the cursor returns for another, until TOT or ERROR is entered at the Account prompt.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

Entering a carriage return is the final exit for the G/L distribution.  The screen that displays the items is redisplayed.  If the original displayed line balance was changed during the entry of the G/L distribution, after the carriage return is entered, an additional variance calculation appears at the bottom of the screen.  This would be due to a change in the cost, or quantity voided not matching the default.  If there is a variance the following prompt appears.

 

Variance=       -##  Qty Ord =   #  Recd =   #  Pr Pd =   #  Cu Vd =   #

Enter Quantity Voided   #                                               

 

The Qty Ord is the total quantity ordered of the item.  The Recd, is the total quantity that has been received.  The Pr Pd, is the total quantity invoiced on all invoices of this item on this purchase order.  The Cu Vd is the current quantity voided.  Cu Vd is always zero on the first selection of an item.  The calculation for the Variance amount is the Pr Pd, times the original displayed cost, minus the total entered cost distribution of the item.  The default amount in Enter Quantity Voided is the amount in Pr Pd.

 

A carriage return accepts the displayed quantity voided.  If the displayed Quantity Voided is not correct you must override it.  This would be in the case of there being another invoice for this item on this P.O.  Basically the voided quantity must balance with the cost entered during the G/L distribution and also be the same as the quantity entered on the invoice that is being voided.  The input of this field updates the quantity invoiced, per line item, in the Pending and P.O. Line Item File.  This is an important figure if the P.O. Pending reports and future A/P and P.O. Receipts are to be accurate, reflecting the correct quantity invoiced.  Also in order to re-enter the invoice, the quantity invoiced must be correct as the Invoice Entry program will not allow an invoice of an item that is totally invoiced.  If a quantity voided amount is input that is greater than the total quantity invoiced, the prompt, Quantity Voided May Not Be More Than Total Quantity Paid appears.  The cursor returns for reinput.  (4 Numeric)
Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Once the Quantity Voided is input the cursor returns to the display of the purchase order line items.  (4 Numeric)

 

To recap, the variance prompts do not appear if the original line balance was not changed and the quantity voided equals the total quantity invoiced.  Following is an example of an item that is voided and reflects a variance.

 

 

 

The original cost is 8.00 a piece.  A quantity of 5 has been invoiced.  Thus the original line balance would be 5 X 8.00 = 40.00.  However, there are two invoices of this item on this purchase order.  On this invoice only 4 were invoiced.  Thus 32.00 was entered as the distribution.  Note the above variance display.  The difference between 40.00 and 32.00 is 8.00 thus this is the Variance.  The default Quantity Voided is 5.  This is overridden to 4.  Thus the cost of 8.00 a piece is correct but the quantity voided was not.  When the item is redisplayed the current quantity voided will be 4.  The current amount invoiced will be reduced by 4.  Note, the extended cost on the screen still reflects total invoiced times cost, but 32.00 is distributed and posted.

 

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

After the distribution is completed on an item line, the items are redisplayed.  The Cu Vd (current voided) is updated with the quantity voided.  This is a way to tell that the item was selected on this transaction.  If the cost is changed that is updated.  This is based on quantity voided and the G/L distribution.  If the cost changed the extended cost reflects this change.  Note, that extended cost remains quantity ordered times the displayed cost.  Also displaying are the first two G/L distributions applied to the item.  The account and amount is displayed.  Note, line 1 on the following example.  The actual G/L distribution was 360.00 and was applied to three G/L accounts.

 

 

The reason only two G/L distributions display per item is that there is only room for two distributions.  To display more than that would require more lines per item.  You can re-select the line to view and modify the distributions and amounts. 

 

Also notice that the invoice balance, Inv. Bal., is reduced by the amount distributed.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

Changing A Voided Item

 

During the void procedure an item can be selected as many times as desired.  Enter the corresponding line number.  The G/L distribution accounts and amounts can be modified.  The following example is to illustrate re-selecting an item that has already been individually selected for the invoice void. 

 

 

 

Upon re-selection of the item, all of the G/L distributions are displayed.  Changes or additions can be made. 

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

Changing A Voided Item  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

You may change any of the G/L distributions that were made.  This is using the Enter # To Change in the prompts.  Enter the corresponding line number of the distribution that is to be changed.  The distribution entry is than displayed at the bottom of the screen.  The cursor is at the Account prompt.

 

 

The entered G/L account number is displayed.  A carriage return accepts this account.  This may be changed to another valid G/L account.  When overridden the description of that account is displayed.  Entering an invalid account produces the message Invalid Account Number Or Type.  The cursor returns for reinput and the original account is redisplayed.  Entering ERROR returns the cursor to the change prompt.  The data will stay as is.

 

Amount

 

The amount entered on the add is displayed  A carriage return accepts it.  This can be changed if desired.  If changed the line balance is adjusted.  An up arrow key ^ returns to Account.  Note, if the entry was not desired and there is nothing to change the account to, enter a zero for amount.  The entry remains but is a zero amount.  (9 Digits - No Decimals)

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

Changing A Voided Item  (Contd)

 

Special Description

 

The description entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  An up arrow key ^ returns to Account.  Inputting ERROR returns the cursor to the Account prompt.  The data returns to the original data.  (23 Alphanumeric)

 

You may also add additional G/L distributions.  This is using the Additional Input part of the prompts.  When an A for additional is entered the cursor is at the Account prompt.

 

 

Operation is the same as described on the original add.  See page 122.  One of the three possible default accounts display.  An ERROR or TOT ends the add.  The cursor returns to the Enter # To Change prompt.  A carriage return at amount enters the line balance.  The amount can be entered.  Any amount entered adjusts the line balance and the invoice balance.  The default special description, which is the vendor name, can be overridden.  After the first additional input the cursor returns for another, until TOT or ERROR is entered at the Account prompt.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

Changing A Voided Item  (Contd)

 

Beginning on page 123 is the explanation of the display of the line balance on the initial selection of an item individually.  When changing or adding accounts to an item that has already been selected individually, the line balance that is displayed is different than the displayed line balance on an initial selection of an item.  If the original G/L distribution agreed with the original default line balance, selecting the item again displays a line balance of zero.  As an example, the original line balance was 360.00 and that is what was distributed.  Accessing that line again now displays the line balance as zero.  Adding or changing the posted amounts updates this displayed line balance. 

 

If the original G/L distribution changed the line balance, due to cost changes or changing the default voided quantity, the line balance on the change still reflects the desire to default to the total invoiced amount.  However, if the cost was changed the new cost would be used.  Thus the line balance on a change may appear confusing when you have changed the cost and the default quantity voided.  Just remember that entering a carriage return accepts the line balance as the posted amount, but you can always enter the amount you want distributed.  As an example of this, the total quantity invoiced is 5 and the cost is 8.00 leaving a total of 40.00.  The invoiced quantity on this invoice void is 4.  On the first time the item is selected individually the default line balance would be 40.00.  However, the operator only voids a quantity of 4 at a total cost of 32.00.  If that line is than selected again to make a change, the displayed line balance would be 8.00.  This is the desired invoiced quantity of 5 X 8.00 = 40.00 minus the voided quantity of 4 X 8.00 = 32.00.  Thus if an entry was added a carriage return at amount would insert 8.00 adding a posting of 8.00, which corresponds to the default quantity invoiced of 5.  The variance prompt would redisplay if the amount is left at 32.00.  The default quantity voided of 5 would have to be overridden to 4 again.

 

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

Changing A Voided Item  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

Entering a carriage return is the final exit for the G/L distribution.  The screen that displays the items is redisplayed.  The variance prompt appears based on changing the displayed line balance and if the entered amount calculates out to not equaling the default quantity voided.

 

Variance =       -##  Qty Ord =   #  Recd =   #  Pr Pd =   #  Cu Vd =   #

Enter Quantity Voided   #                                              

 

The Qty Ord is the total quantity ordered of the item.  The Recd, is the total quantity that has been received.  The Pr Pd, is the total quantity invoiced on all invoices of this item on this purchase order.  The Cu Vd is the current quantity voided.  Cu Vd will now reflect what was entered as the quantity voided on the last individual selection of the item.  The calculation for the Variance amount is the Pr Pd, times the original displayed cost, minus the total entered cost distribution of the item.  The default amount in Enter Quantity Voided is the amount in Pr Pd.  Note, this is not what is in Cu Vd so be sure and override it if the default is not correct.

 

A carriage return accepts the displayed quantity voided.  If the displayed Quantity Voided is not correct you must override it.  This would be in the case of there being more than one invoice for the item on the P.O.  Basically the voided quantity must balance with the entered cost during the G/L distribution and equal the quantity that was invoiced during the creation of the invoice.  The input of this field updates the quantity invoiced, per line item, in the Pending and P.O. Line Item File.  This is an important figure if the P.O. Pending reports and future A/P and P.O. Receipts are to be accurate, reflecting the correct quantity invoiced.  If a quantity voided amount is input that is greater than the total quantity invoiced, the prompt, Quantity Voided May Not Be More Than Total Quantity Paid appears.  The cursor returns for reinput.  Once the Quantity Voided is input the cursor returns to the display of the purchase order line items.  The changed information is reflected.  (4 Numeric)

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

Voiding Additional Charges

 

There are additional charges associated with an invoice for a purchase order that do not directly link to the items that are on the purchase order.  This includes freight and down machine charges.  Thus there has to be a way to enter the G/L distribution of these extra charges.  This is done through the Additional Charges part of the invoicing prompts.  Additional charge entries can be made prior to or after selecting items individually.  However, it may be easier keeping the invoice balance correct if the lines of the P.O. are voided first and the additional non- P.O. amounts last.  Enter an A to access the additional charge entries.

 

 

The cursor is at the Account prompt.

 

 

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

Voiding Additional Charges  (Contd)

 

Account

 

If there is a G/L Account number in the Vendor File that is the default.  A carriage return accepts the displayed account.  An override to a valid account may be input.  If the Vendor File has no account the account is blank and a valid account number must be entered.  Entering an invalid account produces the prompt, Invalid Account Number Or Type.  The cursor returns for reinput.  As many General Ledger distributions as desired may be input.  Entering ERROR or TOT on the first distribution exits the additional input entry screen.  The items are than redisplayed.  After the complete entry of the first distribution, enter TOT at Account to end the distribution of the additional input accounts.  (8 Digits)

 

Amount

 

Whatever amount is distributed reduces the displayed invoice balance.  If a carriage return is entered at the amount field the displayed Inv. Bal is accepted as the amount assigned to the inputted G/L account number.  Thus if the invoice balance is not the desired amount, enter the desired amount.  The normal entry is a positive number.  A zero or a negative number is allowed.  If a negative number is input the account is debited instead of credited.  A negative number should only be entered if a negative number was entered on the invoice.  An up arrow key ^ or ERROR returns to Account.  (9 Digits - No Decimals)

 

Special Description

 

If a carriage return is input the vendor name is automatically the default.  A description identifying the distribution may be entered.  The description remains with the General Ledger Account input on that distribution.  Descriptions are printed on the General Ledger and Expense Distribution reports and the General Ledger Inquiry.  Type in an up arrow key ^ to return to Amount.  Inputting ERROR returns to the Account prompt to allow reinput of that distribution line.  (23 Alphanumeric)

 

After the Special Description is input the cursor returns to Account.  More distributions may be made or enter TOT or ERROR to finish the G/L distribution. 

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

Voiding Additional Charges  (Contd)

 

Once TOT is input to end the additional non-P.O. G/L distribution entry, one of the two following prompts appear to allow the operator to make modifications to the entry.

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

 

 

The first prompt appears when the G/L distributions are less than 13 entries.  The second prompt appears when the G/L distributions exceed 12 entries.  Entering N for next allows viewing of the next screen of distributions.  When N for next is input one of the two following prompts appear.

 

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

The first prompt appears till the last screen of distributions is accessed.  The second prompt appears when the last screen is reached.  Entering N for next allows viewing of the next screen of distributions.  Enter P for previous to go back one screen of distributions.  You may go back and forward as many screens as exist.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

Voiding Additional Charges  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

You may change any of the G/L distributions that were made.  This is using the Enter # To Change in the prompts.  Enter the corresponding line number of the distribution that is to be changed.  The distribution entry displays at the bottom of the screen.  The cursor is at the Account prompt.

 

 

The entered G/L account number is displayed.  A carriage return accepts this account.  This may be changed to another valid G/L account.  When overridden the description of that account is displayed.  Entering an invalid account produces the message Invalid Account Number Or Type.  The cursor returns for reinput and the original account is redisplayed.  Entering ERROR returns the cursor to the change prompt.  The data will stay as is.

 

Amount

 

The amount entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  If changed the invoice balance is adjusted.  An up arrow key ^ returns to Account.  Note, if the entry was not desired and there is nothing to change the account to, enter a zero for amount.  The entry remains but is a zero amount.  (9 Digits - No Decimals)

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

Voiding Additional Charges  (Contd)

 

Special Description

 

The description entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  An up arrow key ^ returns to Account.  Inputting ERROR returns the cursor to the Account prompt.  The data returns to the original data.  (23 Alphanumeric)

 

You may also add additional G/L distributions.  This is using the Additional Input part of the prompts.  When an A for additional is entered the cursor is at the Account prompt.

 

Operation is the same as described on the original add.  See page 137.  The default account from the Vendor File displays.  An ERROR or TOT ends the add.  The cursor returns to the Enter # To Change prompt.  A carriage return at amount enters the invoice balance.  The amount can be entered.  Any amount entered adjusts the invoice balance.  The default special description, which is the vendor name, can be overridden.  After the first additional input the cursor returns for another, until TOT or ERROR is entered at the Account prompt.

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

Entering a carriage return is the final exit for the additional charge entries.  The screen that displays the items is redisplayed.  The cursor is at the invoicing prompts.

 

Enter A'dditional Charges, Line #, Or E'nd     

 

Once the initial input of the additional non-P.O. entries is exited, you may enter the A for Additional Charges to add more entries or change the existing.  This may be done as many times as desired.  The entries that were entered are displayed.  Operation is the same as described on page 137.  You may also select the additional charges to view the entries and than exit without changing them.

 

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Once all of the items included on the invoice that is being voided are selected and any additional input is done, you are ready to exit the purchase order.  To exit the displayed purchase order enter an E to end at any of the invoicing prompts.  The cursor returns to the P.O. Number prompt.

 

 

The reason that the cursor returns to P.O. Number for the final exit of the invoice, is to allow an input of multiple purchase ordersthat are billed on one invoice.  There is no limit to how many P.O.s can be on one invoice.  The total invoice amount should include all the P.O.s.  Once all of the items on the first purchase order are input and distributions made, an E to end that purchase order is input.  The cursor returns to P.O. Number and the second P.O. for that vendor is entered.  You must than individually select the items that were invoiced on that P.O., and enter additional non-P.O. entries on that P.O.  Operation is the same as when inputting the first P.O. on the invoice void.  You can also exit that P.O. and re-enter the first P.O.  The P.O. line item G/L distributions and additional charges remain and can be accessed and changed.  Thus you can go back and forth between P.O.s and modify them as many times as desired.  All included P.O.s are updated in the appropriate files.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

P.O. Number

 

Once you have selected all of the items on all of the included P.O.s, and additional input, and the invoice balance is zero, it is time to exit the distribution.  Enter an E to end at P.O. Number.  When the invoice balance is zero, after entering an E to end, no more corrections to the item and G/L distribution can be made.  Exiting an A/P invoice void is not allowed if the total amount of expense distributions does not equal the total invoice amount.  Thus the Invoice Balance would not be at zero.  If an E to end is input and the Invoice Balance is not at zero, the following prompt displays.

 

Void  Amount:     #####  Total Distributions:     ######      

Void Amount/Distrib Not In Balance - M'ore Distrib, Or C'ancel 

 

 

The invoice amount and the total of all of the G/L distributions made on that invoice void for all of the included P.O.s displays.  There are two options at this prompt.  One is to enter a M to make more distributions.  What you want to do is apply the invoice balance.  The program automatically accesses the last P.O. that was accessed on the terminal prior to entering the E to end.  All of the items that had been selected during the transaction remain updated.  The G/L distribution remains.  You must than select items individually and change the distribution, or enter additional charges.  If there are multiple P.O.s you can end out of the accessed one and enter another P.O. and than apply distributions on that P.O.  When you have netted the invoice balance to zero, exit the P.O. and type in an E to end at the P.O. Number prompt.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Void  Amount:     #####  Total Distributions:     ######      

Void Amount/Distrib Not In Balance - M'ore Distrib, Or C'ancel 

 

The second option is to cancel the void.  When a C to cancel the void is input, the entire transaction is canceled.  Nothing is updated.  Thus if you have made so many errors that it is easier to cancel the transaction and start over, than try to correct the errors, enter a C.  When a C to cancel is entered, the following prompt appears.

 

Cancellation Means That No Updating Will Take Place For This Entire Invoice Void          Are You Sure You Want To Cancel ?  (Y'es/N'o)                   

 

Enter a Y for yes to cancel the transaction.  No void is created.  Entering a N for no will return the cursor to the  Void Amount/Distrib Not In Balance - M'ore Distrib, Or C'ancel prompt.

 

When the invoice amount nets to zero and you have exited the purchase orders, the cursor goes to one last prompt for that invoice.

 

A'ccept, Or C'ancel    

 

 

When a C to cancel the invoice void is input, the entire transaction is canceled.  The invoice is not voided.  Nothing is updated.  Thus if you have made so many errors that it is easier to cancel the transaction and start over, than try to correct the errors, enter a C.  When a C to cancel is entered, the following prompt appears.

Invoice Void  (Cont'd)

 

 

Enter Data  (Contd)

 

Voiding A P.O. Invoice With No A/P History  (Contd)

 

Cancellation Means That No Updating Will Take Place For This Entire Invoice Void          Are You Sure You Want To Cancel ?  (Y'es/N'o)                   

 

 

Enter a Y for yes to cancel the transaction.  The invoice is not voided.  Entering a N for no will return the cursor to the Accept, Cancel, prompt.

 

A'ccept, Or C'ancel    

 

When you are ready to accept the input of the void, the final acceptance of the invoice void must be made.  Enter an A for accept.  The cursor is at the following prompt.

 

Invoice Voided.  Press 'RETURN' To Continue     

 

 

As soon as an A for accept is input, all of the files for that invoice void are updated, with the exception of the debit G/L entry to the Accounts Payable account.  That will be updated when exiting the program.  The above prompt displays after the updating is completed.  Entering a carriage return exits the invoice void and the cursor returns to Vendor No. for input of another void or to exit the program.  The void is added to the total amount and number of invoices voided.  This displays after the heading Post.

Invoice Void  (Cont'd)

 

 

Additional Information

 

Updating Of Files - Purchase Order Invoices

 

Following is a recap of the files that are updated when the invoice void of a purchase order invoice is accepted.  This applies to invoices with APHistory or without unless noted.  When there is APHistory and GLHistory the file updating is based on the information found in these files.

 

Purchase Order Files

 

The items included on the invoice void have the quantity invoiced reduced. 

 

Pending Files

 

Pending Files for each item voided are either deleted or updated.  There will always be an existing Pending File.  This record will reflect the invoice entry.  This record is deleted if there is no receipt information stored in the Pending File for the invoice entry.  If there is receipt information the invoice information is removed from the record.  The receipt information remains.

 

The information in the Pending File can be viewed in Pending File Maintenance found on the P.O. System Manager menu.  The Pending File is used to track cost variances between the invoice and receipt.  This is reflected on the Variance Report.  The Pending File is also used by the Pending Receipt and Invoice Reports.

 

A/P Files

 

All of the A/P Files are updated.  The invoice is removed from the vendors account.  The void record appears on the A/P Transaction Register and Voucher Number Report.

 

Vendor File

 

The invoice amount is subtracted from purchases month and year to date.  Number of invoices month and year to date is reduced by one.  The A/P Balance is updated.

Invoice Void  (Cont'd)

 

 

Additional Information  (Contd)

 

Updating of Files - Purchase Order Invoices  (Contd)

 

General Ledger and Chart Of Accounts Files

 

An entry is written to the G/L File for each expense distribution entered.  The source code of the entry is AP.  Also written is the fiscal month number, account number, amount distributed, invoice date, system date, vendor number, voucher control number, and the special description.  The Chart File is also updated with the amount.  The debit to the Accounts Payable G/L account for the total invoice amount is not made until the A/P Invoice Entry program is exited and the procedure totals are displayed.

 

A/P History File

 

If there is an existing APHistory File, the existing record is marked as a void.  When viewing the invoice in the Invoice Inquiry, the invoice will reflect that it has been voided.  For invoices entered prior to Revision 11, no APHist record exists thus no updating will occur on this file.

 

G/L History File

 

If there are existing GLHistory Files, the existing records are marked as a void.  When viewing the invoice in the Invoice Inquiry, the invoice will reflect that it has been voided.  For invoices entered prior to Revision 11, no GLHist records exist thus no updating will occur on this file.

 

 

 

 

Additional Information  (Contd)

 

Summary Of Operation - Purchase Order Invoices

 

Following is a brief summary of the entry of an A/P invoice void that is linked to a purchase order.

 

The vendor the invoice is assigned to must be entered.  This can be accomplished by input of the vendor number or performing an alpha search on the vendor name.

 

After entering the assigned voucher control number, the invoice header information is displayed.  The operator than accepts or rejects this as the correct invoice that is to be voided.

 

If there is an existing APHistory and GLHistory File the void proceeds as an automatic void.  The line items from the purchase order that were included on the invoice are displayed.  The General Ledger distributions for each included item are displayed.  Any additional non-P.O. G/L entries are displayed.  The operator can page back and forth viewing all of the items included on the invoice.  After verifying everything is correct, the operator accepts the void.  File updating than occurs.  All purchase order and G/L information is from the APHist and GLHist Files.  The invoice is marked as a void.  Viewing the invoice in Invoice Inquiry reflects that the invoice has been voided.  Prior to the final acceptance of the void, the operator can also cancel the void transaction.  No file updating will than occur.

 

When there is no APHistory and GLHistory Files, the operator must input the purchase order and select the items included on the invoice.  An automatic void cannot be made.  A default General Ledger account number appears.  The default account is not necessarily what was used when the invoice was created.  The default account must be overridden to match the input when the invoice was created.  The G/L distributions for each item must be entered.  The same cost that was invoiced must be entered in the void.  Items can be selected and cost and G/L distributions changed as many times as desired, prior to the final acceptance of the invoice void.  Non-P.O. line item charges such as freight must be entered as additional charges and can be modified prior to the final acceptance of the invoice.  Once all information is correct the final acceptance of the void is made.  At this time all file updating occurs.  Instead of accepting the void the operator may also cancel the transaction.  No updating occurs.

 

 

 

Enter Data

 

Voiding A Non-Purchase Order Invoice With No History

 

The following documentation applies to voiding an invoice that has no purchase order and no APHist or GLHist Files.  An automatic void cannot be made.  When Accounts Payable invoices are being entered that do not have a purchase order generated through the Purchase Order Package, no P.O. Number can be input.  Carriage return through the prompt.  For the systems that do not have the P.O. module activated in the Global File, the P.O. Number prompt does not appear on the screen.  With the exception of the P.O. number, entry of the invoice that is to be voided is the same as described beginning on page 106.  After inputting the control number the General Ledger distribution screen displays.  Be sure and enter the same G/L distributions that were entered when the invoice was created. 

Account

 

 

If there is a General Ledger Account number stored in the Vendor File that will be the default.  A carriage return accepts the display.  This can be overridden.  If there is no default the Account is blank and a valid General Ledger Account must be input.  When an invalid G/L account is input, the prompt Invalid Account # Or Type appears.  The cursor returns for reinput.  The Inv. Bal. and Cumulative is adjusted after each distribution.  The description of the entered G/L account number displays.  After at least one entry input TOT to exit the entry.  As many General Ledger distributions may be entered as desired.  (8 Digits)

 

Amount

 

Input the amount desired for the distribution.  A carriage return accepts the displayed Inv. Bal as the amount.  Enter the amount as a positive number and the account is credited.  A negative or zero dollar amount may be input.  A negative number should only be input if a negative number was entered during the creation of the invoice.  This would than cause a debit entry in the void to offset the credit entry in Invoice Entry.  Input ERROR or an up arrow key ^ to return to Account.  (9 Digits - No decimals)

 

 

 

Enter Data  (Contd)

 

Voiding A Non-Purchase Order Invoice With No History  (Contd)

 

Special Description

 

If a carriage return is input the vendor name is automatically the default.  A description identifying the distribution may be entered.  The description remains with the General Ledger Account number input on the distribution.  Descriptions are printed on the General Ledger and Expense Distribution reports and the General Ledger Inquiry.  Type in ERROR to return to Account.  An up arrow key ^ returns to Amount.  (23 Alphanumeric)

 

Once TOT has been entered at Account, one of the two following prompts appear.

 

Enter # To Change, A'dditional Input, Or 'CR' To End

Enter # To Change, Additional Input, Next, Or CR To End

 

 

The first prompt appears when the G/L distributions are less than 13.  The second prompt appears when the total G/L distributions exceed 12.  Entering N for next allows viewing of the next screen of distributions.  When N for next is input one of the two following prompts appear.

 

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

The first prompt appears till the last screen of distributions is accessed.  The second prompt appears when the last screen is reached.  Entering a N for next allows viewing of the next screen of distributions.  Enter a P for previous to go back one screen of distributions.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Contd)

 

Voiding A Non-Purchase Order Invoice With No History  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

You may change any of the G/L distributions that were made.  This is using the Enter # To Change in the prompts.  Enter the corresponding line number of the distribution that is to be changed.  The distribution entry is than displayed at the bottom of the screen.  The cursor is at the Account prompt.

 

 

The entered G/L account number is displayed.  A carriage return accepts this account.  This may be changed to another valid G/L account.  When overridden the description of that account is displayed.  Entering an invalid account produces the message Invalid Account Number Or Type.  The cursor returns for reinput and the original account is redisplayed.  Entering ERROR returns the cursor to the change prompt.  The data will stay as is.

 

Amount

 

The amount entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  If changed the Inv. Bal. is adjusted.  An up arrow key ^ or ERROR returns to Account.  Note, if the entry was not desired and there is nothing to change the account to, enter a zero for amount.  The entry remains but is a zero amount.  (9 Digits - No Decimals)

 

 

 

Enter Data  (Contd)

 

Voiding A Non-Purchase Order Invoice With No History  (Contd)

 

Special Description

 

The description entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  An up arrow key ^ returns to Account.  Inputting ERROR returns the cursor to the Account prompt.  The data returns to the original data.  (23 Alphanumeric)

 

You may also add additional G/L distributions.  This is using the Additional Input part of the prompts.  When an A for additional is entered the cursor is at the Account prompt.

 

 

Operation is the same as described on the original add.  See page 148.  If a default account is stored in the Vendor File, that displays.  An ERROR or TOT ends the add.  The cursor returns to the Enter # To Change prompt.  A carriage return at amount enters the invoice balance.  The amount can be entered.  Any amount entered adjusts the invoice balance.  The default special description, which is the vendor name, can be overridden.  After the first additional input the cursor returns for another, until TOT is entered at the Account prompt.

 

 

 

Enter Data  (Contd)

 

Voiding A Non-Purchase Order Invoice With No History  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

Once all of the G/L distributions are entered and all changes or additions made, entering a carriage return exits the entry of the G/L distribution. 

 

Exiting an A/P invoice is not allowed if the total amount of expense distributions does not equal the total invoice amount.  Thus the Invoice Balance would not be at zero.  If carriage return to end is input and the Invoice Balance is not at zero, the following prompt displays.

 

Void Amount  #####  Total Distributions  ######

Void Amount/Distrib Not In Balance - M'ore Distrib, Or C'ancel

 

 

The invoice amount and the total of all of the G/L distributions made on that invoice void display.  There are two options at this prompt.  One is to enter a M to make more distributions.  What you want to do is apply the invoice balance.  The program will return to the screen that shows all of the G/L distributions that were entered.  You may than change or add G/L distributions.  When you have netted the invoice balance to zero, exit the entry of the G/L distributions with the carriage return.

 

 

 

Enter Data  (Contd)

 

Voiding A Non-Purchase Order Invoice With No History  (Contd)

 

Void Amount/Distrib Not In Balance - M'ore Distrib, Or C'ancel

 

The last option is to cancel the invoice void.  When a C to cancel the void is input, the entire transaction is canceled.  Nothing is updated.  Thus if you have made so many errors that it is easier to cancel the transaction and start over, than try to correct the errors, enter a C.  When a C to cancel is entered, the following prompt appears.

 

Cancellation Means That No Updating Will Take Place For This Entire Invoice Void          Are You Sure You Want To Cancel ?  (Y'es/N'o)                   

 

Enter a Y for yes to cancel the transaction.  The invoice is not voided.  Entering a N for no returns the cursor to the Void Amount/Distrib Not In Balance - M'ore Distrib, Or C'ancel prompt.

 

When the invoice amount nets to zero and you have exited the G/L distributions, the cursor goes to one last prompt for that invoice.

 

A'ccept, Or C'ancel,

 

 

When a C to cancel the void is input, the entire transaction is canceled.  The invoice is not voided.  Nothing is updated.  Thus if you have made so many errors that it is easier to cancel the transaction and start over, than try to correct the errors, enter a C.  When a C to cancel is entered, the following prompt appears.

 

 

 

Enter Data  (Contd)

 

Voiding A Non-Purchase Order Invoice With No History  (Contd)

 

Cancellation Means That No Updating Will Take Place For This Entire Invoice Void          Are You Sure You Want To Cancel ?  (Y'es/N'o)                   

 

Enter a Y for yes to cancel the transaction.  No void is made.  Entering a N for no will return the cursor to the Accept, Or Cancel, prompt.

 

Accept,  Or Cancel,

 

When the void information is correct, the final acceptance of the invoice void must be made.  Enter an A for accept.  The cursor is at the following prompt.

 

Invoice Voided.  Press RETURN To Continue

 

 

As soon as an A for accept is input, all of the files for that void are updated, with the exception of the debit G/L entry to the Accounts Payable account.  That will be updated when exiting the program.  The above prompt displays after the updating is completed.  The prompt verifies that the record is voided.  Entering a carriage return exits the void and the cursor returns to Vendor No. for input of another void or to exit the program.  The void is added to the total amount and number of voids entered.  This displays after the heading Post. 

 

 

 

 

Additional Information

 

Updating Of Files - Non-Purchase Order Invoice

 

Following is a recap of the files that are updated when a non-purchase order invoice is voided.  This relates to records with or without APHistory and GLHistory.

 

A/P Files

 

All of the A/P Files are updated.  The invoice is removed from the vendors account.  The void record appears on the A/P Transaction Register and Voucher Number Report.

 

Vendor File

 

The invoice amount is subtracted from purchases month and year to date.  Number of invoices month and year to date is reduced by one.  The A/P Balance is updated.

 

General Ledger and Chart Of Accounts Files

 

An entry is written to the G/L File for each expense distribution entered.  The source code of the entry is AP.  Also written is the fiscal month number, account number, amount distributed, invoice date, system date, vendor number, voucher control number, and the special description.  The Chart File is also updated with the amount.  The debit to the Accounts Payable G/L account for the total invoice amount is not made until the A/P Invoice Entry program is exited and the procedure totals are displayed.

 

A/P History File

 

If there is an existing APHistory File, the existing record is marked as a void.  When viewing the invoice in the Invoice Inquiry, the invoice reflects that it has been voided.  For invoices entered prior to Revision 11, no APHist record exists thus no updating will occur on this file.

 

G/L History File

 

If there are existing GLHistory Files, the existing records are marked as a void.  When viewing the invoice in the Invoice Inquiry, the invoice will reflect that it has been voided.  For invoices entered prior to Revision 11, no GLHist records exist thus no updating will occur on this file.

 

 

 

Additional Information  (Contd)

 

Summary Of Operation - Non-Purchase Order Invoices

 

Following is a brief summary of the entry of an A/P invoice that is not linked to a purchase order.

 

The vendor the invoice is assigned to must be entered.  This can be accomplished by input of the vendor number or performing an alpha search on the vendor name.

 

After entering the assigned voucher control number, the invoice header information is displayed.  The operator than accepts or rejects this as the correct invoice that is to be voided.

 

If there is an existing APHistory and GLHistory File the void proceeds as an automatic void.  The General Ledger distributions entered when the invoice was created are displayed.  The operator can page back and forth viewing all of the distributions included on the invoice.  After verifying everything is correct, the operator accepts the void.  File updating than occurs.  All G/L information is from the GLHist Files.  The invoice is marked as a void.  Viewing the invoice in Invoice Inquiry reflects that the invoice has been voided.  Prior to the final acceptance of the void, the operator can also cancel the void transaction.  No file updating than occurs.

 

When there is no APHistory and GLHistory Files, the operator must input the G/L distributions.  A default General Ledger account number from the Vendor File appears.  The default account must be overridden to match the input when the invoice was created.  The G/L distributions may be changed as many times as desired, prior to the final acceptance of the invoice.  You also may add more distributions.  Once all information is correct the final acceptance of the void is made.  At this time all file updating occurs.  Instead of accepting the void the operator may also cancel the transaction.  No updating occurs.

 

 

 

Enter Data

Once the A/P Invoice Void program is exited the Procedure Control Totals display and should be used as a reconciliation tool.  At this time the one entry of the total amount voided for all invoices entered, is posted to the General Ledger as a debit to the Accounts Payable account, that is defined in Global Record 6.  The entry will be assigned a source code of PT and will include the number of invoices voided as the description.  The cursor is at the following prompt.

Enter 'Y' To Return To Menu

 

 

A Y is the only valid input and returns to the A/P Data Entry menu.  The Procedure Control Totals include the following figures for all inputted invoice voids combined.

 

Transactions  Total number of invoices entered.

 

Amount  Total voided amount. 

 

Discount  Total discount amount.

 

Distributions  Total number of General Ledger distributions.

 

Amount  Total amount posted to General Ledger distributions.

 

Accounts Payable No  The Accounts Payable General Ledger Account number.

 

Amount  The amount posted to the Accounts Payable Account.