AP Voucher Processing

This Module refers to AP Voucher Processing within Workbench.

OVERVIEW:

There are four main functions within Workbench Purchasing.

PURCHASE ORDERS:

• Places a purchase commitment on a Job and allows maintenance and reporting on these commitments.
• The purchase is a value against an Activity Code, or a quantity of Items (using Workbench Catalogues) at a Unit Rate
• Allows generation of Purchase Order GL Accruals based on uninvoiced values.

GOODS RECEIPT:

• Confirms physical quantities received against the PO.
• Allows generation of Purchase Order GL Accruals based on received but uninvoiced values.

VOUCHERS:

• Creates a paper / electronic path for the receipt and processing of APInvoices. The invoice may or may not have an associated PO

AP INVOICE:

• Allows for the actual cost to be allocated to the Job. Where the cost relates to a PO, full or partial invoicing against the PO is provided.

These functions give the user a powerful purchasing tool but it is not necessary to use all four. A decision has to be made about what processing best fits your business environment.

NOTE: This User Guide concentrates on the Voucher process

The AP Voucher process is used to record supplier invoices when first received so they can be tracked during the process of distributing them for approval. It also provides for ease of processing through to the APInvoice.

There can be a number of scenarios when processing. These include:

• Invoice has no PO but you are still using the Voucher process for approval and tracking.

• Invoice equals approved PO. Process invoice.

• Invoice is for part of the approved PO. Process Invoice.

• Invoice values or qty are incorrect. Put on hold waiting further information from the Supplier. Use the appropriate Voucher reason.

• Invoice values or qty are incorrect. Send invoice and/or voucher to the PO Purchaser or Approver for resolution