Header Tab

Owned by Former user (Deleted)
Last updated: Jun 11, 2012Version comment

Once you have selected a PO No data will display on the Header tab. Depending on the PO Basis selected summary information will display to clarify the exact source of the default This Invoice Value for the selected PO(s).

OUTSTANDING PO VALUE BASIS

Sum of Original PO Value(s):
Sum of the original value for the selected PO(s) on this Voucher

Less Prev AP Invoiced on PO(s):
Sum of previous AP Invoice lines relating to the selected PO(s)

Outstanding on PO(s):
Sum of Outstanding PO Cost relating to the selected PO(s)

Less Outstanding Vouchers on PO(s):
Sum of Voucher lines on other uninvoiced Vouchers relating to the PO(s) on this Voucher

Default Value This Invoice:
The net of the above defaults as the value for This Invoice Value - GST Excluded

RECEIPTED NOT INVOICED BASIS

For information:
Sum of Original PO Value(s):
Sum of the original value for the selected PO(s) on this Voucher

Less Prev AP Invoiced on PO(s):
Sum of previous AP Invoice lines relating to the selected PO(s)

Outstanding on PO(s):
Sum of Outstanding PO Cost relating to the selected PO(s)

THE SOURCE OF THE DEFAULT VALUE FOR THIS INVOICE

Received Not Inv'd on PO(s):
Sum of Receipted Not Invoiced lines relating to the PO(s) on this Voucher

Less Outstanding Vouchers on PO(s):
Sum of Voucher lines on other uninvoiced Vouchers relating to the PO(s) on this Voucher

Default Value This Invoice:
The net of the above defaults as the value for This Invoice Value - GST Excluded

THIS INVOICE DETAIL

This defaults to the Default Value for This Invoice under the options described above, with the default assumption being that the invoice received is for the full outstanding amount of the selected PO. This can then be edited manually where this is not the case.

The expected GST also defaults based on system settings, but can also be edited.

GST Excluded:
The GST Exclusive value of this invoice. This will default to the Default Value This Invoice as described above, but can be edited

GST:
The GST value on the received invoice

GST Included:
The GST inclusive value of the invoice

VOUCHER PEOPLE

Voucher Entered By
The person who created the Voucher

PO Purchaser
The user that created the Purchase Order. If more than one PO is selected on the Voucher it will be the Purchaser from the last selected PO

PO Approver
The User that Approved the Purchase Order. If more than one PO is selected on the Voucher it will be the Purchaser from the last selected PO

Voucher for Approval By
This will default to the PO Approver but you can change this to another user as necessary. You will notice that the 'Voucher for Approval By' text is shown in red. This indicates that the user will get a Notification message to let them know that a Voucher is awaiting their approval. When the Voucher has been approved, this label changes to 'Voucher Approved By'

Approver Location
This defaults to the location of the Voucher for Approval By person but can be changed where necessary.

Comments
This section allows you to enter any comments relating to the document e.g. Invoice for materials delivered - Delivery Docket Reference: DD 12345

Voucher Reason
Optional use. You can have a range of standard drop down voucher reasons here e.g. Materials, Services, Stock items

VOUCHER APPROVAL

Three Approval buttons are provided:

  • Approve By Voucher Approver
    Clicking this automatically approves the Voucher using the name in the Voucher for Approval By field
  • Approve By Me
    Clicking this automatically approves the Voucher using the name of the logged in user
  • Approve By Voucher Approver
    Clicking this automatically approves the Voucher using the name of the PO Approver

The related Control Parameters and Admin Function settings may restrict the options available

EDIT PO BUTTON

This Button on the Voucher Maintenance screen allows the user to open the purchase order that has been selected on the voucher and edit its values if required.

  • The PO will be Read-Only unless you have been granted the Admin Function "Vouchers Edit PO" which allows you to edit the Purchase Order.
  • When you return to the Voucher screen you will need to reselect the PO # from the dropdown if you have changed values on the PO invoice and want them refreshed.
  • To return to the AP Voucher screen from the Purchase Order Entry screen press the "Close" button.