Accounts Payable > Invoice Processing > AP Auto Vouchering

AP Auto Vouchering

You use this program to automatically generate invoices for suppliers setup to use auto vouchering.

Once the supplier has been setup to use auto vouchering in the Suppliers program, the invoices for goods both received and returned are processed. This is typically used in an environment where a trusted supplier makes many deliveries of a low value.

Toolbar and menu

Field Description
Start Processing Process auto vouchering according to the selections made in the Criteria section.
Print

Print the contents of the grid.

This is enabled after processing is complete.
Save Form Values This option is only enabled in Design mode (Automation Design). Your selections are saved and applied when the program is run in automated mode.

Form values and defaults are applied at operator level. They are not saved at role or group level.
Print Journal Print the AP invoice journals once processing is complete.

Criteria

Field Description
Posting information This displays the posting period to which the transactions are posted.
Suppliers Indicate the suppliers for whom to process invoices.
Warehouses Indicate the warehouses to include.
Options  
Invoice by

Generate invoices by supplier or by GRN.

Option Description
Supplier Generate one invoice for all the GRNs processed per supplier.
GRN Generate one invoice per GRN per supplier.
EC acquisition

If EC is required, use single supplier selection.

When entering a supplier, EC acquisition is enabled for a valid EC supplier only. If all suppliers are selected for EC, then basic tax applies.
Use receipt date

Use the original receipt date as the invoice date.

The invoice date defaults to the system date when this option is not enabled.
Function
Option Description
Generate only Generate the invoices and view the projected results in the right hand pane.
Generate & update Create the invoices according to the criteria selected.
After processing completed

These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

Report

After processing is complete the output is displayed in this pane.

Notes and warnings

Landing cost considerations

  • GRNs are not auto vouchered when the landing costs are receipted to a supplier other than the original supplier.

Re-established invoices

  • Re-established invoices are generated for returns. They are numbered according to the Numbering method defined for AP auto vouchers (Set Key Information). If the auto vouchering invoice numbering method is not set to Automatic, then the re-established invoice number is set to DNN/9999 (for supplier delivery note numbering), GRN/9999 (for Goods received note numbering) or PO/9999 (for Purchase order numbering). Subsequent re-established invoices will also generate that same number and post to that (Set Key Information).

    If the auto vouchering invoice numbering method is set to Automatic, then each new re-established invoice is generated according to the Next AP auto voucher.

Invoice numbering

  • The delivery note, GRN or purchase order number is limited to 15 characters to make provision for duplicate invoice numbers. If a duplicate invoice number is encountered, then the new invoice number is generated as InvoiceNumber/0001, InvoiceNumber/0002, etc.

  • If you have 2 different delivery note numbers on the same GRN and you selected GRN at the Invoice by option, then one invoice is created with the last delivery note number as the invoice number.

    If you want an invoice for each delivery note, you need to select the Auto GRN for each purchase order line option (Set Key Information) to create an invoice with each delivery note number.

Exempt tax

  • Because this is a batch process, there the exempt tax code cannot be identified. The AP Invoice Posting program must be used to generate invoices for purchase orders and GRNs that are exempt from tax.