Item Entry Supertab

Use the Item Entry supertab to enter new payables (Vouchers, prepaids, or debit memos) and browse and edit any Accounts Payable Items that have not yet been posted to Open Items. You can use Item Entry to create three types of items:

Vouchers: Items to be paid.

• Administrative Vouchers: Manually entered, non-Grant invoices.

Note: A Profile and Vendor record must be created before you can enter an administrative Voucher.

• Grant Vouchers: Grant invoices that are automatically created when Grants are posted.

Note: Vouchers are only created if the Interface Grants Posting to A/P checkbox is selected in System Initial Setup.

Prepaids (Hand Checks): Any payments that are not made via the Print Checks utility.

• Administrative Prepaid Vouchers: One-step entry for administrative hand checks (includes the entry of both the Voucher (payable) and payment information).

• Prepaid Entry Applied to an Existing Open Item: Direct, manual entry of prepaids applied to a selected Open Item, or semi-automatic entry via Open Items.

Note: Grant Payments and administrative payments applied to existing administrative Vouchers must be entered this way.

Debit Memos: Items that reduce or eliminate existing payables, or otherwise alter a payable (for example, change the fund or increase the payable).

• Administrative Debit Memos: Direct, manual entry that is applied to an administrative Open Item, or semi-automatic entry via Open Items. You create a Debit Memo when you void a check or create an un-applied debit memo (for example, when you need to record a credit for an administrative Vendor).

Note: You should not use these methods for Grant Debit memos.

• Grant Debit Memos: Automatic entry by Grant Adjustments.

Note: A Debit Memo created this way must be posted in Item Entry to modify the Open Item to which it is applied.