Item Tab (A/P Item Entry)

The Profile ID code of the Vendor or Grantee for the Voucher.

Note: You cannot change the ID code for Grant Vouchers.

The name that will be printed on the check and the mailing address where the check will be sent.

For administrative Vouchers, these fields are automatically populated from the Profile record of the administrative Vendor.

For Grant Vouchers, these fields are populated based on the Payee fields on the Contact tab.

Note: You can manually change the payee information without changing the Vendor (or Grantee) ID code.

Read-only field that displays the sequential number used to identify the Voucher.

This number is generated by the system for administrative Vouchers and is the same as the Grant Number for Grant Vouchers.

Note: Administrative Open Items will be identified by the Voucher number, and Grant Open Items are identified by the Voucher number (Grant number) plus a sequential number (for example, 01 for the first open item and 02 for the second open item).

The number of the Debit Memo that you want to apply to this Voucher.

Click the Unapplied Debit Memos button to select the desired Debit Memo.

Note: This field is only available for Administrative Vouchers.

The amount of the Debit Memo that you want to apply to this Voucher.

Click the Unapplied Debit Memos button to select the desired Debit Memo.

Note: This field is only available for Administrative Vouchers.

Checkbox that indicates whether the Voucher is on hold.

Items that are on hold cannot be posted and will not appear when you run the Edit report.

This can be useful if, for example, you want to enter administrative Vouchers for next month ahead of time, but not post them when you post the Vouchers for the current month.

Note: There is a separate Hold option available for Open Items that will keep payments from being made. Refer to the Voucher Tab on the Open Items super tab for more information.

A brief description of the goods or services being paid for.

For administrative Vouchers, you must manually enter a description.

For Grant Vouchers, this field is automatically populated based on the Program Name from the Grant application.

For Debit Memos or Prepaids applied to existing payables in Open Items, this field is automatically populated with the Description from the original Voucher.

The Purchase Order number associated with the invoice (if your organization uses purchase orders).

Checkbox that indicates whether the Voucher amount will be added to the Vendor’s 1099 amount for the year.

Select this checkbox to add the amount to the 1099 amount and clear the checkbox if you do not want to add the amount to the 1099 amount.

This checkbox is selected by default for Vendors that have the 1099 checkbox selected on the Vendor tab.

The date when the payment is due

This date is automatically generated based on the Invoice Date and the Vendor’s Terms code. If the Vendor has no Terms code, this date will be the same as the Invoice Date.

NOTE: This field is only available for administrative Vouchers. You can view the due dates for Grant Vouchers in the Payment Date field on the Line Items tab.

The date before which payment must be made in order to receive a discount from the Vendor.

This date is automatically generated based on the Invoice Date and the Vendor’s Terms code. If the Vendor has no Terms code, this date will be the same as the Invoice Date.

NOTE: This field is only available for administrative Vouchers.

The number of the Voucher that the Hand Check will be applied to.

The date of the check or other type of payment. This date will become the default Apply Date when the Voucher is posted and will determine the period of the payment in General Ledger.

A brief text description of the original Voucher related to the Debit Memo.

For administrative Debit Memos applied to existing payables in Open Items, this field is populated based on the original Voucher Description. For Debit Memos from Grant Adjustments, this field is populated based on the Program Name from the Grant.

The date on the Vendor’s invoice. The default value is today’s date.

This date becomes the default G/L Apply Date for the Debit Memo and determines the period into which the change in the liability is posted.

For Debit Memos from Grant Adjustments this field is automatically populated based on the Apply Date you entered during the Grant Adjustment.

For administrative Debit Memos this field is populated based on the Debit Memo Date.

Checkbox that indicates that the item is a Debit Memo that will change the balance of an Open Item once it is posted.

NOTE: This checkbox is selected by default for automatically created Debit Memos.

Read-only field that indicates the date when the item was first added to the system.