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    Line Items Tab (A/P Item Entry)
    • 25 Jul 2024
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    Line Items Tab (A/P Item Entry)

    • Updated on 25 Jul 2024
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    Article summary

    Line Items Tab (A/P Item Entry)

    The Line Items tab lists all of the payment lines for the Voucher. You can select a payment line to view and edit the data for the selected line.

    Vouchers and Debit Memos must have at least one line item. Prepaids applied to existing payables do not have line items. The line items for Grant Vouchers are automatically entered based on the Payment Plan for the Grant.

    For Administrative Vouchers, you will usually only need to enter the Line Amount and (optionally) a line item description. The G/L expense account, accounts payable account, and cash account are added automatically based on the Vendor Class code attached to the Vendor record.

    For Grant Vouchers, line items are automatically created for each Payment Plan line on the Grant application.

    Note: You cannot change the Amount for any Grant Voucher line items, but you can change the default General Ledger accounts.

    Note: Line Items for Vendors with 1099 Invoice selected will have a 1099 Box menu available allowing for different box types on one voucher. It is also possible to mix 1099 and non 1099 line items on the same voucher. The 1099 box must be checked on the Item Entry tab in order for the 1099 Box field to appear in the lower right of the Line Items screen.

    Field

    Description

    Line Amount

    The amount of the payment that is due for the selected line item.

    Description

    Text field that allows you to enter a brief text description of each line item.

    Note: For Grant Vouchers, the name of the Fund is entered in this field by default.

    Expense

    The G/L Expense account that will be debited when the Voucher is posted to Open Items.

    For administrative line items, this field is automatically populated based on the account in the Expense Account field on the Vendor tab.

    For Grant line items this field is generally populated based on the Grants Expense natural account on the Fund Class record, combined with any Fund codes entered for the Payment Line in the Grantee and Grant Management module. If the Interfund box was selected when the Grant was created, this account number is pulled from the Grants Interfund field on the Fund Class record.

    Note: If you change the Fund for the account in this field, the Payable and Cash accounts will automatically change to match the new Fund.

    Payable

    The G/L payable account that will be credited when the Voucher is posted and debited when the payment is posted.

    For administrative line items, this field is automatically populated based on the Class code specified on the Vendor tab.

    For Grant line items, this field is automatically populated based on the Grants Payable natural account from the Fund Class record combined with the Fund codes entered for the Payment Line in the Grantee and Grant Management module.

    Cash

    The G/L checking account that will be debited when the payment is posted.

    For administrative line items, this field is automatically populated based on the Class code specified on the Vendor tab.

    For Grant line items, this field is automatically populated based on the Grants Check Credit natural account from the Fund Class record combined with the Fund codes entered for the Payment Line in the Grantee and Grant Management module.

    Voucher Total

    Read-only field that displays the total Voucher amount, based on the sum of the line items.

    1099 Box

    A drop down allowing for selection of the box to be marked on the vendor’s 1099 form.  Value of 0 indicates none.

    Payment Date

    The due date for the Grant payment.

    A separate Open Item will be created for each date in the payment plan.

    Note: If two or more line items have the same date, one Open Item will be created that includes all of them.

    This field only applies to Grant Vouchers and is automatically populated based on the Payment Date entered on the Grant application’s Payment Plan tab.

    Processes Tab (A/P Item Entry)

    The Processes tab has two options that allow you to edit and post your Vouchers, hand checks, and debit memos to Open Items.

    Refer to Processing Unposted Items in Accounts Payable for more information.


     

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