Creating Template Vouchers - 10a

Purpose:  Improve data entry efficiency by creating template vouchers using ctcLink.

Audience: Accounts Payable staff.

If you receive multiple similar vouchers from a supplier, you can set up a Template Voucher to improve data entry efficiency. You can use a voucher for a particular supplier as a model for other vouchers that you will enter in the future for that supplier by creating a template voucher. Creating a template voucher saves you lots of keystrokes. A template voucher is never paid or posted. It is a model for other vouchers. After you create and save the template voucher, it is available for use during the entry of other vouchers for the specific supplier.

Creating Template Vouchers

Navigation:  Accounts Payable > Vouchers > Add/Update > Regular Entry

This takes you to the Voucher Page. Because you are creating a new template, you will use the Add a New Value tab to enter your data.

  1. Enter Business Unit.

Notice Voucher ID is unpopulated with NEXT; once you Save, it will assign a new number.

  1. Select the Voucher Style list and select Template Voucher.
  2. Enter the desired information into the Supplier ID field. Make sure you have correct Supplier Location.
  3. Select the Invoice Date field. Enter the desired information into the Invoice Date field.
  4. Select the Gross Invoice Amount field. Enter the desired information into the Gross Invoice Amount field.  
  5. Enter the Tax Details; otherwise, you have you make Voucher as Tax Exempt.
  6. Select the Add button.
Voucher Page

Use the Invoice Information page to enter or view invoice information, including invoice header information, non-merchandise charges, and voucher line and distribution information.

The Pay Terms field displays the default payment terms. These terms are populated from the Payables default hierarchy.

  1. Scroll to the right side of the page and select the Template link.

Use the Template ID field to enter a descriptive title for your template so that you can easily search and reference this template in the future.

  1. Enter the desired information into the Template ID field.
  2. Enter the desired information into the Description field. 
  3. Select the OK button.
Template Voucher Details

Use the Distribute By list to select the distribution method: Amount or Quantity.

If Distributed By is Quantity then enter the desired information into the UOM and Quantity field.

  1. Select the Description field.

Use the Description field in the Invoice Lines grid to enter a description of the charges related to vouchers created using this template.

  1. Enter the desired information into the Description field.  
  2. Enter ChartField details in distribution line details. If you have multiple lines then enter distribution details for each lines.  
  3. Select the Add multiple new rows button if needed.  Enter the desired information into the field.
  4. Select the OK button.

Because you are dividing the expense between three departments, you need to adjust the amount on the first distribution line.

Next, save the voucher template and proceed to creating a new voucher by using the voucher template.

  1. Select the Save button.
  1. Select the Regular Entry link which will put you back on the Voucher page.  
  2. Enter the desired information into the Supplier ID field. 
  3. Select the Add button.
  4. Select the Expand section button.
  5. Select the Copy From list. Use the Copy From list to select the template voucher.
  6. Select the Go link.

Use the Voucher Template page to select a template to copy. Use the Template ID field to enter or search for the ID you assigned to the voucher template.

  1. Enter the desired information into the Template ID field. 
  2. Select the Copy from template button.
  3. Select the Invoice No field.  Enter the desired information into the Invoice No field.
  4. Select the Invoice Date field.  Enter the desired information into the Invoice Date field.

Enter the rest of your details in this Voucher, if you have any. OR you can change your any details here because this data is coming from template Voucher which have created earlier.

  1. Select the Save button.

Notice that the Voucher ID field changes from NEXT to a number generated by the system when you save your information.

You have successfully created a template voucher and used it to create a new regular voucher.

End of Procedure.

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