What This Screen Shows


  • This screen allows the user to view and edit vendor vouchers.


Vendor Voucher Maintain Screen


  1. Two routes:
    1. Procurement → Vendor Payments → Vendor Master → Vouchers
    2. Procurement → Vendor Payments → Query → Vendor Vouchers
  2. The table below describes the various fields on each tab.


Top of Screen

FIELDSOpt.Rec.Req.Description
Vendor ID——♦Unique ID for this vendor (cannot change without using Change Vendor ID process)
Vendor Name——♦Name of vendor; prints on checks
Calendar Year——♦Calendar Year of vendor voucher
Calendar Month——♦Calendar Month of vendor voucher
Invoice Due Date—♦—Default due date when voucher was created
Invoice ID——♦Unique ID assigned to voucher
Invoice Date——♦Found on the actual source document (invoice)
Transaction Number——♦Unique number assigned when voucher created
Voucher Description—♦—Unique description used for vendor voucher
Voucher Amount——♦Dollar amount of vendor voucher
Discount Taken—♦—Dollar amount discount or percentage discount, if applicable


Accounting Tab

FIELDSOpt.Rec.Req.Description
Account Type——♦Usually expenditure, but can be revenue or balance sheet
Account Code——♦Account code of vendor voucher
Debit Code——♦Debit code of vendor voucher
Payable Code——♦Payable code of vendor voucher
Credit Code——♦Credit code of vendor voucher
Expensed Fiscal Year——♦Fiscal year voucher was expensed
Expensed Fiscal Month——♦Fiscal month voucher was expensed
Change—♦—Select to change fiscal year or fiscal month for voucher
Clear Fiscal Year——♦Fiscal year voucher was cleared
Clear Month——♦Fiscal month voucher was cleared


Process Status Tab

FIELDSOpt.Rec.Req.Description
Process——♦The process that was run from the source module
Process User——♦The user who ran the process in the source module
Process Date——♦The date the process occurred
Process Time——♦The time the process occurred
Verified——♦Checked if has been Source User Verified in Vendor Payments
Distributed——♦Checked if has been updated to the Distributed column in Financial Management
Cleared——♦Checked if has been reconciled in Bank Reconciliation
Bnkrec Updated——♦Checked if has been updated to cleared balance in Bank Reconciliation
Check/EFT Voided——♦Checked if check/EFT has been voided
Source——♦Source module from which voucher was created
Journal Identification—♦—Clearing Journal ID; RDA suggests adding Journal IDs to use when adding vouchers for clearing fund transfers; Examples: Payroll Transfer, Vendor Payment Transfer, Utility Billing Transfer, etc.
PO Identification—♦—For informational purposes to reference PO associated with voucher
Line Number♦——PO Line Number
PO Account Number♦——PO Account Line Number
1099 Payment♦——If true, voucher is considered when loading amounts for 1099s at calendar year end
Type♦——Type of 1099 vendor
Set 1099 Values♦——Select to set 1099 values in the voucher
Recurring Voucher♦——If true, voucher was created from the Apply Recurring Vouchers process
Prepaid Expense♦——If true, voucher was marked as a Prepaid Expense
Prior year Accrual♦——If true, voucher was marked as Prior Year Accrual


Banking Tab

FIELDSOpt.Rec.Req.Description
Bank ID——♦Bank from which voucher payment made
Manual Voucher♦——If true, check was manually written instead of computer generated
Total Check Amount——♦Total dollar amount of check
Check Date——♦Date assigned to check
Check Number——♦Check number assigned to voucher
Virtual Check Number——♦Check Number that prints on the check (can be different if voucher has many invoices and it takes more than one check stub to print voucher information)
Printed flag—♦—If true, check has been printed through system
Intrafund Transfer flag♦——If true, voucher was an Intrafund Transfer
Destination Bank♦——If Intrafund Transfer, select the bank where the check is deposited
Stop Payment/Reissue Check♦——Select to run the Stop Payment/Reissue process
View Archived Check—♦—Select to view a copy of the vendor check
View Archived Transmittal—♦—Select to view a copy of the EFT transmittal
Email Archived Check—♦—Select to email archived check to the vendor
Email Archived Trasmittal—♦—Select to email archived EFT transmittal to the vendor
Electronic Transfer flag—♦—Defaults to true if the voucher is for electronic transfer
Direct Draft flag—♦—Defaults to true if the voucher is for Direct Draft
EFT Date—♦—The date assigned to an EFT
EFT Number—♦—The EFT number assigned to a voucher
Virtual EFT Number—♦—Number associated with the EFT (can be different if voucher has many invoices and it takes more than one stub for voucher information)
EFT Report—♦—Click to view the Vendor Payments Electronic Voucher Register associated with the EFT
Check/EFT Assigned Date—♦—The date assigned to the check/EFT
Check/EFT Assigned Time—♦—The time assigned to a check/EFT
Reissued Check flag—♦—If true, vendor check was reissued
Original Check Number—♦—Original check number assigned to a voucher


CS1 / CIS TAB

FIELDSOpt.Rec.Req.Description
Use CIS Flag♦——If true, then the voucher is associated with CIS (Communities in Schools - State of Georgia)
CIS Type♦——Expense associated with CIS; Example: Travel, Classroom, etc.
Personnel ID♦——Personnel of employee that pertains to the CIS voucher
Opt. = Optional  Rec. = Recommended  Req. = Required