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AR-B - Enter/Change Vouchers

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Purpose of Program


Use this program to enter vouchers for rental or lease billing, Credit Memos, and adjusting entries to your customer receivables.  If you are processing an inventory item (whether "regular" or "non-inventory") use SO-A, Enter Sales Orders instead.


 Vouchers entered in AR-B ARE NOT saved in the customer's sales history file and will NOT appear on any sales reports.  They will appear, however, on customer statements and agings.


Field Explanations

Voucher Entry Fields


Customer Code and Name

Enter a customer code (or use F2 to select one) and the code and name will be displayed here.


Inv Num

The voucher number.  F2 (Display Vouchers) is available to view existing vouchers.  This is a six digit numeric field.



The voucher date, which will be used as the posting date to the General Ledger and when calculating aging.  Just press ENTER to use the current date default, or enter any other date.


 You can enter a date here in a prior year and the voucher will post correctly.  Don't forget to reclose that year using SY-L, Reclose Prior Years.



The voucher type.  Choose A/R Voucher, Credit Memo or Cash Transaction.



The general description of the voucher.  This description will print on posting reports and on the customer's statement.



The payment terms for this voucher.  A menu will be displayed when the cursor is on this field, with the default terms for the customer highlighted.  Both the terms number and the description will be displayed.


Tot Amt

The total amount of the voucher.  This amount will be posted to your main A/R General Ledger account (the account specified in SY-A-A, Enter/Change Company Info), or in the case of a cash transaction, to the cash account.


G/L Dept

If you are using G/L Departments, enter the G/L department for posting the Tot Amt in this field; this field also functions as a default for the distribution accounts.


Due Date

The exact date this voucher is due.  This is calculated depending on the Terms value entered above.  However, you can change that date here.


Distribution Amount Fields


When you create an A/R Voucher, Advanced Accounting 7 automatically creates one side of the transaction for you, the debit to your main A/R General Ledger account.  Similarly, if this is a Credit Memo, the credit to A/R is created for you.  If this is a Cash Transaction, the debit to the General Ledger cash account is automatically created.  The Tot Amt of the voucher gets posted on this side of the transaction.  This part of the transaction will not appear on the screen.


You will need to create a balanced transaction by distributing the amount of the Tot Amt of the voucher to one or more G/L accounts.  This is done using the fields below.


G/L Account-Dept

The General Ledger Account(s) and Department(s) to which you want to apply this voucher.  You can distribute the amount of the voucher any way you wish.



The description of the G/L Account is filled in automatically by Advanced Accounting.



The Debit/Credit field defaults to the normal setting for that account, and you can change the entry if you want.



The distribution amount.  These amounts, when added to the voucher amount, must total zero.  The program offers as a default the amount needed to balance the transaction.


General Program Operation


Adding a New Voucher

The first step in entering an voucher is to choose the voucher type.  A menu of options is displayed and you will choose one of those options.  If you choose A/R Voucher or Credit Memo, a record will be added to the Accounts Receivable file updating the customer's Outstanding Invoice Amounts or Outstanding Credits.


Then enter the customer code.  You may either enter the entire customer code and press ENTER, or use the customer list display.  To use this option, press F2 while the cursor is in the Cust Code field.  For more information see Lookup Lists.


Once the customer code is in the Cust Code field, press ENTER to display that customer record.


You may wish to enter a new customer at this point.  If you enter a customer code that isn't in the customer file, you will be asked if you want to add that customer to the file.    If you answer Y, you will be shown the standard customer information screen from AR-A.  You can fill out the new customer record (for more information on adding a customer record, see AR-A, Enter/Change Customers).


After selecting the customer, enter the voucher number (Inv Num) and date.  Select the voucher type and then the terms.  If you choose a cash-type terms the voucher type will automatically be changed to Cash Trans.


 If you need to record a NSF check for a customer (or otherwise remove a payment made in error) refer to AR-C, Record Payments for more information.


To select terms use the arrow keys to move the menu bar to your choice and press ENTER.  If you need other terms types, you can add them in SY-B, Enter/Change Terms Info.  Do not use cash type terms in the voucher program.


Next, enter the amount of the voucher.


If you want the voucher to be posted to a particular G/L Department, type the Department Code into the G/L Dept field.  If you use this field, the Tot Amt will be posted to the proper A/R account with the same Department code (if it exists), and  the department code for the distribution accounts will default to the same value.


This completes the first half of the transaction.  The cursor is placed in the G/L Account field for the balancing accounts to be entered.


In the case of a standard voucher or cash transaction, the Tot Amount entry will be posted as a debit to your default A/R or bank account.  This means that the balancing transaction must be a credit or combination of credit and debit amounts, for a total of a credit.


If you have chosen to enter a Credit Memo, then the Tot Amount entry will be posted as a credit to your default A/R account and the balancing transaction must be a debit or combination of debit and credit amounts, for a total of a debit.



The second half of the transaction is to distribute to the balancing accounts.  The sum of the balancing account amounts must equal the voucher amount before you can save the voucher.  In other words, the debits must equal the credits.


You may distribute the item over a maximum of 10 different G/L Accounts.


To enter the distribution amounts you must do the following:


1.Select a G/L Account code.   To display a list of G/L account codes, press F2 while the cursor is in the G/L Account-Dept field.  After you make your selection, the appropriate account description is displayed.


2.Next, enter whether the balancing account amount should be posted as a debit or credit.  The default is the value required to balance the accounts.


3.In the Amount field, type in the amount for the account you want to use to balance the voucher amount.  Enter/Change Vouchers displays a default value which is the amount needed to balance the voucher amount.  If it is correct, press ENTER.  Otherwise, change the value to the correct amount, and continue to enter G/L Accounts and amounts until the voucher is balanced.


When you have your accounts entered and amounts balanced, press ENTER in the

G/L Account-Dept field.


If the items are in balance, and you answer Y when asked if the entries are correct, the program posts the voucher.  Posting a voucher adds the voucher to the voucher records, adds the transaction to the A/R transaction file, updates the outstanding credit or invoice balances in the Customer file, and posts the transaction to the General Ledger and to the Credit Sales Journal.


If this is a cash transaction the program will also ask for the bank account (if you have more than one - the default account is highlighted), the customer's check number, and the deposit number.


When the program is finished, the screen clears and you are returned to the Cust Code field.  You may then enter another voucher or return to the main menu by pressing ESC.


Changing an Existing Voucher

To change a previously entered voucher, you may either enter the customer code and voucher number, or use the record search keys or list display option while the cursor is in the Cust Code or Inv Num field to display the voucher.  You may also choose a customer and then list the vouchers for that customer when the cursor is in the Inv Num field.


If a payment has been made on this voucher, you are not allowed to edit it (see Reversing a Paid Voucher below).  If no payments have been made on this voucher, the program asks if you want to back out the voucher.


If you answer Y, the transaction is reversed and the item deleted.


If you answer N, the original transaction is reversed and you can enter a new transaction in its place.  You may display the old transaction for reference during editing by pressing F3.  Once the old voucher is displayed, the entry routine is the same as though it were a new voucher.


Backing out an A/R Voucher or Credit Memo reverses the operations described above for saving a voucher, although in the case of the General Ledger and Credit Sales Journal postings, an offsetting entry creates the reversal.


Reversing a Paid Voucher

A voucher that has been paid can be reversed with a "reversing voucher."  Enter a new voucher using the procedures from Adding a New Voucher, being sure to debit the accounts that were credited on the original, and vice versa.


A/R voucher: If the original voucher type was A/R Voucher, enter a Credit Memo.   Next, choose AR-C, Record Payments and pick sufficient A/R Vouchers for payment to balance the Credit Memo amount, and then pick the Credit Memo to apply the credit.  The new transaction will offset the previous transaction items and the net result is zero.


Credit Memo: If the original was a Credit Memo, enter an A/R Voucher.  Next, go to AR-C, Record Payments and pick the voucher for payment, then pick the Credit Memo to apply the credit.  The new transaction will offset the previous transaction and the net result is zero.


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