Payment Management Overview

Use the Payment Management window to include invoices in a payment voucher, generate the voucher, and print the warrants to pay the invoices.

Voucher statuses

New: A voucher that may or may not have included invoices. You can edit and delete new vouchers whether or not they have included invoices. You can't void a voucher that has any included invoices. If you want to void a New voucher, first exclude any included invoices.

Submitted: You can submit a voucher that has one or more included invoices. Invoices can't be added to a submitted voucher, and it can't be deleted. Use the Undo Submit command to move the voucher back to the New state.

Approved: The voucher has been approved, but not paid. Approved vouchers can't be edited or deleted. If you need to make changes, you'll need to void the voucher and create a new one.

For cash basis accounts payable, the transactions that release the encumbrance and recognize the expenditure occur when you approve the voucher.

For accrual basis, only transactions for adjustments made in Vendor Invoice — for example, price changes and account code changes — are made when the voucher is approved.

Pending: At least one of the warrants on the voucher has been printed, but the printing hasn't been verified.

Paid: All warrants on the voucher have been printed and verified. The liability for all warrants on the voucher is cleared when the voucher is paid.

Void: Only New, Approved, or Rolled Over vouchers can be voided. A New voucher can only be voided if it doesn't have any included invoices. If you want to void a voucher that has included invoices, first exclude the invoices. Voided invoices are unusable in the future.

Payment management process

1. Create a payment voucher & include invoices on it.

2. Submit the payment voucher.

3. Approve the payment voucher.

4. Print & verify warrants. See Warrant Printing Overview

Other Payment Management functions

Return to Accounts Payable Overview