Allocating Vouchers to Multiple Departments

Accolent ERP allows the allocation of Vendor Invoices, referred to as Vouchers, to multiple expense GL Accounts. A voucher can have multiple expense lines each of which may be allocated to its own department. Once all expense lines on the voucher are assigned to departments, the voucher can be posted. The GL posting of the expenses will follow the allocation of Departments entered by the user. However, the GL Posting of the Accounts Payable will be only to the default Department specified in the Warehouse Department Defaults.

Default Department

  • All GL Postings for all Accounting Journals require a Warehouse and a Department.
  • The GL Account Defaults for all transactions are set up on the Warehouse GL Defaults screen.
  • Similarly, the Default Department for all transactions is set up on the Warehouse Department Defaults screen.

Voucher Entry

  • Create Voucher ZZ12347 for Vendor Staples for $500 and split this between 3 departments.

GL Posting of Voucher

  • The AP-side posting uses the default Department (i.e., 001-Department-001) set up in the Warehouse Department Default settings.
  • The Expense-side is split by the User between 3 Departments.

  • The GL Posting of the Voucher splits the Expense-side by Department, but not the AP side.

Voucher Report

  • The Vouchers by Vendor Report shows the splits by Department to follow the GL Posting. The Discount follows the Department allocation.

Create Check to Partially Pay Voucher

  • Now partially pay the voucher on check M60258 for $75.
  • Checks show only the Accounts Payable side not the Expense side.
  • NOTE: Since this is a partial payment, the discount is correctly set to zero.

  • The check was made and distributed to the 3 departments correctly.

  • The Voucher is shown as partially paid.

Check GL Posting

  • Check M60258*1 GL Posting is correct.
  • The Check department is taken from the default Department setting.

AP Aging

  • AP Aging shows correctly that the Voucher was partially paid.
  • Because the Voucher is still within terms, a discount on the whole amount of the Voucher is still available and can be taken if the Voucher is paid in full, within terms.

 

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