Creating AP Voucher Lines

The AP voucher lines specify which products and services you want to include on the AP voucher. You can add lines from the associated purchase order and you can add lines that are not on the purchase order but are present on the supplier invoice. You can change the quantity and unit cost of a line from a purchase order if the quantity or unit cost on the supplier invoice line is different. The column header of the AP voucher line section remains fixed when an AP voucher with multiple lines is created to enable you to easily track your AP voucher line data.

Purchase order lines must be received before an AP voucher line can be created.

The following table shows which of the purchase order line record types require a receipt:

Purchase Order Line Record Type Description

Receipt Required
Blanket Order This is a line that is based on an existing agreement with the supplier. Yes
Capital Equipment This type of line item is used to purchase capital equipment. The incoming equipment goes through a receiving process, but it does not become part of inventory. Yes
Contractor

This purchase order line item type is used to contract for something that is not received.

No
Description This type of purchase order line is used to buy something based on a description. No
Item A purchase order line to purchase known parts (i.e., an active part in the Item Master) Yes
Logistics Purchase logistics - cost here is associated with a specific item or items. Items must be allocated to the line. No
Misc. Charge If there are miscellaneous charges applicable (e.g., special handling charge for refrigeration, fuel excess fees), they should be created as a separate line item on the Purchase Order. No
On-Site Service Cost of service performed by a service provider on-site. Not to be used when an item is sent out for service or when service is done by internal personnel. No
Service Record type for a service type purchase order; one or more parts are sent out and there is an expected receipt Yes

Add a New Voucher Line From a Purchase Order

To add an AP voucher line from a purchase order:

  1. In the AP Voucher Actions component, click Add Lines from Purchase Order Lines.
  2. Select the purchase order line you want to add.
  3. Edit the unit cost as required.
  4. Edit the quantity to voucher as required.
  5. Click Save.
Notes:
  • If after adding new lines they are not automatically displayed on the AP Voucher Lines related list, refresh the page from your browser or click on the related list.
  • The table on the Add Lines from Purchase Order Lines window uses the AP Voucher Selection field set on the Purchase Order Line Item object to display the table's non-fixed columns. To add or remove columns from this table contact your administrator.

To add an AP voucher line from a purchase order:

  1. Click New Voucher Line from PO.
  2. Select the purchase order line you want to add.
  3. Edit the quantity to voucher as required.
  4. Edit the unit cost as required.
  5. Click Add Purchase Order Lines.

Add a New Voucher Line: Accounting

You can add new AP voucher lines to an AP voucher that don't exist on the supplier invoice but are present on the purchase order.

To add a new AP voucher line:

  1. In the AP Voucher Actions component, click Add Accounting Line.
  2. Enter the quantity vouchered.
  3. Enter the unit price.
  4. Select the accounting item.
  5. Select the purchase order line item.
  6. Click Save.

To add a new AP voucher line:

  1. Click New Voucher Line.
  2. Enter the quantity vouchered.
  3. Enter the unit price.
  4. Select the accounting item.
  5. Select the purchase order line item.
  6. Click Save.

Add Serial Numbers to a Drop Ship AP Voucher Line

You can add serial numbers to an AP voucher line for drop ship items delivered to a customer or supplier where no receipt has been issued but the item serial numbers are on the supplier invoice.

Note: Ensure the AP voucher status is "New" before you add or modify serial numbers. The number of serial numbers added should match the quantity on the AP voucher.

To add serial numbers to an AP voucher line:

  1. From the AP Voucher Line in Lightning Experience, click Serial Numbers. Using Classic.Closed  From the AP Voucher, click Add Serial Number.
  2. Enter the serial numbers in the text box.
  3. [Optional] Enter the delimiter value.
  4. Click Save.