How to Enter an AP Voucher in SyteLine
how to enter an AP voucher in SyteLine
Also searched as
- SyteLine voucher builder PO receipt
- SyteLine AP invoice entry
- SyteLine voucher out of balance
- SyteLine voucher distribution account
Short answer
A SyteLine AP voucher records a vendor invoice. For purchased goods, build it from received purchase order lines so quantity and price match; for services or expenses, enter the distribution accounts directly. Post it, then pay it through payment processing. Price and quantity differences are the usual source of trouble.
Applies to: Infor SyteLine 8.x and CloudSuite Industrial 9.x and 10.x with the Accounts Payable module. Form names and approval options vary by configuration.
How to enter a voucher against a PO receipt
- 1Confirm the PO receipt has been posted. Matching is against received quantity, so unreceived lines cannot be vouchered in a standard three-way match.
- 2Open the voucher builder (or vouchers form in your menu), choose the vendor and enter the vendor invoice number, invoice date and total.
- 3Pull in the received PO lines for that vendor and select the lines on the invoice. Adjust quantity and unit price to the invoice.
- 4Enter freight, tax or miscellaneous charges on the invoice and allocate them to the correct accounts or to the items if landed cost is in use.
- 5Check that the voucher total equals the vendor invoice total and that distributions balance to zero difference.
- 6Review the price and quantity variance against the PO and the item's cost, then save and process or post the voucher according to your period setup.
- 7If approval is required, route the voucher for payment authorization before it appears in payment selection.
- 8Pay the voucher through the payments process once due and approved.
PO vouchers versus non-PO vouchers
A PO voucher ties the invoice to received lines. The system compares invoiced quantity and price with the PO and the receipt, and posts any difference to a purchase price variance account. This is the control that stops paying for goods you never received or at a price you did not agree.
A non-PO voucher has no receipt to match, so you enter the expense account distributions yourself: utilities, freight bills, professional fees. Use a clear distribution and a consistent vendor invoice number format, because duplicate invoice number checks depend on it.
Variances, tolerance and landed cost
When an invoice price differs from the PO price, the difference is a price variance. Many sites set tolerances so small differences post automatically while larger ones need review. For inventory items on standard cost, the variance goes to a purchase price variance account; on average or actual cost it adjusts the item cost, which affects inventory value.
Freight and duties on goods are often better handled through landed cost, so the cost lands on the item and not on an expense account. The landed cost page covers this, including the order of vouchering the carrier invoice.
Common voucher errors
A voucher that will not save or post is almost always out of balance, missing a distribution account, or posting to a closed period. Check the voucher total against distributions, check the account is valid for the site and the period is open in the General Ledger period settings.
Duplicate invoice warnings mean the same vendor and invoice number already exist. Look it up before overriding, since overriding is how double payments start. A quick check of recent vouchers for the vendor is shown below.
-- Possible duplicate vendor invoices (verify table and column names on your release) SELECT vend_num, vend_invoice_num, COUNT(*) AS cnt FROM vch_hdr GROUP BY vend_num, vend_invoice_num HAVING COUNT(*) > 1;
Common pitfalls
- !Vouchering before the PO receipt is posted, so the lines are not available to match.
- !Overriding a duplicate invoice warning without checking the earlier voucher, leading to double payment.
- !Posting freight to an expense account when it should be landed cost, understating inventory value.
- !Entering a price different from the PO without reviewing the variance account the difference will hit.
- !Posting into a closed or wrong accounting period.
- !Skipping payment authorization, so approved vouchers never appear in payment selection.
How an ERP-grounded AI assistant handles this
ERPray can list vouchers on hold, vendors with possible duplicate invoice numbers, or PO lines received but not vouchered, and it shows the query. It does not enter or post vouchers by itself; any write-back is approved by a person in the AP role. A good accounts payable clerk with the standard forms and the received-not-invoiced report may not need anything more.
Frequently asked questions
How do I voucher a PO receipt in SyteLine?
Open the voucher builder, enter the vendor and invoice details, select the received PO lines, adjust quantity and price to match the invoice, add freight or tax, confirm totals balance, and save or post. Matching needs the receipt to be posted.
Why is my voucher out of balance?
The invoice total and the distributions do not agree. Check lines, freight, tax and rounding, and ensure each distribution has a valid account. Fix the difference before posting.
Where do price variances go?
On standard cost items the difference between invoice and standard goes to a purchase price variance account. On average or actual costing it changes the item cost. Your accountant should confirm which method your site uses.
How do I find POs received but not vouchered?
Use the received-not-invoiced or uninvoiced receipts report, or query received PO lines with no matching voucher. It is the standard month-end accrual list for goods in transit through AP.
Related
How to Handle Landed Cost and Voucher a PO Receipt in SyteLine
Landed cost charges such as freight, duty, and brokerage are added against the PO or the receipt, allocated across the received line items by value or quantity, and rolled into the item's received cost before it is vouchered. Vouchering itself is the 3-way match between PO price, receipt quantity, and vendor invoice, and mismatches beyond your tolerance percentage get held for review instead of posting automatically.
How-toHow to Receive a Purchase Order and Return Goods to a Vendor in SyteLine
Receiving happens in PO Receipts against open PO lines, updating on-hand quantity and open PO balance. Returning goods is a separate return-to-vendor transaction that reverses the receipt, references the original PO and receipt, and should tie to an AP debit memo so the vendor invoice and payment reflect the returned quantity.
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