Microsoft Dynamics GP

Purchase Vouchers

Copyright

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Publication date

March 2007

Contents
Introduction ............................................................................................................................................... 1
Whats in this manual...................................................................................................................................1
Symbols and conventions ............................................................................................................................2
Resources available from the Help menu..................................................................................................2
Send us your documentation comments ...................................................................................................4

Chapter 1: Setup ................................................................................................................................... 5

Setting up purchase vouchers .....................................................................................................................5
Understanding consecutive numbering ....................................................................................................6

Chapter 2: Routines ............................................................................................................................ 7

Assigning consecutive purchase voucher numbers................................................................................. 7
Generating and printing purchase vouchers ............................................................................................8

Glossary ......................................................................................................................................................... 9
Index ............................................................................................................................................................... 11

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Introduction
Purchase Vouchers allows you to generate purchase vouchers for Accounts Payable
invoices in accordance with the decree 522 issued by the Finance and Public Credit
ministry. This voucher is generated for all open and historic invoices. This voucher
is issued to those vendors who are not businesses, or to those who are registered
under the simplified regime as specified by the tax authorities.

Check for current instructions

This information was current as of February 2007. The documentation may be
updated as new information becomes available. Check the Microsoft Dynamics GP
online Web site (http://go.microsoft.com/fwlink/?LinkID=79222) for the most
current documentation.
The introduction is divided into the following sections:

Whats in this manual

Symbols and conventions
Resources available from the Help menu
Send us your documentation comments

Whats in this manual

This manual is designed to give you an in-depth understanding of how to use the
features of Purchase Vouchers, and how it integrates with the Microsoft
Dynamics GP system.
To make best use of Purchase Vouchers, you should be familiar with systemwide
features described in the System Users Guide, the System Setup Guide, and the
System Administrators Guide.
Some features described in the documentation are optional and can be purchased
through your Microsoft Dynamics GP partner.
To view information about the release of Microsoft Dynamics GP that youre using
and which modules or features you are registered to use, choose Help >> About
Microsoft Dynamics GP.
This manual is divided into the following chapters:

Chapter 1, Setup, describes how to perform the necessary setup to use

Purchase Vouchers.

Chapter 2, Routines, explains how to assign the purchase voucher numbers,

and how to print purchase vouchers.

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I N T R O D U C T I O N

Symbols and conventions

For definitions of unfamiliar terms, see the glossary in the manual or refer to the
glossary in Help.
Symbol

Description
The light bulb symbol indicates helpful tips, shortcuts and
suggestions.
The warning symbol indicates situations you should be
especially aware of when completing tasks.

This manual uses the following conventions to refer to sections, navigation and
other information.
Convention

Description

Creating a batch

Italicized type indicates the name of a section or procedure.

File >> Print or File >

Print

The (>>) or (>) symbol indicates a sequence of actions, such as

selecting items from a menu or toolbar, or pressing buttons in
a window. This example directs you to go to the File menu and
choose Print.

TAB

or ENTER

All capital letters indicate a key or a key sequence.

Resources available from the Help menu

The Microsoft Dynamics GP Help menu gives you access to user assistance
resources on your computer, as well as on the Web.

Contents
Opens the Help file for the active Microsoft Dynamics GP component, and displays
the main contents topic. To browse a more detailed table of contents, click the
Contents tab above the Help navigation pane. Items in the contents topic and tab
are arranged by module. If the contents for the active component includes an
Additional Help files topic, click the links to view separate Help files that
describe additional components.
To find information in Help by using the index or full-text search, click the
appropriate tab above the navigation pane, and type the keyword to find.
To save the link to a topic in the Help, select a topic and then select the Favorites
tab. Click Add.

Index
Opens the Help file for the active Microsoft Dynamics GP component, with the
Index tab active. To find information about a window thats not currently displayed,
type the name of the window, and click Display.

About this window

Displays overview information about the current window. To view related topics
and descriptions of the fields, buttons, and menus for the window, choose the
appropriate link in the topic. You also can press F1 to display Help about the
current window.

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IN T RO D U C T IO N

Lookup
Opens a lookup window, if a window that you are viewing has a lookup window.
For example, if the Checkbook Maintenance window is open, you can choose this
item to open the Checkbooks lookup window.

Show Required Fields

Highlights fields that are required to have entries. Required fields must contain
information before you can save the record and close the window. You can change
the font color and style used to highlight required fields. On the Microsoft
Dynamics GP menu, choose User Preferences, and then choose Display.

Printable Manuals
Displays a list of manuals in Adobe Acrobat .pdf format, which you can print or
view.

Orientation Training
Accesses online tutorials that show you how to complete basic procedures within
Microsoft Dynamics GP. Additional tutorials are available through the
CustomerSource Web site.

Whats New
Provides information about enhancements that were added to Microsoft Dynamics
GP since the last major release.

Microsoft Dynamics GP Online

Opens a Web page that provides links to a variety of Web-based user assistance
resources. Access to some items requires registration for a paid support plan.
Current implementation and upgrade information The most recent
revisions of upgrade and implementation documentation, plus documentation
for service packs and payroll tax updates.
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documentation and updated information for developers.
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GP product support plans and options that are available, along with
information about peer support and self-support resources.
Services information Information about Microsoft Dynamics GP support,
training, and consulting services.
Microsoft Dynamics GP Community Access to newsgroups, where you
can ask questions or share your expertise with other Microsoft Dynamics GP
users.
CustomerSource home page A wide range of resources available to
customers who are registered for a paid support plan. Includes access to
Knowledge Base articles, software downloads, self-support, and much more.

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I N T R O D U C T I O N

U.S. Payroll Updates

Provides access to tax updates for state and federal tax withholding. When you
select an option, the process to install the updates will begin immediately.
Check with your system administrator before installing tax updates. To be sure that tax
updates are installed correctly, refer to documentation for specific tax updates on the
CustomerSource Web site.

Customer Feedback Options

Provides information about how you can join the Customer Experience
Improvement Program to improve the quality, reliability, and performance of
Microsoft software and services.

Send us your documentation comments

We welcome comments regarding the usefulness of the Microsoft Dynamics GP
documentation. If you have specific suggestions or find any errors in this manual,
send your comments by e-mail to the following address: bizdoc@microsoft.com.
To send comments about specific topics from within Help, click the Documentation
Feedback link, which is located at the bottom of each Help topic.
Note: By offering any suggestions to Microsoft, you give Microsoft full permission to use
them freely.

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Chapter 1:

Setup
Use this information to set up and begin using Purchase Vouchers. You must first
classify the vendors before you can generate the purchase vouchers for payables
invoices.
When you set up Purchase Vouchers, you can open each setup window and enter
information, or you can use the Setup Checklist window (Microsoft Dynamics GP
menu >> Tools >> Setup >> Setup Checklist) to guide you through the setup
process. See your System Setup Guide (Help >> Contents >> select Setting up the
System) for more information about the Setup Checklist window.

Setting up purchase vouchers

Understanding consecutive numbering

Setting up purchase vouchers

Use the Purchase Voucher Configuration window to identify the vendors who are
registered under the simplified supplier regime. These vendors, as well as those that
are not registered as businesses, will be issued purchase vouchers for each payables
invoice. You must enter a starting number for the purchase vouchers. The purchase
vouchers are numbered consecutively based on their posting date, starting from the
number you assign here. Refer to Understanding consecutive numbering on page 6 for
more information.

To set up purchase vouchers:

1.

Open the Purchase Voucher Configuration window.

(Cards >> Purchasing >> Purchase Voucher)

The User field displays the user ID that you are logged in as.

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S ET U P

2.

Enter the starting number up to 17 digits in the Next Number field. The
purchase vouchers that you generate will be numbered consecutively starting
from this number. Be sure to enter a number with adequate leading zeroes. This
number is updated with the next available number each time you assign the
voucher numbers. The Last Update field displays the date on which the
purchase vouchers were last generated.

3.

Select a vendor ID to add to the Simplified Supplier Regime list. You can add as
many vendors as are registered under this scheme.
You can also create a text file with the details of vendors that are registered as
businesses, individuals, or under the simplified supplier regime. You can then use the
Table Import tool (Microsoft Dynamics GP menu >> Tools >> Integrate >> Table
Import) to import this information to the Purchase Voucher vendor master table. Refer
to the Import Utility documentation for more information.

4.

Choose OK to save the information you entered and close the window.

Understanding consecutive numbering

The purchase vouchers that are generated for payables invoices must be numbered
consecutively based on their posting date. You can enter the starting number for this
numbering sequence in the Next Number field of the Purchase Voucher
Configuration window. This number is updated each time you generate purchase
vouchers. You can enter up to 17 digits in this field. The number of purchase
vouchers that can be generated depends on the number you enter here, so be sure to
enter a number with adequate leading zeroes.
For example, if you enter 001 as the next number, you can generate purchase
vouchers up to the number 999. The transaction after the number 999 will be
assigned a purchase voucher number 000. No numbers will be assigned to
transactions after this. However, if you choose Additional >> Generate Purchase
Voucher, then any previously unassigned numbers in the range 001 to 999 will be
assigned to the next documents. Once all the numbers in the range have been used,
you cannot generate any more purchase vouchers.

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Chapter 2:

Routines
Use this information to assign the purchase voucher number for all posted payables
documents for the specified vendors. You can then print the purchase vouchers to
be issued to the respective vendors.
This information is divided into the following sections:

Assigning consecutive purchase voucher numbers

Generating and printing purchase vouchers

Assigning consecutive purchase voucher numbers

You can assign purchase voucher numbers to your payables invoices from the
Payables Transaction Inquiry - Document window. The numbers are assigned
consecutively based on the documents posting date. We recommend that you run
this routine each time you post a document, in order to maintain the numbering
sequence. Once a document is assigned a purchase voucher number, it will not
change even if you re-run the process.

To assign consecutive purchase voucher numbers:

1.

Open the Payables Transaction Inquiry - Document window.

(Inquiry >> Purchasing >> Transaction by Document)

2.

Select the criterion to display documents in the scrolling window, by Document

Number, Document Date, or Vendor ID. Select All or enter the range for the
selected criterion.

3.

Choose Redisplay to display the documents according to your selection. The

purchase voucher numbers will be assigned only to the documents displayed in
the scrolling window.

4.

Choose Additional >> Assign Consecutive COC numbers to assign consecutive

purchase voucher numbers to the payables documents based on their posting
date. The starting purchase voucher number is the one specified in the Next
Number field of the Purchase Voucher Setup window.

5.

Choose OK to close the window.

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Generating and printing purchase vouchers

Once you have assigned the consecutive purchase voucher numbers to payables
invoices, you can print the purchase vouchers. In the Payables Transaction Inquiry Document window (Inquiry >> Purchasing >> Transaction by Document), display
the documents for which to generate purchase vouchers. Choose Additional >>
Print COC document to generate the purchase vouchers for the displayed
documents.

The purchase vouchers are generated in two separate files for open and historic
transactions. You can print the vouchers to screen, to a file, or to a printer. If you
have not assigned the consecutive purchase voucher numbers to a document, they
will be assigned automatically while printing the purchase vouchers.
If the next number that you have entered is 000, then the purchase voucher numbers will not
be assigned automatically. You must run the Assign COC numbers process before printing
the purchase vouchers.

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Glossary
Consecutive purchase voucher
number
Consecutive numbers assigned to the
purchase vouchers based on the posting
date.

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Index

W
whats new, accessing 3

C
changes since last release, information
about 3
consecutive numbers
assigning 7
example 6
explained 6
current upgrade information, accessing on
the Web 3

D
documentation, symbols and conventions
2

H
help, displaying 2
Help menu, described 2

I
icons, used in manual 2
importing, vendor details 6
inflation adjustment, introduction 1

L
lessons, accessing 3
lookup window, displaying 3

N
new features, information about 3

O
Orientation training, accessing 3

P
Purchase Voucher Configuration window,
displaying 5
purchase vouchers
generating 8
numbering 7
printing 8

R
required fields, described 3
resources, documentation 2

S
simplified regime, vendors 5
symbols, used in manual 2

T
tutorial, accessing 3

U
upgrade, procedure 5
upgrade information, accessing on the
Web 3

V
vendor details, importing 6
vendors, simplified regime 5

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