Vouchers Preferences
The following preferences are found in Admin Console > Node Preferences > Purchasing - Vouchers.
| Preference | Description |
|---|---|
| After voucher is updated, go to ... | This preference determines the screen that is displayed after a user updates a voucher. New Voucher: If selected, a new voucher form is displayed, ready for editing. Former Voucher: If selected, the list of vouchers is displayed. |
| Enable vendor invoices | If selected, vendor invoices are used with vouchers. To work with vendor invoices, users must have the required security permissions. If not selected (default), the vendor invoice area is disabled and users cannot enter vendor invoice information on vouchers. |
| Require all specified packages for receiving | With this preference enabled the all listed packages for an ASN will need to be received before a voucher can be generated. The security preference "Vouchers - Allow Missing Packages" allows a user to circumvent this preference, if necessary. |
| Copy received quantity from original quantity on ASN voucher | If this option is selected, when a voucher is generated from an ASN, the Qty Rcvd on the voucher is populated from the Original Qty field on the ASN. If this option is not selected, when listing PO items on the ASN, the Order Qty is copied to the Doc Qty field, but the Rcvd Qty field must be entered manually. The Original Qty on an ASN is the item quantity that was listed when the ASN was first created. If the ASN references a PO, the PO Qty is copied to the Orig Qty field. The Qty Rcvd is the quantity that is actually going to be received, and this value can be edited after initial creation of the ASN. The Original Qty field cannot be edited; it remains the same even if you change the Qty Rcvd. |
| Allow voucher to update Inventory prices |
This preference, when enabled, will add a "Price" column to the voucher item grid. By default, this Price column will display the Price for the currently active Price Level. To update inventory prices, the user can edit the Price field. When the voucher is updated, if any Voucher Prices have been changed, a prompt is displayed to the user: |
| Allow negative quantities on vouchers | If selected, users can enter a negative Doc Qty for items on vouchers. This is typically used when returning items to a vendor using a receiving voucher. |
| Require receive voucher to reference PO | If selected, receiving vouchers must include a PO#. |
| Require return voucher to reference PO | If selected, return vouchers must include a PO#. |
| Limit Voucher against PO to only items on PO | If selected, a PO cannot be saved if it has items that that belong to a different vendor than the vendor in the PO header. Note: When this preference is enabled, you cannot exceed the PO order quantities, when a PO is referenced. |
| Consolidate Like Items on ASNs and Vouchers | (added in Prism 2.2) If Consolidate Like Items on ASNs and Vouchers is enabled, line items with the same UPC will be consolidated when added to an ASN or Voucher. If Consolidate Like Items on ASNs and Vouchers is disabled, item quantities will not be consolidated. This means that the same item will be listed multiple times if it was scanned multiple times on the original document. Default = Enabled |
| Update Order Cost when Making Vouchers | (added in Prism 2.2) When the preference is enabled, the Voucher Cost will update the Order Cost of the item. When disabled, Voucher Cost will not update Order Cost. Disabling the preference enables retailers to prevent updates to Order Cost. |
Purchasing - Voucher preferences:
Copy Received Quantity from Original Quantity on ASN Voucher
This section has additional details about the "Copy Received Quantity from Original Quantity on ASN Voucher" preference (Admin Console - Node Preferences - Purchasing - Vouchers). This preference determines how the "Qty" (Received Quantity) field on the voucher is populated. When generating a voucher from an ASN, by default the Original Quantity on the ASN is copied to the Received Qty field on the voucher. The Original Qty is the same as the Doc Qty entered on the ASN.
Below is a sample ASN showing the Original Qty for a group of items.
When the preference is at its default setting and a voucher is generated from the ASN, the ASN Original Qty is copied to the Received Qty ("Qty") field on the voucher.
Below is a sample voucher where the Original Quantity from the ASN has been copied to the Received Quantity (Qty) field on the voucher:
If the "Copy received quantity from original quantity on ASN Voucher" preference is disabled, the ASN Original Quantity has no effect on the voucher Received Quantity. The user must manually enter the Qty (Received Qty) for each item on the voucher.
Additional Voucher Preferences
The following preference areas also have settings related to vouchers:
- Grid Formats
- Purchasing > General
- Purchasing > Comments
- Sequences
Grid Formats
In the Grid Formats area of preferences, users can customize the grids that are used for various parts of the receiving process. These preferences are inherited (Corp, SBS, Store, WS).
- Voucher-PO Items: Item grid for PO items and voucher items.
- Voucher: Grid that displays the list of vouchers.
- Voucher Lookup: This is the grid that is displayed when using the Voucher Lookup or Pending Voucher features.
Purchasing > General
These preferences apply to both purchase orders and vouchers.
| Preference | Description |
|---|---|
| Cost to use for POs and Vouchers | If a voucher references a purchase order, the item's PO Cost is used as the Voucher Cost. If the item is not listed on a PO (either because a PO was not referenced or the item was not on the original PO), then the setting from this preference determines Voucher Cost If Order Cost is selected, then the value entered in the item's Order Cost field in RP9 Inventory is used. If Inventory Cost is selected, Voucher Cost will be the item's current Cost in RP9 Inventory. |
| Inventory Costing Method | This preference determines what will happen when items are received at a cost different from the current cost in Inventory. Default = Average Average: If items are received at a Voucher Cost that is different than the current cost in inventory, the new quantities at the new cost are averaged in with the existing quantities at the old cost Leave: If selected, inventory Cost is always left unchanged. Overwrite: If selected, the Voucher Cost becomes the new Cost in Inventory. |
| Restrict to one vendor per PO/Voucher | If selected, the items on the document must have the same vendor as the vendor selected in the document header. If not selected, items from different vendors can be listed on the PO/voucher. |
Purchasing > Comments
In this area of preferences, you can define any Voucher Comments that will be available for selection when creating a new voucher. These preferences are inherited (Corp, SBS, Store, WS)
- Tap or click the Plus Sign button.
- A blank text field is displayed. Type the Comment text. If you want the comment to be the default, select the Default checkbox.
- Tap or click the Check Mark button.
- Repeat as needed to create additional PO Instructions or Voucher Comments.
Document # Sequence
Retailers can customize the document sequences used for vouchers.
- In the Admin Console, select Preferences & Settings > Sequencing.
- Scroll down to the Vouchers dropdown and select the level at which voucher numbering sequences should be set: Subsidiary, Store, or Workstation. Save the change.
- Select the Node Selection link. Select the desired Subsidiary record or drill down to the desired Store or Workstation record.
- In the Next Voucher No. area, enter the desired starting number for the sequence. Save the changes.