Changing GL number on vouchers

What happens if a GL number is changed during the vouching process? The PO was set up with an incorrect GL number.

To answer this question, we need to distinguish between the older, green screen version of Accounts Payable and the new Web Connect Financial Management (WCFM) version of Accounts Payable. The WCFM version of AP removed some functionality in order to eliminate the out-of-balances that the green screen version of AP was susceptible to.

We also need to distinguish between a voucher in “Paid” status and a voucher in “Pay” status.

Finally, unlike a non-PO invoice, a PO invoice in MS4 already has a GL number assigned to it as part of the Purchase Order; therefore, the best way to avoid charging to the wrong account is to implement procedures which minimize the risk of putting the wrong GL number on a Purchase Order in the first place.

With all this in mind, for a PO invoice in the green screen version of AP in a “Pay” status, the account number can simply be changed on the invoice and the system will credit the old number and debit the new number.

For a PO invoice in the green screen version of AP in a “Paid” status, the system doesn’t allow you to change a GL number. We’re not exactly certain of the reason for this, but with the out-of-balance issues the green screen version of AP experienced, it’s reasonable to assume this process could have caused out-of-balances with the GL. The only correct way to take care of this situation would be to create and post a journal entry on GL.

For a PO invoice using the new WCFM version of AP in a “Pay” status, the account number can’t be changed. This was done to eliminate a possible area where an out-of-balance could occur between AP and GL. One way to correct this would be to delete the invoice, correct the GL number on the Purchase Order in Materials and then re-enter the invoice. If that’s not an option, a journal entry would need to be created on the General Ledger.

Finally, for a PO invoice using the new WCFM version of AP in a “Paid” status, the account number can’t be changed. The only way to address this situation would be to create a journal entry on the General Ledger.