What This Process Does


  • This process will create an invoice and voucher for the purchase order chosen.
  • Normal processes must be run (Assign Check Numbers, if necessary, Check Register, etc.) until all information is posted in the Financial Management module.
  • Make sure to run the Distribute Disencumbrances process to disencumber the encumbrances in the Purchase Orders module and to wash out the encumbrances in the Financial Management module.


Requirements


  • Creation of PO - In order for a PO Voucher to be created, the actual purchase order must first have been created in the Purchase Orders module.
  • Approved PO - If the approval of a purchase order is required, its recommended that you establish screen defaults for SITE in the Add Purchase Order Vouchers Search Browse screen. This will only show purchase orders that were approved in the Purchase Orders module.


Best Practices


  • Credit Invoices - If you are entering multiple invoices towards a PO and one of these invoices is a credit invoice, enter this invoice first and then the rest of the invoices. If these are the final invoices for this PO then turn ON the Close PO flag when entering the last invoice.


Add PO Vouchers


  1. Procurement → Vendor Payments → Add Tab → PO Vouchers
  2. Select the purchase order that needs a PO voucher.
  3. On the first screen, the Add PO Invoice Screen, populate all necessary fields with information that will be shown on the Invoice and Voucher Masters. If this is the final payment for this PO, select the Close PO boolean.
  4. Click the Save button. The Add Purchase Order Voucher Browse Screen automatically opens up.
  5. Select a transaction, whether you have multiple transactions or only one.
  6. Determine how much will be paid in this transaction. If this transaction is not to be paid, click the Skip this Account boolean in the top left corner of the screen.
  7. If this is to be the only payment for this transaction/account, flag the Finaled boolean to indicate that the payment will be the only or last payment.
  8. After all necessary fields have been populated, click the Save button.
  9. After all transactions have been edited, click the Save and Go to Next Invoice button.
  10. Now you can select another Purchase Order to be paid.
  11. Once you are finished creating invoices and vouchers, click the Cancel/Finished button.
  12. The Audit Trail generates. Review the report for accuracy.
  13. If the report is correct, click Cancel and set your flags.


FIELDSOpt.Rec.Req.Description
Skip This Account♦——Set to true if the voucher will not be paid, or set to false if the voucher will be paid
Vendor ID——♦Defaults from the invoice created
Invoice ID——♦Defaults from the invoice created
Bank ID——♦Defaults from the purchase order created; the Bank ID can be changed but must be edited manually
Account Type——♦Defaults from purchase order
Account Code——♦Defaults from purchase order
Cost——♦Defaults from purchase order; can be edited if you want to pay a different amount on a transaction
Shipping / Handling——♦Defaults from purchase or can entered here
Voucher Description♦——Defaults from invoice created; can be edited if needed
Prepaid Expense♦——Set to true if this voucher is purely for informational purposes only
Electronic Transfer♦——Set to true if this voucher is to be recorded as an electronic transfer
1099 Payment♦——Set tot rue if this voucher is to be recorded as a 1099 payment
Finaled♦——Set to true is this payment is to be the only payment for this transaction1
Manual Voucher♦——In the Manual Voucher/Transfer Tab; set to true if the check was manually written; enter in the check number and date
B/S Codes——♦The debit, credit and payable codes associated with the PO voucher; located in the B/S Tab
Processing Period——♦The period in which the voucher will be expensed (Distribution) and cleared (Clear Checks); located in the Processing Period Tab
Opt. = Optional  Rec. = Recommended  Req. = Required


1Finaled Button: Two scenarios:


  1. The purchase order contains multiple transactions and the purchase order is to remain open. If the partial payment is to be the last or only payment for the transaction, the transaction will be disencumbered for the remaining amount.
  2. The purchase contains one transaction and the purchase order is to be closed. The partial payment will be the only payment of the transaction, so the entire purchase order will be disencumbered.