Entry Status

Voucher Entry

Open

Deleted

Recycle

Postable

Match Status

Matching

To Be Matched

Exception

Manually Overridden

Manually Set to Credit Note

Matched

Match - Dispute

No Match

Approval Status

Voucher Approval

To Be Approved

Pending Approval

Approved

Denied

Budget Status

Budget Processor

(Budget checking)

Not Checked

Valid

Error

Document Tolerance Status

Document Tolerance Checking

Not Checked

Valid

Error

Post Status

Voucher Posting

Not Posted

Posted

Payment Status

Pay Cycle

Payment Selection subprocess

Not Selected

Selected for Payment

Payment Status

Pay Cycle

Payment Creation subprocess

Selected for Payment

Paid

Payment Post Status

Payment Posting

Not posted

Posted

Adjustments

Enter adjustment vouchers for credit or debit memos, or for relating one voucher to another. This style is also used for debit memo adjustment vouchers created by the Matching Application Engine process (AP_MATCH).

See Entering Adjustment Vouchers.

See Processing Debit Memo Adjustment Vouchers.

Journal Voucher

Enter vouchers for adjusting accounting entries.

See Entering Journal Vouchers.

Prepaid Voucher

Enter prepayments (down payments, progress payments, or deposits).

See Processing Prepayments.

Register Voucher

Accrue an individual voucher for which the expense distribution is not known or not yet approved.

See Entering Registered Vouchers.

Regular Voucher

Enter standard vouchers (this is the default setting). This style is also used to enter purchase order vouchers and vouchers that require matching to purchase orders and receiving documents.

Reversal voucher

Create a new voucher with reversal accounting entries and back out encumbrances.

See Entering Reversal Vouchers.

Single Payment Voucher

Enter a voucher for a one-time vendor without having to define the vendor in the system.

See Entering Single Payment Vouchers.

Template Voucher

Create a voucher that can be used as a template for generating regular vouchers that share voucher data.

See Entering Template Vouchers.

Third-Party Voucher

Enter vouchers for charges other than merchandise charges—for example, freight-only vouchers.

See Entering Third-Party Vouchers.

Action

Select to run the Voucher Build process after you have saved a voucher, and create the voucher.

Invoice Information

VCHR_EXPRESS1

Accounts Payable, Vouchers, Add/Update, Regular Entry, Invoice Information

Enter or view invoice information, including invoice header information, nonmerchandise charges, and voucher line and distribution information.

Vendor Lookup

VNDR_LOOKUP_WRK

Click the Advanced Vendor Search link on the Invoice Information page.

Enter search criteria to retrieve vendor address information.

Note. Selecting an address here does not automatically change the vendor location to any default location associated with the address. The system uses different defaults for the vendor location value. Change the default location value using the Location field on the Invoice Information page.

Voucher Comments

VCHR_COMMENTS_TXT

Click the Comments link on the Invoice Information page.

Enter internal voucher comments.

Date Calculation

VCHR_DT_CALC_SBP

Click the Basis Date Calculation link on the Invoice Information page.

(USF) Define the date calculation basis for U.S. federal prompt payment due date requirements and enable enforcement of valid reimbursable periods for project-related vouchers.

Payment Terms

VCHR_TERMS_EXP

Click the Transfer to Payment Terms button on the Invoice Information page.

View or change the default payment and discount terms for the voucher.

Freight Charges

VCHR_FRGHT_SEC

Enter a freight amount and select the Transfer to Freight Detail button on the Invoice Information page.

Allocate the freight charges for the voucher at a more detailed level.

Miscellaneous Charges

VCHR_MISC_SEC

Enter a miscellaneous charge amount on the Invoice Information page and select the Transfer to Misc. Chrg Details (transfer to miscellaneous charges details) button.

Allocate the miscellaneous charges for the voucher at a more detailed level.

Sales Tax Charges

VCHR_SALETX_SEC

Enter a sales tax amount on the Invoice Information page and select the Transfer to Sales Tax Detail button.

Allocate the sales tax amount at a more detailed level.

Use Tax Charges

VCHR_USETAX_SEC

Click the Transfer to Use Tax Detail button on the Invoice Information page.

Specify the use tax to apply to this voucher.

Non Merchandise Charges Summary Information

VCHR_LINE_MISC_CHG

Click the Non-Merchandise Summary link on the Invoice Information page.

View the miscellaneous amounts allocated to each voucher line. On this page you can also change the allocation for a particular voucher.

Invoice Header VAT Information

VCHR_VAT_HD_EXP

Click the VAT Summary link on the Invoice Information page.

Click the Transfer to VAT Header link on the Invoice VAT Summary Information page.

Review and, if applicable, override the voucher's VAT settings.

Invoice Line VAT Information

VCHR_LINE_VAT_SEC1

Click the Invoice Line VAT link in the Invoice Lines scroll area on the Invoice Information page.

Review and, if applicable, override VAT defaults for the distribution line.

Voucher Distribution Line VAT Information

DISTRIB_LN_VAT_SEC

Click the VAT link on the VAT tab in the Distribution Lines scroll area on the Invoice Information page.

Review and, if applicable, override VAT defaults for the distribution line.

Invoice VAT Summary Information

VCHR_VAT_SM_EXP

Click the Transfer to VAT Summary link on the Invoice Information page.

Review the VAT amounts summarized by VAT rate. This page provides a preliminary view of the VAT calculations based on the parameters that have defaulted (or been manually updated), as well as the amounts entered. You can also link from this page to the VAT header, line, and distribution line defaults pages.

View Source PO/Receiver Information

VCHR_PO_INFO

Click the Purchase Order and Receiver Info link in the Invoice Line group box on the Invoice Information page.

View references to purchase orders and receivers. View any comments associated with the purchase order or receiver header or line from which the voucher and voucher line information has been copied.

Associate Receiver

VCHR_RECV_MTCH

Click the Associate Receiver(s) link in the Invoice Lines group box on the Invoice Information page.

Edit any of the receiver lines associated with the voucher line and delete a receiver line.

Associate Receiver Lines

RECEIVER_LOOKUP

Click the Associate Receiver Lines link on the Associate Receiver page.

Manually associate receiver lines to the voucher line for matching.

Invoice Line Tax Information

VCHR_LINE_TAX

Click the Sales/Use Tax link in the Invoice Lines group box on the Invoice Information page.

Review and, if applicable, override tax settings for the voucher line.

GeoCodes and Addresses

VCHR_LINE_TXGEO

Click the Override Tax Location link on the Invoice Line Tax Information page.

Define a new tax location for vouchers. Taxware or Vertex users only.

Vendor and Name

Select the vendor by entering the vendor ID or short name.

After you press TAB to exit either field, the system retrieves and populates the voucher with the full vendor name, primary address, default location information, and payment terms. In addition, the system uses default information from the vendor table in conjunction with information from other default levels (business unit, origin, and control group) to determine how the system processes this voucher.

Location

Override the default location by selecting a new location. The vendor location controls much of the default voucher processing.

Address

Override the default address by selecting a new address.

Advanced Vendor Search

Click to search for vendors using partial names and wildcard symbols.

Note. If you find that the referenced vendor does not exist on the vendor table and you want to add the vendor, you do not have to cancel the voucher on which you are working. Access the Vendor Search page by clicking the vendor link and then selecting the Add Vendor button. This takes you to the Vendor Information component, enabling you to add the vendor to the system. After saving the new vendor, close the newly opened browser session to return to the Vendor Search page. Once you are back on the Vendor Search page, select the new vendor.

Lease Number

Enter the lease number for a lease payment voucher. This field displays only when you have also installed the Real Estate Management module.

Pay Terms

Select the payment terms. These terms are populated from the Payables default hierarchy. Click the Payment Terms button to access the Payment Terms page, where you can override the defaults or change associated information.

(USF) Pay Schedule

Indicate a federal payment schedule type for this voucher. The system uses this information to group this voucher with others and assign it to the appropriate payment schedule. Select from the following:

• Manual

• Other

• Transport (transportation)

See (USF) Processing Payables for U.S. Federal Agencies.

Group

Select a control group for the voucher if applicable. The default is the earliest assigned group for the business unit and user ID. If there are no assigned groups for your user ID, the Group field does not appear.

Invoice Number

Enter the invoice number or some other control number from the voucher's supporting document. The system uses this number as a reference for duplicate invoice checking if you have selected it to be one of your match criteria.

Note. For evaluated receipt settlement (ERS) vouchers built by the Voucher Build process, the invoice number is appended with the ERS invoice sequence number suffix.

Related Voucher

Journal vouchers only.

Use this field to associate the journal voucher to the voucher whose accounting entries you are correcting.

Click the Finalize Document icon to finalize the predecessor PO. This icon also appears in the Invoice Lines scroll area as theFinalize Line icon, which you can click to finalize the predecessor PO line.

Click the Undo Finalize icon to undo the finalization of the predecessor PO. This icon also appears in the Invoice Lines scroll area as the Undo Finalize Line icon, which you can click to undo finalization of the predecessor PO line.

See Performing Partial and Final Liquidations.

Misc Amount (miscellaneous amount), Freight Amount, and Sales Tax

Enter any miscellaneous charge amount, freight amount, or sales tax amount. To allocate these charges at a more detailed level, click the icons next to these fields to access detail pages (the Miscellaneous Charges, Freight Charges, and Sales Tax Charges pages).

It is best to enter any amounts on the voucher page first before accessing the detail page. When you save the voucher, the system allocates the charges you enter to the voucher lines based on the defaults that you set in the Procurement Control component for the Payables business unit.

Note. If you override the default tax information on the Invoice Line Tax Information page and then change the sales tax amount in this field, the overridden tax information will revert to the default. Enter a tax amount here before you update any tax information on the Invoice Line Tax Information page.

See Entering Non-Merchandise Charge Details.

See (IND) Processing Excise Duty, Sales Tax, and Customs Duty for India in Payables.

VAT (value-added tax)

If this is a VAT-applicable voucher subject to exclusive VAT, enter the gross VAT amount. Click the VAT icon to access the Invoice Header VAT Information page if you need to review and override the voucher's default VAT settings. When you click this link, the system retrieves the VAT defaults based on your VAT setup and entered vendor and vendor location information.

Note. If your voucher is in a VAT environment and you do not enter any of the VAT pages for your voucher before saving it, the process to retrieve the VAT defaults is triggered automatically at save time.

See Entering Online Vouchers With VAT.

Total and Currency

Enter the full amount of the voucher, including merchandise and service amounts (entered on the voucher lines), freight, and tax. Enter the gross amount to ensure balancing between the voucher header and voucher lines. You can enter gross amounts only up to the limit specified on your Payables user profile.

See (IND) Processing Excise Duty, Sales Tax, and Customs Duty for India in Payables.

Balance

The amount that you are currently out of balance. To arrive at this figure, the system compares the sum of the voucher lines and the entered gross amount (less tax and other miscellaneous charges).

SUT Exempt

Select this check box if you want to override the default sales and use tax setup for this voucher and make it exempt from taxation.

Use Tax

The system calculates the use tax either from:

• A use tax code entered on the Invoice Line Tax Information page.

• The difference between the sales tax entered on the voucher header and the sales tax entered or calculated for the voucher lines, if the voucher lines are tax applicable but the header sales tax amount is less than the total for the lines.

Click the icon to the right to access the Use Tax Charges page, where you can specify how to allocate the use tax charges.

See Entering Non-Merchandise Charge Details.

See Entering Voucher Line Tax Information.

Comments

Click to enter comments for a voucher to explain payment schedules, issues with the vendor, or anything else you need to document the invoice. Any comments you enter in this field are meant for your reference only.

Warning! For claim vouchers, the system populates this field with identification information necessary for processing. Do not edit or delete any existing information in this field.

Accounting Date

Displays the accounting control date, which is based on the settings defined in the Payables default hierarchy. You can override it here on the voucher.

Dispatch Method

Debit Memo adjustment vouchers only.

Select a dispatch method for this debit memo adjustment voucher. This field is only available if the voucher style is Adjustment and the voucher source is Match Adjustment. You can override the dispatch method defined in the Debit Memo Options collapsible region on the Vendor Information Payables Option page. Options include Blank, EDI/XML, Email, Fax, Phone, and Print.

See Processing Debit Memo Adjustment Vouchers.

See Specifying Debit Memo Options.

Packing Slip

Enter a packing slip number from the supplier's invoice. The packing slip number can be used by the Matching process to associate the voucher to the receiver if the document association rule is set up to use this criteria.

This field also appears for vouchers with the ERS or Quick Invoice source type.

See Viewing and Updating Document Association Rules.

See ERS Vouchers.

(USF) Basis Date Calculation

Click to access the Date Calculation page, where you can enter information that enables you to schedule the payment for this voucher on a U.S. federal prompt payment basis. You can also use the Date Calculation page to enable enforcement of valid reimbursable periods for project-related vouchers.

See Applying Prompt Payment Protocols.

See Enforcing Valid Reimbursable Periods for Project-Related Vouchers.

Doc Seq (document sequencing)

Click to access the Document Sequence page, where you can view or override the document sequencing settings. This link appears only if you have implemented document sequencing.

See Processing Document Sequencing in Payables.

Non Merchandise Summary

Click to access the Non-Merchandise Charges Summary Information page, where you can view the miscellaneous amount allocated to each voucher line for each charge code. This page is useful only after you enter or copy voucher line information.

Withholding

Click to access the Withholding Detail page, where you can view or override the default withholding details for the voucher. This link appears only if the voucher is associated with a vendor setup for withholding. If you are adding a voucher and enter the vendor on this page rather than the add and search page, the link appears when you press TAB to move out of the Vendor field.

See Reviewing and Entering Withholding Information for Vouchers.

VAT Summary

Click to access the Invoice VAT Summary Information page, where you can view the calculated VAT totals for the invoice by VAT code.

You can also link from the VAT Summary page to the VAT default pages if you need to review or override VAT defaults for the voucher.

Note. If the voucher is in a VAT environment and you do not enter any of the VAT default pages for the voucher before you save it, the process to retrieve VAT defaults is triggered automatically at save time.

See Reviewing VAT Summary Information for a Voucher.

Calculate (calculate on-demand balancing)

Click to perform on-demand balancing calculations and check if the voucher is in or out of balance. The system displays an amount of 0.00 in the Total field when the voucher is in balance.

These buttons are located at the header and line level and in the Balancing groupbox.

PO Unit (Purchasing business unit) and Purchase Order

If you want to copy all of the lines from a purchase order into the voucher, enter the Purchasing business unit and the PO ID for the purchase order you want to copy. Then click the Copy PO (copy purchase order) button.

This option is available only if you are creating a regular voucher, template voucher, or third-party voucher.

Important! When copying a purchase order into a voucher, do not begin by entering nonmerchandise and tax-exempt information on the add and search page. Use the Copy PO button to ensure that the system provides these amounts by default to the appropriate fields.

Voucher ID

If you want to copy all of the lines from another voucher into the voucher, enter the voucher ID number that you want to copy. Then click the Copy to Voucher button.

To copy individual voucher lines, enter a vendor and click the Copy from Worksheet link.

This option is available only if you are creating an adjustment or third-party voucher.

Voucher to be Reversed

If you want to reverse a voucher, select the voucher ID number of the voucher you want to reverse, and click the Copy to Voucher button. The system copies all information related to the selected voucher (such as voucher lines, distribution lines, freight/miscellaneous charges/sales tax, and VAT information) into the reversal voucher.

This option is available only if you are creating a reversal voucher.

Reverse Remaining Vchr Balance (reverse remaining voucher balance)

Select to reverse only the unpaid voucher balance.

This option is available only if you are creating a reversal voucher.

Adjust PO/Restore Encumbrance (adjust purchase order/restore encumbrance)

Select to restore the encumbrance and to adjust the purchase order matched quantity or amount.

This option is available only if you are creating a reversal voucher, and if the related purchase order has not been reconciled.

If the related purchase order on the voucher line has been reconciled, this check box is clear and unavailable for entry on the voucher line of the Invoice Information page.

Worksheet Copy Option

If you want to search for individual source documents to copy, to select a range of source documents, or to review individual source documents, select one of the options in this field to access the appropriate Copy Worksheet:

• Non PO Receipt

• None

• PO Receipt

• Purchase Order Only

• Template

• Voucher

See Using Source Documents to Create Vouchers Online.

Distribute by

Select a distribution method:

Amount: You must enter the merchandise extended amount for the voucher line. You may also enter the quantity, unit price, and UOM (unit of measure) on the voucher line and a quantity on the distribution line for informational purposes only.

If you change the value in the merchandise Extended Amount field, the Unit Price field is recalculated.

Note. Any changes in the extended amount will be reflected in the distribution. The system adjusts the distribution line that has the maximum distribution line number. If you reduce the amount below the original PO amount, then the only adjustment is to set the amount to zero on the distribution line which has the maximum distribution line number. In this case, you must still adjust the distribution amounts so that they tie back to the voucher line amount. In addition, any change to the merchandise amount will be accompanied by a corresponding change to unit price. If the original distribution method on the purchase order was quantity and you change the method to amount, then the distribution as well as the voucher line information remains unchanged. Even under the amount distribution method, the voucher line quantity should equal to the sum of distribution line quantity. If they are not equal then an error message is issued.

Qty (quantity): The system calculates the merchandise amount on the invoice lines and distribution lines based on the quantity and unit price. You must enter the quantity, unit price, and UOM. The Extended Amount field is not available for entry.

Select the Force Price option if you want to force the unit price based on the entered merchandise amount. This option is described below.

Note. If you change voucher line quantity, the system does not adjust the distribution lines in response. Therefore, if you change the voucher line quantity, you must adjust the corresponding distribution level quantity. There is a validation to check if the voucher line quantity is equal to the sum of distribution quantities. In addition, if you change the quantity on the copy worksheet (either PO or receiver), then the changed quantity is copied onto the voucher line whereas the distribution still retains the original PO quantity. You should manually adjust the distribution quantity such that the sum of distribution quantity equals the voucher line quantity. If the original distribution method on the purchase order was amount and if you change the method to quantity, then the system recalculates the distribution amounts using the quantity on the distribution line and the unit price on the voucher line. There is also an option of forcing the price that is available under this method. Selecting this option will force the system to calculate the price based on the extended amount. When you select this option, the unit price field is grayed out.

SpeedChart

Enter a SpeedChart. When you press TAB to move out of the edit box, prorated amounts and distribution ChartFields appear on the voucher distribution lines. If the SpeedChart was defined with no proration percentages, you must enter the distribution amounts yourself.

Speedchart is not available on the reversal or prepaid voucher, as these voucher styles do not enable you to add voucher lines.

See Defining SpeedCharts.

Use One Asset ID

Select to override all assets on the voucher line to use the same asset ID.

Selecting this option causes the system to update all of the asset IDs for all asset-applicable distribution lines under the voucher line to NEXT, each Sequence Number to 1, and the Profile ID to the profile ID of the first distribution line.

You can override these values on individual distribution lines.

See Adding and Maintaining Assets.

View PO/Receiver (view purchase order/receiver)

Click to access the View Source PO/Receiver Information page, where you can view information about the source purchase order or receiver, including comments of various types, including header, line, and ship-to comments. This link appears only if you have Purchasing installed on the same database.

Associate Receiver(s)

Click to access the Associate Receiver page and Associate Receiver Lines page, where you can manually associate individual receivers with the voucher line for three-way matching. This link is active only if you have copied purchase order or receiver information onto the voucher using the Copy Worksheet Option field and the purchase order requires matching, or if the vendor is set up for receipt-only matching.

See Running the Matching Process.

Item

You may enter an item ID reference code and a line item description of up to 30 characters. If you also have Purchasing installed, you can use an existing item from the Purchasing item table. When you press TAB to move out of this field, the system populates the Description field with the associated description.

Sales/Use Tax

Click to access the Invoice Line Tax Information page, where you can override the default tax settings for the voucher line.

Invoice Line VAT or VAT and Intrastat

Click to access the Invoice Line VAT Information page, if you need to review and override the default VAT and Intrastat settings for the voucher line. The VAT and Intrastat link appears only on VAT-applicable adjustment vouchers.

Note. If your voucher is in a VAT environment and you do not enter any of the VAT pages for your voucher before saving it, the VAT defaulting process is triggered automatically at save time.

See Reviewing and Overriding Voucher Line VAT Defaults.

Force Price

Select if you want to force a change to the unit price to achieve the entered extended amount. Use when the sum of the merchandise amounts on the distribution lines don't match, usually because of rounding. Selecting Force Price enables you to change the extended amount and have the unit price recalculated to achieve that extended amount.

Note. This check box is available only if you are distributing by quantity and copying from either a purchase order or a receiver. You must refresh the page to enable the Force Price check box.

Related Voucher

For reversal and adjustment vouchers, displays the voucher ID of the voucher line being reversed or adjusted.

Maintenance Work Order

Select the specific work order for the invoice line.

Task Number

Select a work order task for the invoice line. Available tasks depend on the selected maintenance work order.

Resource Type

Select Labor, Material, or Tools.

Resource Line No (resource line number)

Select a specific resource line number for this invoice line. Available resource line numbers depend on the selected resource type.

Amount

Enter the amount that you want to charge to the ChartField values that follow. The total of all amounts you enter on the distribution lines for a voucher line must equal the merchandise amount on the parent voucher line. An error message appears if there is an imbalance.

Quantity

Enter the number of units purchased that should be associated with the distribution line. This field is required if you are distributing by quantity. It is optional if you are distributing by amount. If you have entered a quantity on the voucher line, the total of all quantities entered on the distribution lines for that voucher line must equal the quantity on the parent voucher line. If you are entering a voucher line for a fixed asset that you will send to Asset Management, you must enter a quantity for the asset.

GL Unit (General Ledger business unit)

Identifies the General Ledger business unit that will be charged with the expense coded on the distribution line.

The default value is the General Ledger business unit of the Payables business unit under which the voucher is being entered. If you change the value to charge a different General Ledger business unit, the system creates interunit accounting entries. This occurs during voucher and payment posting. In this case, ChartField validation occurs based on the ChartFields of the General Ledger business unit.

Note. When you enter interunit vouchers on the Invoice Information page, the value for the Budget Status field on the Voucher Summary page changes from Valid to Not Budget Checked. You must run the budget checking process to reset the status to Valid to make the voucher eligible for posting during Voucher Post.

Entry Event

Enter the entry event code for the voucher if applicable. This field's display is dependent on your organization's configuration of the Standard ChartField Configuration page.

See Completing the Standard ChartField Configuration Page.

See Using Entry Events in Payables.

Account

Enter an account. When you save the voucher, the system validates the account you enter along with any other ChartField values. If the account you select has been set up as a statistical account, the Amount and Quantity fields on the invoice line become inactive and any values you may have already entered are deleted.

If the Installation option is enabled, the Altacct field appears next to the Account field in the grid.

OpenItem

If the account you enter has been set up as an OpenItem account, you must enter an open item reference.

Select a reference by prompting. If you enter a reference for an account that is not an open item account, an error message appears on save edit. You must remove the invalid reference before you can save the voucher.

See Using OpenItem Accounting in Payables.

Project ID

Enter a project identifier. This field appears if you do not have Project Costing installed on your database.

Budget Date

Displays the budget date of the distribution line, if the Commitment Control feature is enabled. You define which field the system uses for the budget date on a voucher in the Source Transactions component when you set up the Commitment Control feature in General Ledger. You can also specify at the installation options whether the default budget date is the accounting date of the voucher or of the predecessor document (purchase order).

See Setting Up Commitment Control Source Transaction Types.

See Defining Options for Installed PeopleSoft Applications.

Affiliate

If the vendor is an interunit vendor, this field is not editable and the affiliate code appears by default.

GL Unit (general ledger business unit) and Currency

Identifies the general ledger business unit that is charged with the expense coded on the distribution line, as well as the currency in which it will be charged.

Exch Rate (exchange rate)

Appears automatically based on the default rate type from the market rate tables. You may override this value on the Voucher Attributes page. This field appears only when the distribution general ledger business unit is different from the voucher's general ledger business unit, or when the voucher is saved.

Asset

Select to enter asset information for the distribution line. All the fields on this tab become active when you select the Asset check box.

Business Unit (Asset Management business unit) and Profile ID

Enter a business unit and a profile ID to indicate that the distribution line is related to an asset. These fields are required.

Note. You cannot assign the same asset ID to different profile IDs.

Once the voucher has been sent to Asset Management, you cannot change the Asset Management business unit or Profile ID fields unless you unpost the voucher.

Asset ID

Enter an asset ID. Otherwise, the field value NEXT appears by default. This value indicates that the next asset ID value in the Asset Management system is assigned automatically. When you accept NEXT as the default, you can use the Sequence Number field to make more than one distribution line share the same automatically incremented asset ID.

The system validates that a unique asset ID has only one profile ID associated with it for a given voucher line.

Note. You cannot perform asset transfers in Payables. You can make ChartField changes in Payables, but you must also have your asset manager make a corresponding change in the appropriate Asset Management page.

Sequence Number

If you have accepted the default asset ID value of NEXT, you can enter a sequence number to indicate an asset grouping of voucher distribution lines.

If the asset ID is NEXT, you can enter any numeric value in this field. The unique combination of NEXT in the Asset ID field and the sequence number you enter here cause a unique asset ID to be generated when the information is processed by Asset Management.

For example, if you have four distribution lines for assets that you want to assign to two separate asset IDs, you can specify an asset ID of NEXT and a sequence number of 1 for the first two lines and an asset ID of NEXT and a sequence number of 2 for the next two. Each group of two lines is assigned its own asset ID number.

Leave this field blank if you entered a known asset ID. If the asset ID is NEXT and the Sequence Number field is blank, the system generates a unique number.

If you selected the Use One Asset ID check box for the voucher line, the system populates the Asset ID field with NEXT and the Sequence Number field with 1 for each asset-applicable distribution line, and causes Asset Management to assign all distribution lines to the same Asset ID.

Cost Type

Select the cost type for the asset:

A: Allowance for ADV Depr.

C: Cost type.

G: Grant reimbursements.

M: Margin.

P: Scrap on asset.

R: Revaluation.

S: Sale of assets.

V: Reserve for ADV Depr.

Misc Charge Amount (miscellaneous charge amount)

Displays the miscellaneous charge amount.

Freight Amount

Displays the freight charge amount.

Sales Tax

Displays the sales tax charge amount.

Total Amount Due

Displays the combined total of the miscellaneous, freight, and sales tax charge amounts.

Tax Exempt Flag

Select to disable entry into the Sales Tax and Use Tax fields.

Use Tax

Displays the total use tax charge amount.

VAT

Displays the entered VAT amount.

VAT Not on Invoice

Displays VAT amounts not included on the invoice.

Calculate (calculate on-demand balancing)

Click to calculate the combined total of the miscellaneous, freight, and sales tax charge amounts subtracted from the total amount due. The total appears in the Invoice Lines field; this amount should be equal to the subtotal amount on the vendor's invoice.

Transfer to Misc Chrgs Detail (transfer to miscellaneous charges detail page)

Click to access the Miscellaneous Charges page, and define miscellaneous charges.

Transfer to Freight Detail

Click to access the Freight Charges page, and define freight charges.

Transfer to Sales Tax Detail

Click to access the Sales Tax Charges page, and define sales tax charges.

Transfer to Use Tax Detail

Click to access the Use Tax Charges page, and define prorated or nonprorated use tax charges.

VAT

Click to access the Invoice Header VAT Information page, and define VAT defaulting information for this voucher.

Prorate

The charge code appears based on the defaults that you have set on the Procurement Control - Non-Merch Charges page. If the default is to prorate the freight, the Prorate check box is selected. This field is unavailable for entry.

Charge Type

For each miscellaneous charge amount that you add, you must select a charge code. you define these codes on the Misc Charge/Landed Cost Defn page and set up the default charge codes for the Payables business unit on the Procurement Control - Non-Merch Charges page.

If you select a nonprorate charge code, the system uses the allocation option you selected on the Non-Merch Charges page to either allocate the charge to the distribution line or expense it to the header.

Account and other ChartFields

If you add a prorated charge code, no ChartFields appear on this page.

If you add a nonprorated charge code and allocate, the system requires an account. The value appears by default from the Accounting Entry Template. You can override the account.

If you are expensing, the account and other ChartField values appear by default based on the inheritance rules. You cannot modify balanced ChartFields.

Line Match Option

Select a matching option for the line:

Full Match: requires matching.

No Match: does not require matching.

PO/Receipt Header Comments and PO/Receipt Line Comments

Use these group boxes to view any comments associated with the purchase order or receiver line from which the voucher line information has been copied. The original comments were entered with the purchase order or receiver in Purchasing. The Comment Type field indicates whether the comment is a ship-to comment, PO header comment, and so forth.

Send to Vendor

Indicates whether this comment has been sent to the merchandise vendor through PO Dispatch.

Recv Dt Opt (receiver date option) and Recv Date (receiver date)

You can further narrow your search by selecting from the following values and then specifying a receiver date:

No Date: The date of the receiver is not included in the search. The default setting.

<=: The system searches for receivers dated before or on the date specified in the Recv Date field.

=: The system searches for receivers with a date equal to the date specified in the Recv Date field.

>=: The system searches for receivers dated after or on the date specified in the Recv Date field.

Search

When you have entered the search criteria, select this button and the system returns all receivers related to the specified search criteria and the purchase order on the voucher line.

Select

Select the receiver or receivers you want to associate with the voucher line and click OK. The system associates the selected receiver or receivers' details to the voucher to be used when matching the voucher.

Sales/Use Tax Destination

Indicates the location for which a sales or use tax is applicable. This value is defined as a ship to location, but it does not have to be the same as the ship to location defined in the Payables control hierarchy.

Sales/Use Tax Applicability

Indicates the tax that applies to the tax destination. Select one of the following options:

Exempt: Item is exempt from sales tax.

Exonerated: Purchaser is exonerated from sales tax.

Sales Tax: Apply sales tax. Enter the gross sales tax amount on the voucher header.

Use Tax: Apply use tax. Do not enter the tax amount on the voucher header.

Ultimate Use Code

Enter a code to override the default tax rate that is based on the ship to location. This field is available for entry only if an ultimate use code is defined for the ship to location on the Ship To Sales/Use Tax Default page.

See Defining Ultimate Use Codes.

Tax Code SUT (sales and use tax code)

The tax code that applies to this voucher line. A tax code consists of a group of tax authorities. For example, if a certain locality has a city tax, trade use tax, county tax, and state tax, you can create four tax authorities and group them into a single tax code. The tax code that defaults here depends on a number of factors.

See Understanding PeopleSoft-Only Sales and Use Tax Processing.

Include Misc Charges (include miscellaneous charges)

Select to indicate that any additional charges must be taxed and added to the net-extended amount before calculating sales/use tax.

Include Discount

Select to have the system calculate any applicable discount and subtract it from the net-extended amount before calculating sales/use tax.

Note. If the discount is lost, the system does not automatically recalculate and adjust any tax amounts.

Include Freight

Select to indicate that any freight amount must be taxed and added to the net-extended amount before calculating sales/use tax.

Include VAT

Select to indicate that any VAT amount must be taxed and added to the net-extended amount before calculating sales/use tax.

Regular

• Non PO Receipt (non purchase order receipt).

• PO Receipt (purchase order receipt).

• Purchase Order Only.

• Template.

Adjustments

Voucher.

Note. The nonmerchandise charges are copied into the voucher only if you copy the entire voucher. They are not copied if you copy select lines.

Claim

Note. You cannot manually create claim vouchers, but you can update existing claim vouchers.

• Non PO Receipt.

• PO Receipt.

• Purchase Order Only.

• Template.

• Voucher.

Journal

None.

Prepaid

None.

Register

None.

Reversal

Voucher.

Single-payment

None.

Template

• Non PO Receipt.

• PO Receipt.

• Purchase Order Only.

• Template.

• Voucher.

Note. When copying a voucher into the template voucher, the nonmerchandise charges are copied only if you copy the entire voucher. They are not copied if you copy select lines.

Third-party

• Non PO Receipt.

• PO Receipt.

• Purchase Order Only.

• Voucher.

Invoice Information

VCHR_EXPRESS1

Accounts Payable, Vouchers, Add/Update, Regular Entry

Select the type of source document you want to copy.

Copy Worksheet (purchase order)

VCHR_LINE_PO_WRK

Select Purchase Order Only in the Worksheet Copy Option field on the Invoice Information page.

Select the lines from one or more purchase orders for copying to the Invoice Information page.

Copy Worksheet (receiver)

VCHR_LINE_RECV_WRK

Select PO Receipt or Non PO Receipt in the Worksheet Copy Option field on the Invoice Information page.

Select the lines from one or more receivers for copying onto the Invoice Information page.

Voucher Worksheet

VCHR_TP_VCHR_WRK

Select Voucher in the Worksheet Copy Option field on the Invoice Information page.

Select the lines from one or more merchandise vouchers for the third party voucher you are entering. You can select this option only if you are creating template, third-party, adjustment, or reversal vouchers.

Voucher Template

VCHR_TEMPLATE

Select Template in the Worksheet Copy Option field on the Invoice Information page

Copy information from a template voucher

PO Business Unit

Search for purchase orders by purchasing business unit. You must enter a purchasing business unit.

View Matched/Cancelled Only

Select to limit the search to include matched and cancelled purchase orders only.

You must have authority to copy matched and cancelled purchase orders. You set this up in Defining User Preferences.

PO Number From and PO Number To

Enter a PO number in the PO Number From field to search for individual purchase orders. Search for a range of purchase orders by entering PO numbers in the PO Number From and the PO Number To fields. You must also enter a purchasing business unit.

PO Line Number From and PO Line Number To

Enter a PO line number in the PO Line Number From field to search for individual purchase order lines by . Search for a range of purchase order lines by entering PO line numbers in the PO Line Number From and the PO Line Number To fields. You must also enter a PO number. These fields are not available if you select a range of PO numbers.

PO Date Option and PO Date

Enter the PO Date Option field in conjunction with the PO Date field to limit your search to purchase orders that fall within a selected date range.

Get only the PO lines that contain the following information

Select to include only the PO lines that contain the data specified in the additional search criteria. This field is set as the default.

Get all PO lines for any PO that contains the following information

Select to include all purchase order lines for purchase orders that contain the data specified in the additional search criteria.

Item ID, Item Description, Quantity, Unit Price, Merch Amt (merchandise amount), Vendor Item ID, Mfg Item ID (manufacturing item identification), and Contract ID

Enter data to further refine your search. You can enter data in more than one field. When you search for quantity, unit price, or merchandise amount, you should also enter at least one of the following fields: Item ID, Item Description, Vendor Item ID, Manufacturing ID or Contract ID.

Search

Click Search to populate the Select PO Lines scroll area with the purchase orders that match your search criteria. This button is not available until you enter a purchasing business unit.

Copy Selected Lines

Click Copy Selected Lines to copy selected purchase orders lines onto the voucher. This field is not available until you select Search to display PO lines.

Note. If the Copy Matched and Closed PO option is selected for your user preferences and you create a voucher that references a PO that has a matched line (because an earlier voucher also referenced the PO) and an unmatched line, then when you copy the PO to the voucher, the matched PO line will copy with both the amount and the quantity at zero.

Reset

Click Reset to remove the Select PO Lines scroll area and clear selection criteria.

Select All

Click to select all of the lines for all purchase orders displayed.

Clear All

Click to deselect all of the lines for all purchase orders displayed.

Select

Select individual purchase order lines by selecting this check box in the appropriate row.

Quantity Vouchered

Displays the quantity on the PO line. This field can be modified if the PO line is not an amount only PO line. If you change the quantity vouchered, this value and the extended amount (quantity × unit price) are carried forward to the voucher line. However, you must change the distribution line manually on the Invoice Information page to match both the quantity and the extended amount.

Merchandise Amt (merchandise amount)

Displays the merchandise amount on the PO line. This field can be modified if the PO line is an amount only PO line.

Select All

Click to select all of the lines for a single purchase order. Each purchase order that the system returns has a Select All button. You must click the button for each purchase order to select its lines.

Clear All

Click to deselect all of the lines for a single purchase order. Each purchase order that the system returns has a Clear All button. You must click the button for each purchase order to deselect its lines.

PO Business Unit

Search for purchase orders by purchasing business unit. You must enter a purchasing business unit, a receiving business unit, or both.

Note. This field appears only if you selected PO Receipt in the Worksheet Copy Option field on the Invoice Information page.

PO Number

Enter a PO number to search for individual purchase orders. You must also enter a purchasing business unit.

Note. This field appears only if you selected PO Receipt in the Worksheet Copy Option field on the Invoice Information page.

PO Dt Opt (purchase order date option) and PO Date

Enter the PO date option in conjunction with the PO Date field to limit your search to purchase orders that fall within a selected date range.

Note. This field appears only if you selected PO Receipt in the Worksheet Copy Option field on the Invoice Information page.

Receipt Unit

Search for the receipts by receiving business unit. You must enter a purchasing business unit, a receiving business unit, or both.

Receipt Number From and Receipt Number To

Enter a receipt number in the Receipt Number From field to search for individual receipts. Search for a range of receipts by entering receipt numbers in the Receipt Number From and the Receipt Number To fields. You must also enter a receiving business unit.

Receiver Line From and Line

Enter a receiver line number in the Receiver Line From field to search for individual receiver lines. Search for a range of receiver lines by entering receiver line numbers in the Receiver Line From and the Line fields. You must also enter a receipt number. These fields are not available if you select a range of receipt numbers.

Receipt Date Option and Receipt Date

Enter the Receipt Date Option field in conjunction with the PO Date field to limit your search to receipts that fall within a selected date range.

Ship To, Packing Slip, Pro Number, Bill of Lading, and Carrier ID

Enter data in these fields to further refine your search. You can enter data in more than one field. You must enter a Receipt Unit if you use these fields to limit your search results.

Get only the Receipt lines that contain the following information

Select to include only the receiver lines that contain the data specified in the additional search criteria. This field is set as the default.

Get all Receipt lines for any Receipt that contains the following information

Select to include all receiver lines for receipts orders that contain the data specified in the additional search criteria.

Item ID, Item Description, Quantity, Unit Price, Merch Amt (merchandise amount), Vendor Item ID, Mfg Item ID (manufacturing item identification), and Contract ID

Enter data to further refine your search. You can enter data in more than one field. When you search for quantity, unit price, or merchandise amount, you should also enter at least one of the following fields: Item ID or Item Description.

Search

Click Search to populate the Select Receiver Lines scroll area with the purchase orders that match your search criteria. This button is not available until you enter a purchasing or receiving business unit.

Copy Selected Lines

Click Copy Selected Lines to copy selected receiver lines onto the voucher. This field is not available until you select Search to display receiver lines.

Reset

Click Reset to remove the Select Receiver Lines scroll area and clear selection criteria.

Select All

Click to select all of the lines for all receipts displayed.

Clear All

Click to deselect all of the lines for all receipts displayed.

Select

Select individual receiver lines by selecting this check box in the appropriate row.

Quantity

Displays the unmatched quantity (in the voucher unit of measure) on the receiver line. This field can be modified if the receiver line is not an amount only line. If you change the quantity, this value and the extended amount (quantity × unit price) are carried forward to the voucher line. However, you must change the distribution line manually on the Invoice Information page to match both the quantity and the extended amount.

Merchandise Amount

Displays the merchandise amount on the receiver line. This field can be modified if the receiver line is an amount only line.

Select All

Click to select all of the lines for a single receipt. Each receipt that the system returns has a Select All button. You must click the button for each receipt to select its lines.

Clear All

Click to deselect all of the lines for a single receipt. Each receipt that the system returns has a Clear All button. You must click the button for each receipt to deselect its lines.

Get only the Voucher lines that contain the following information

Select to include only the voucher lines that contain the data specified in the additional search criteria. This field is set as the default.

Get all Voucher lines for any Voucher that contains the following information

Select to include all voucher lines for vouchers that contain the data specified in the additional search criteria.

Item ID, Item Description, Quantity, Unit Price, and Merchandise Amount

Enter data to further refine your search. You can enter data in more than one field. When you search for quantity, unit price, or merchandise amount, you should also enter at least one of the following fields: Item ID or Item Description.

Search

Click Search to populate the Voucher Information scroll area with the voucher lines that match your search criteria.

Copy Selected Lines or Copy Entire Document

Click to copy voucher information onto the voucher. This button is not available until you select Search to display returned voucher information results. When the system retrieves multiple vouchers, you can copy selected voucher lines. When the system retrieves only one document, you can copy the entire document.

Reset

Click Reset to remove the Voucher Information scroll area and clear selection criteria.

Select All

Click to select all of the lines for all vouchers displayed.

Clear All

Click to deselect all of the lines for all vouchers displayed.

Unpaid

Displays the unpaid balance of the voucher being adjusted. This field is displayed only if you are creating an adjustment voucher.

The system issues a warning if the adjustment amount is greater than the unpaid balance of the voucher being adjusted.

Reverse Qty/Amt (reverse quantity/amount)

If the voucher you are adjusting references a purchase order, select this check box to reverse matched quantities or amounts for the purchase order. This field is available only if you are creating an adjustment voucher.

See Entering Adjustment Vouchers.

Select

Select individual voucher lines by selecting this check box in the appropriate row.

Adjust Matched Values, Restore Encumbrance or Adjust Mtch Value/Encumbrance

This field is available only if you are creating an adjustment voucher and the original voucher has an unreconciled related purchase order. The field label and action of this field change depending on the following factors:

• Adjust Matched Values: Commitment Control is not enabled for the business unit and the purchase order copied to the voucher requires matching. Select to adjust the matched value on the purchase order.

• Restore Encumbrance: Commitment Control is enabled for the business unit and the purchase order copied to the voucher does not require matching. Select to have the Budget Processor process restore or liquidate the encumbrance budget.

• Adjust Mtch Value/Encumbrance: Commitment Control is enabled for the business unit and the purchase order copied to the voucher requires matching. Select to restore or liquidate the encumbrance budget and to adjust the matched value on the purchase order.

See Entering Adjustment Vouchers.

Select All

Click to select all of the lines for a voucher. Each voucher that the system returns has a Select All button. You must click the button for each voucher to select its lines.

Clear All

Click to deselect all of the lines for a voucher. Each voucher that the system returns has a Clear All button. You must click the button for each voucher to select its lines.

Template ID

Select a template ID. If only one template ID is defined for the vendor, that template ID will prepopulate this page field.

Copy from Template

Click Copy from template to copy the appropriate invoice header, line, and distribution information from the source template voucher onto the voucher you are adding. This action returns you to the Invoice Information page.

Voucher - Payments

VCHR_PAYMENT_PNL

Accounts Payable, Vouchers, Add/Update, Regular Entry, Payments

View the payment schedule for a voucher and override payment settings. On this page, you can change the payment schedule, schedule multiple payments, schedule direct payment to an alternate vendor or vendor location, record a manual payment, and create an express payment.

Holiday/Currency Options

PAY_OPT_SEC

Click the Holiday/Currency Options link on the Voucher - Payments page.

Override the default bank holiday processing options and currency options for the payment.

Vendor Bank Account

PAY_TO_BANK_SCHED

Click the Vendor Bank Account link on the Voucher - Payments page.

Set the pay to bank account for the remit to vendor.

Late Charge Information

LATE_CHRG_SBP

Click the Late Charge link on the Voucher - Payments page.

Override late interest charge information.

Payment Message

PYMNT_VCHR_MSG

Click the Messages link on the Voucher - Payments page.

Enter a payment message text or select a predefined payment message code to include on the payment remittance advice.

Draft Maturity Dates

APD_MATURIT_DT_SEC

Click the Drafts link on the Voucher - Payments page. This link is active only for a draft payment method.

Specify draft settings for a draft payment method.

Letter of Credit Details

LC_AP_INQ1

Click the View Related Links icon next to the Letter of Credit ID field on the Voucher - Payments page or the Voucher Attributes page.

View details about a letter of credit.

Letter of Credit Doc (letter of credit document)

LC_AP_INQ2

Click the View Related Links icon next to the Letter of Credit ID field on the Voucher - Payments page or the Voucher Attributes page.

View details about a letter of credit document.

Layout

AP_EFT_LYT_SEC

Click the Layout link on the Voucher - Payments page.

Enter information to settle a payment through Financial Gateway or Pay Cycle Manager functionality.

HIPAA

VCHR_HIPAA_SEC

Click the HIPAA link on the Voucher - Payments page.

(USA) Enter information for Health Insurance Portability and Accountability Act of 1996 (HIPAA) compliance. The link and page appear only if the voucher's payment method has an EFT layout of HIPAA.

Pay Terms

Modify the payment terms.

Schedule Payment

Click this button to schedule the payment before you save the voucher. This function enables you to preview the payment due dates and discount (if any). With multi-payment terms, you can also generate installment payment records (and review and edit them, if necessary) in advance of committing them when saving the voucher. You can always edit the voucher immediately after saving, but this alternate method may offer more peace of mind.

HIPAA

Click this link to access the HIPAA page, where you can enter HIPAA information for the voucher.

This link appears only if the voucher's payment method has an EFT layout of HIPAA.

Scheduled Payment

Displays the scheduled payment number.

Remit to, Location, and Address

Displays the appropriate remit to vendor for the payment based on the remit to vendor established for the vendor on the Invoice Information page. This value defaults from values established at the vendor location level. Whereas in most cases you remit directly to the vendor that sent you the voucher, the system enables you to override the default choices for remit to vendor, location, and address.

For example, if a vendor requires that payments be sent to its company corporate office rather than to a local office address, you can select the location to which the payment should be sent. You can also change the remit to vendor to pay one vendor for the vouchers of another, as is the case with factoring relationships, for example.

Click the Alternate Names icon to enter alternate names for the remit-to vendor.

(USF) Schedule ID

U.S. federal payment schedule ID. This field is populated only after you have run the Pay Cycle process for the payment.

See (USF) Processing Payables for U.S. Federal Agencies.

Gross Amount

Enter the payment amount for the scheduled payment if you do not take a discount. If you have multiple payments scheduled for the voucher, the sum of the gross amounts for each of these payments must equal the gross amount of the voucher on the Invoice Information page.

Discount

Enter the amount of the discount that can be taken on the scheduled payment. If you have multiple payments scheduled for the voucher, the sum of all the discount amounts must equal the total discount amount available for the voucher. If you miss the discount due date and elect not always to take the discount, you cannot take advantage of this discount amount, unless you reschedule the payment with new dates.

Late Charge

Select to access the Late Charge Information page, where you can review and override the system-assigned payment reason code and the late charge information that appears by default through the Payables control hierarchy.

You can override the payment reason code after you have paid the voucher, but you cannot change the Late Charge Option or the Late Charge Code fields after payment. Only user-defined codes appear.

Note. This page is available only if you have enabled late charge calculation on the Installation Options - Payables page.

Net Due

Displays the net due date. When Payables automatically schedules payments, the system calculates the net due date by applying the appropriate net payment terms timing calculation for the payment terms on the Invoice Information page. If you have specified net delay days for the vendor or for the Payables business unit, the system adds that number of days to the date calculated from the payment terms to determine the net due date when the gross amount for the scheduled payment is due.

Discount Due

The system calculates the discount due date by applying the appropriate discount payment terms timing calculation for the payment terms on the Invoice Information page. If you have specified discount delay days for the vendor or for the Payables business unit, the system adds that number of days to the date calculated from the payment terms to determine the latest date that you can legitimately retain the discount amount for the scheduled payment.

Discount Denied

This check box is display-only and is set by the Pay Cycle process. When the Evaluate Discount Rate feature is enabled at the Installation Options level, the Pay Cycle process determines whether the discount should be taken. If the discount is not taken, the Discount Denied check box is selected.

Scheduled Due

Determines when to pay the scheduled payment. During the payment selection step of the Pay Cycle process, the system compares the pay through date (entered as part of your payment selection criteria) to the scheduled pay date. If the scheduled pay date is less than or equal to the pay through date, the scheduled payment is a candidate for payment.

When Payables automatically schedules payments, the scheduled due date is set to one of these values:

• Discount due date: When there is a discount available and the discount due date is later than the current date.

• Net due date: When there is no discount available or the discount due date has passed.

• Current date: If the net due date has passed.

Users authorized to schedule payments manually can manipulate these dates and amounts to tailor the voucher's scheduled payments to meet your organization's cash flow requirements.

Note. When bank holiday processing is enabled, the system adjusts the scheduled due date forward or backward according to whether the due date falls on a work day, weekend, or holiday, depending on the parameters that are in effect.

Note. Once the scheduled due date has been populated for a payment (either by calculation or by direct user entry), that payment is considered scheduled. The payment schedule is not updated for any subsequent changes in payment terms or basis date/amount data. You must first remove the data from the Scheduled Due date field if you want to reschedule an already scheduled payment.

Accounting Date

The accounting date is based on the settings defined in the Payables default hierarchy.

Bank and Account

Select the bank and bank account from which the payment is issued. This appears by default from the control hierarchy, but you may override these settings.

Method

Select a payment method:

ACH: Automated Clearing House.

BEF: Customer-initiated EFT draft.

BOO: Customer-initiated draft.

CHK: System check.

DD: Direct debit.

DFT: Vendor-initiated draft.

EFT: Electronic Funds Transfer.

GE: Giro EFT.

GM: Manual giro.

LC: Letter of credit.

MAN: Manual check.

WIR: Wire report.

Drafts

Click to access the Draft Maturity Dates page, where you can specify the draft maturity date options for the payment. This link is active only if you select a draft payment method.

See Processing Drafts.

Pay Group

Select the pay group for this payment, where applicable. Pay groups are used as part of the pay cycle selection criteria. You can use them to better control which payment schedules are selected when. You define vendor pay groups on the Vendor Pay Group Codes page.

See Defining Vendor Pay Group Codes.

Handling

Displays the payment handling code, which appears by default from the Payables control hierarchy. Each payment handling code has a sort sequence related to it that determines the order in which it prints. Checks are printed according to the sort sequence in ascending order: the lower the sort sequence number, the higher the sort priority. You must always have a payment handling code on a scheduled payment. You define payment handling codes on the Payment Handling Codes page.

See Defining Payment Handling Codes.

Netting

Displays the status for the netting auto selection process (TR_NET_ASEL):

H (hold): Net payment is on hold for the netting auto selection process in Treasury. This payment schedule is available for the netting selection process to select it.

N (not applicable): Netting does not apply to this payment. This vendor is not a netting vendor

S (selected): Net payment is selected for payment. Payment has been processed by the netting selection process and is now ready to be processed by the Netting Close process in pay cycle processing.

See Managing Bilateral Netting.

Message

Enter a payment message of up to 70 characters to appear on the remittance advice (check stub). You can also click the Messages link to access the Payment Message page, where you can select message codes for predefined messages to appear on the remittance advice and specify the order in which they appear. You can repeat this for each scheduled payment.

You define message codes on the Payment Messages page in the Procurement Options menu.

See Establishing Standard Payment Messages.

Action

Select the payment action:

• Schedule: This is the default value for scheduled payments.

• Record: Select to record a manual payment.

  Today's date populates the Payment Date field.

  Note. You can also create manual payments using the Manual Payment Creation page.

• Cancelled: Indicates that this payment has been cancelled. This value is display only; you cannot select it.

• Escheated: Indicates that this payment has been escheated. This value is display only; you cannot select it.

• Prepaid: Indicates that this payment schedule was paid by a prepayment. This value is display only; you cannot select it.

See Using Additional Payment Processing Options.

See Processing Prepayments.

Pay

This field is only enabled if you have set the payment action to Record. This field enables you to indicate that either the Full amount or the Discounted amount is being paid.

Reference

Enter a reference number when recording a manual payment.

Payment Date

The default is today's date. You can change it to reflect the date of the manual payment.

Applied Voucher

Displays the voucher ID of the prepaid voucher to which this regular voucher was applied. This field appears only on regular vouchers applied to prepayments.

See Processing Prepayments.

Hold Payment

Select this option to place a payment on hold. The system stores the scheduled payment but the Pay Cycle process does not pay it.

When you are ready to take the payment off hold, clear the check box.

Hold Reason

Select a code to explain the payment hold:

• AMT: Amount in Dispute.

• CRT: Contract Retention.

  Note. Retention from a recurring voucher contract is automatically placed on hold.

• GDS: Goods in Dispute.

• IPC: Inbound IPAC Required

• QTY: Quantity in Dispute

• WTH: Withhold Hold.

  Note. A payment may be automatically placed on Withhold Hold, depending on the withholding setup.

The reason codes are stored in a translate table. You can add more codes to the translate table using PeopleTools.

Letter of Credit

Displays the ID for the letter of credit. This field is only active for a payment method of LC.

Click the View Related Links icon to view the Letter of Credit Details page and the Letter of Credit document page.

See Letters of Credit.

Separate Payment

Select this check box if you do not want this payment to be grouped with other payments for the remit to vendor.

(USF) Inbound IPAC

Select to indicate that this voucher is to be applied to an inbound IPAC transaction. This places the voucher payment on hold with a Hold Reason of IPC, IPAC hold, until the inbound IPAC data has been staged and is ready for you to associate with the voucher.

This field is available only if you have enabled federal payments on the Installation Options - Payables page.

See Processing Inbound IPAC Transactions.

(USF) Select IPAC

Click to access the Inbound IPAC Stage Selection page, where you can search for and select staged inbound IPAC transactions to associate with the voucher.

This field is available only if you have enabled federal payments on the Installation Options - Payables page.

See Processing Inbound IPAC Transactions.

Payment Inquiry

Click to access the Payment Inquiry page to view payment information. This link is active only if the voucher has been paid.

See Reviewing Payment Information.

Holiday/Currency Options

Click to access the Holiday/Currency Options page, where you can change the default bank holiday processing and currency options for the payment.

Express Payment

Click to access the Express Payment page, where you can create an express payment. The system copies all relevant information on the voucher to the payment fields for creating an express payment.

See Using Express Payments.

Vendor Bank Account/Layout

Click to access the Vendor Bank Account/EFT Layout page, where you can select the bank account sequence number, payment settlement method, and EFT layout for a payment.

See Defining EFT Options for Payment Methods.

Prepayment

Select to search for and apply eligible regular vouchers to a prepaid voucher. This link is active only if you are entering a prepaid voucher.

See Processing Prepayments.

(USF) IPAC

Click to access the IPAC page, where you can enter and review IPAC information for the voucher. This link is active only if you have enabled federal payments on the Installation Options - Payables page and the payment method you selected is defined as an IPAC EFT layout for the bank you have selected.

See Processing Outbound Intra-Governmental Payment and Collection System Transactions in Payables.

Holiday Options

Select from the following:

Not Applicable: The system does not take bank holidays into consideration when it calculates the payment due dates.

Due After Holiday: The system takes any bank holidays into consideration when it calculates the payment due date and delays payment until after the bank holiday.

If you select this value, you can also select the Allow due date in next month check box to enable the payment to be made in the next month. If you don't select this check box, and the payment date after a holiday does fall in the next month, the system schedules the payment before the holiday. For example, you would not select this value if you generally want payments to be made after a holiday but not in the next month when a holiday falls at the end of a month.

Due Before Holiday: The system takes any bank holidays into consideration when it calculates the payment due date and makes the payment before the bank holiday.

Days

Enter the number of days after or before the holiday the payment can be made.

Payment Currency

Select the currency in which the payment is made.

Rate Type

Select the rate type for converting the invoice currency to the payment currency.

Specify Rate

Select if you want to enter a specific rate for converting the invoice currency to the payment currency in the Exchange Rate field.

Paid

If you enter a specific exchange rate, the amount in the payment currency is calculated and reported here.

Note. This field is in deferred processing mode and a trip to the server is required to calculate the paid amount. You can invoke a trip to the server by clicking the Refresh button (access key: ALT+0).

Payment Reason Code

Displays the system-assigned payment reason code; you can override this value after you have paid the voucher.

You set up payment reason codes on the Payment Reason Codes page. The system-applied reason code that you attach to the SetID for this business unit on the Payables Options - Payments page defaults into this field.

Late Charge Option

Select either Compute Charges to have the system calculate late charges, or select Not Applicable.

You cannot change this value after the voucher has been paid.

Late Charge Code

If you choose to compute late charges at the voucher level, set the value here.

You cannot change this value after the voucher has been paid.

You set up late charge codes on the Late Interest Charges page.

Late Charge Amount

Displays the amount of the late charge to be paid.

Late Charge Denied

If the system calculated late charge is below the minimum pay amount (as defined during late charge set up), the system does not pay the late charge. The late charge is denied. The system displays the denied amount in the Late Charge Denied field and the late charge amount becomes zero. When the late charge is above the minimum pay amount, it appears in the Late Charge Amount field and the Late Charge Denied field becomes zero.

Draft Sight

References the agreed upon payment terms between you and your vendor. These terms are similar to accounts payable and accounts receivable payment terms, except that it does not use discounts. You maintain your default sight codes at the business unit, voucher origin, and vendor levels of the control hierarchy. The system uses the draft sight code to calculate the maturity date.

Maturity Date

When you save a voucher with a payment method of draft, the system calculates the draft maturity date and the scheduled maturity date using the scheduled due date, draft sight code, and bank holiday processing options. You can override the Maturity Date field here, but the voucher payment schedule due date must be less than or equal to the maturity date.

Scheduled Maturity Date

When you save a voucher with a payment method of draft, the system calculates the draft maturity date and the scheduled maturity date using the scheduled due date, draft sight code, and bank holiday processing options. You can override the Scheduled Maturity Date field here, but the voucher payment schedule due date must be less than or equal to the maturity date.

Group Code

Use to group payment schedules manually into one draft.

Bank Account Sequence Number

Displays a bank account sequence number. The system then automatically populates settlement method and layout code values, if defined.

Layout

Select an applicable layout code. The system displays codes depending on the bank code, bank account, and payment method defined on the Payments page. When you click Save, the system validates layout codes against those defined at the bank account level.

Settle by

Displays the settlement method of the selected layout, either Financial Gateway or Pay Cycle Manager.

Note. You must select layouts settled through Pay Cycle Manager for federal payments, single payment vouchers, and (USA) HIPAA payments.

Voucher Attributes

VCHR_STATUS_IA

Accounts Payable, Vouchers, Add/Update, Regular Entry, Voucher Attributes

View and, if applicable, override the default transaction currency processing, the match status, the voucher approval setting, voucher processing options, tax group, and accounting instructions. Where applicable you can also pay unmatched vouchers and access SBI (Self Billing Invoice), prepayment, and Letter of Credit information on this page.

Post Voucher

Select to allow the voucher to post. The default for a voucher is derived from the control hierarchy: control group, origin, business unit. If the default is post, the check box is selected and the voucher is available to the voucher posting process, assuming that all other edit, approval, and control group criteria are met.

To prevent the voucher from posting, clear this check box.

Revalue Voucher

This check box is selected by default and must remain selected if the voucher is to be picked up by the PS/AP Revaluation process (AP_REVALUE).

See Performing the PS/AP Revaluation Process.

Close Voucher

Enables you to relieve any outstanding liability on a voucher without paying it to the vendor. You might opt do this to ensure proper payment on a disputed vendor invoice. The voucher posting process creates the accounting entries to close the voucher, and the reversals go back against the original expense account. This check box is not available if the voucher has not been posted.

Delete Voucher

Enables you to delete a voucher from Payables. For control purposes, you can do this only if the voucher is in an unposted state and no portion of the voucher has ever been paid.

Accounting Template

Identifies the Accounting Entry Template that is associated with this voucher. The Accounting Entry Template controls the offset accounts, for example the sales tax, freight, and discount accounts.

Account At

Determines how you view discounts. Select from:

Net: Accounting at net assumes that you will always take a discount. If you don't, the discount is lost.

Gross: If you account at gross, the discount is earned when you are able to take it.

Status

Displays the current matching status of the voucher. You can change the match status, but what you can change varies depending on where the voucher is in the matching process.

For example, before running the matching process, you can change the matching status to No Match on a line by line basis; that is, you can indicate which lines require matching and which lines do not.

The user ID does not require match override authority to switch between a matching status of Ready and a status of No Match.

The match status values are:

CreditNote: Marks the voucher as being matched with a credit memo adjustment voucher.

Dispute: Indicates that the voucher is on hold from further matching processing.

Exceptions: A voucher that fails the matching process initially has a status of Exceptions. In this case, you can select the Exceptions link on the Voucher - Summary page to transfer to the Match Exception Workbench Details page. Or you can override the match status here, provided your user ID has match override authority.

Matched: Indicates that the voucher has successfully passed the matching process.

No Match: Indicates that all voucher lines are flagged as Do Not Match.

If no lines are flagged for matching, the system sets voucher matching to No Match. The system sets this value automatically when it copies voucher information from a purchase order or receiver.

You can set this value manually as well.

Overridden: Enables the voucher to pass matching by setting the match status to Matched, even though the voucher does not match specified purchase orders or receivers.

If you had previously set the status to Overridden you may change it back to Exceptions.

Ready: Marks the voucher as ready for matching, so that it can be processed the next time the matching process is run.

If voucher lines exist that have been flagged as full match, the system sets the voucher matching status to Ready before the voucher can be saved. The system sets this value automatically when it copies voucher information from a purchase order or receiver.

You can set this value manually as well. The user ID does not require match override authority to switch between a matching status of Ready and a status of No Match.

Match Due Date

Edit the match due date for this specific voucher. The Matching process selects only the vouchers that are ready to be matched as of that date.

Pay UnMatched Voucher

Select to pay an unmatched voucher. You must have authority, defined in user preferences, to do this.

Source

Select the source of the currency exchange rate:

Tables: The system determines the currency exchange rate automatically using the PeopleSoft Financials exchange rate table.

If the system is assigning the exchange rate using the PeopleSoft Financials exchange rate tables, the voucher transaction currency, rate type, and invoice date determine which rate the system uses to convert amounts to the business unit's base currency.

User: Enter your own exchange rate (independent of the tables) in the Exchange Rate field.

Currency, Rate Type, and Exchange Rate

The currency and rate type appear by default from the control hierarchy of business unit, origin, control group, and vendor. You can override these settings here on the voucher.

Approval

Set the approval status of the voucher:

Default from Higher Level: The system looks to the next level in the Payables hierarchy for the voucher approval setting.

Pre-Approved: The voucher's approval status is set to approved. The voucher is not routed for approval and is immediately available for payment.

Specify at this Level: Specify the Business Process and Rule Set to use for approving the voucher using the Virtual Approver.

Letter of Credit ID

Select the letter of credit ID for the payment. This field is populated during voucher save based on the value in the L/C ID field on the Payments page.

Click the View Related Links icon to view the Letter of Credit Details page and the Letter of Credit document page.

See Letters of Credit.

Tax Group and Tax Payment Type Code

Payables uses these fields to create payments, for example garnishment payments, for Payroll.

Voucher - Summary

VCHR_SUMMARY_PG

Accounts Payable, Vouchers, Add/Update, Regular Entry, Summary

Appears only after you save the voucher.

View important voucher information, summarized from the other three primary pages, such as voucher header information, various statuses, and payment terms. Also view voucher entry information, such as the voucher source, the date entered, the user ID that entered the voucher, and the date the voucher was last updated.

Voucher - Error Summary

VCHR_ERRORSMMRY_PG

Accounts Payable, Vouchers, Add/Update, Regular Entry, Error Summary

Appears only after you save the voucher.

View any Voucher Build processing errors, matching errors, duplicate invoices, and out of balance and combination edit errors on the voucher.

Header Errors for Business Unit x, Voucher y

VCHRHDR_ERRORS_SEC

Click the Go To Review Errors icon in the header section on the Invoice Information page.

View errors on the voucher header.

Errors for Invoice Line x

VCHRLN_ERRORS_SEC

Click the Go To Review Errors icon in the Invoice Lines scroll area on the Invoice Information page.

View errors on a voucher line.

Errors for Distribution Line x in Invoice Line y

VCHRDST_ERRORS_SEC

Click the Go To Review Errors icon in the Distribution Lines grid on the Invoice Information page.

View errors on a voucher distribution line.

Miscellaneous Charges Errors for Business Unit x, Voucher y

VCHRMSC_ERRORS_SEC

Click the Go To Review Errors icon next to the Misc. Amount field on the Invoice Information page.

View miscellaneous charge errors for a voucher.

Errors for Scheduled Payment x

VCHRSCH_ERRORS_SEC

Click the Go To Review Errors icon on the Voucher - Payments page.

View errors for a scheduled payment.

Field Name

Displays the field where the error exists.

Message

Displays an explanation of the error.

Voucher On-Demand Processes

VCHR_STM_RQST

Accounts Payable, Batch Processes, Vouchers, Voucher On-Demand Process

Run on-demand process groups (predefined groups of multiple, sequential voucher processes) for a batch of vouchers.

Voucher Process Option

Select from the following:

• Process All Units: process all available vouchers in all business units.

• Process Business Unit: process all available vouchers in a specific business unit, which you enter in the Business Unit field.

• Process Voucher: process a specific voucher, which you enter in the Voucher field.

Initiate Entry Event Generator

Select to initiate the FS_EVENTGEN Application Engine process to generate entry events when running the on-demand process group.

See Using Entry Events in Payables.

Action

Select one of the following on-demand process groups:

• Journal Generate (PST_VCHRGL).

• Journal Gen, Load AM (POSTAPGLAM).

• Voucher Post Load AM (POSTAPAM).

• Voucher Post (PST_VCHR).

Note. The process groups available depend on your user ID.

See Setting Up On-Demand Processing.