Using Quick Invoices

This chapter provides an overview of quick invoices and summary invoices and discusses how to:

Enter and update quick invoices.
Enter summary invoices.

Understanding Quick Invoices and Summary Invoices

This section discusses:

Quick invoice overview.
Purchase order and receiver copy functionality for quick invoices.
Summary invoice processing.
Voucher build processing logic for associating voucher lines with purchase order and receiver lines.
Quick Invoice Entry component configuration.

Quick Invoice Overview

The Quick Invoice Entry component (VCHR_QUICK_PNL) provides efficient data entry for large volumes of similar invoices and invoices for which you can use defaults to complete most of the voucher details. The Quick Invoice Entry component contains minimal online edits; default and edit processing are handled by the Voucher Build Application Engine process (AP_VCHRBLD). This makes the component easy to configure and upgrade and offers improved performance when saving data.

The Quick Invoice Entry component enables you to enter minimal invoice information, such as the business unit, vendor ID, invoice ID, invoice date, and merchandise amount. The Voucher Build process completes the other required fields for the voucher records using defaults from the Payables control hierarchy. You can also use the Quick Invoice Entry component to copy purchase order and receiver information to create vouchers—either by copying purchase orders and receivers directly to the quick invoice at the time of entry, or by specifying key field information for the Voucher Build process to use in associating voucher lines with specific purchase order or receiver schedule lines. You can also set up session defaults that automatically populate voucher fields for an entire session, and you can override those defaults for a particular voucher.

The Quick Invoice Entry component comes with two templates: the complete worksheet and the simple worksheet.

The add and search page of both worksheets display the Freight Amount, Misc Charge Amount (miscellaneous charge amount) and Sales Tax Amount fields. When you complete these fields, the system uses the values to automatically populate the worksheet's Balancing region.

Both worksheets display four invoice lines by default; the system automatically deletes any unused lines when you click Save. Use the Session Defaults page to modify the number of lines that display.

The complete worksheet enables you to enter more voucher line information than the simple worksheet. If you have a purchase order-related voucher and want to copy from a purchase order or receiver, select the complete worksheet. On the complete worksheet, you can enter multiple invoice and distribution lines. In addition, you can copy purchase orders (POs) and receivers to the voucher lines or specify PO and receiver default information for the Voucher Build process to use in locating POs and receivers for completing the voucher. The complete worksheet also enables you to limit the number of voucher lines and distribution lines called up when you open a quick invoice voucher in update mode.

The simple worksheet is the default worksheet. It provides minimal voucher header and voucher line entry, leaving it up to the Voucher Build process to use the session defaults and the Payables control hierarchy to fill in the rest. The combined voucher line and distribution line facilitate data entry for supplier invoices that have a limited number of ChartField distributions requiring entry. You should use the simple worksheet for vouchers with no associated purchase order. The simple worksheet also has these restrictions:

A single distribution line per voucher line.
No copying of purchase orders or receivers.

Both simple and complete worksheets enable you to:

Enter and apply prepayment vouchers.
Use on-demand processing functionality, running processes such as the Voucher Build process (VCHR_BLD) and the Journal Generator process (PST_VCHRGL).
Perform on-demand combination-edit and balancing functions above and below the invoice line level.

You can configure either worksheet to your organization's particular needs.

You also use the Quick Invoice Entry component in the update/display mode for reviewing vouchers staged by the Voucher Build process to Payables from external sources, as well as for correcting Voucher Build process pre-edit errors.

Entering Quick Invoices Using the Simple Worksheet

Processing Batch Vouchers

Purchase Order and Receiver Copy Functionality for Quick Invoices

There are two ways to use purchase order and receiver information to complete quick invoice vouchers:

Copy information directly to the quick invoice.
Specify information for the Voucher Build process to use in building voucher lines.

Copy Purchase Orders or Receivers to the Quick Invoice

To copy a purchase order or receiver directly to the quick invoice voucher at the time of entry, use the Copy PO or Copy Worksheet feature, just as you would in the Voucher component. You must use the complete worksheet.

Note. If you voucher only a partial quantity of a purchase order line that you have copied, the Voucher Build process prorates the partial quantity down to the voucher distribution lines.

See Using Source Documents to Create Vouchers Online.

Specify Purchase Order and Receiver Information for the Voucher Build Process to Use in Building Voucher and Distribution Lines

To specify purchase order and receiver field values for the Voucher Build process to use in locating and copying purchase order and receiver lines to the voucher:

Enter a voucher in the Quick Invoice Entry component using the complete worksheet, and specify identifying information about the purchase order or receiver (or both) on the voucher line and in the PO/Receiver defaults fields, ignoring the distribution information.

See Voucher Build Processing Logic for Associating Voucher Lines with Purchase Order and Receiver Lines.
Save the voucher.
Run the Voucher Build process.

The Voucher Build process attempts to find the purchase order or receiver line.

If it finds the information, the process retrieves the additional line information from the purchase order or receiver, as well as default voucher header data.

If the voucher has multiple purchase orders, the Voucher Build process uses the information from the purchase order on the first voucher line to populate voucher header information.

The system uses similar copy logic when copying purchase order payment terms and accounting template information. When you select multiple lines from different purchase order at the same time, the data (payment term and/or accounting entry template data values) from the first purchase order is copied into voucher. However, for any subsequently copied purchase order lines, the data values of the first purchase order line overwrites the existing data (payment terms and/or accounting entry template) in the voucher.

If the Voucher Build process fails to match the voucher line to a purchase order or receiver line, the process generates a pre-edit error, which you can review on the Voucher Build Error Detail page.

The process copies the distribution information from the purchase order or the receiver. The process then prorates the distributions from the amount on the invoice line.

See Also

Processing Batch Vouchers

Summary Invoice Processing

The Summary Invoice Entry component enables you to enter minimal invoice and purchase order information, such as vendor, PO number, invoice number, invoice date, nonmerchandise amounts, and gross amount, to create a voucher. You do not enter voucher line or distribution line information. The Voucher Build process builds the voucher from the selected purchase order and associated receipts.

Establish tolerance levels to validate the source document's merchandise amount against the invoice's merchandise amount. If the differences falls within the tolerance levels, the system applies the difference to a tolerance miscellaneous charge code specified on the Payables Definition - Summary Invoice page. This reconciliation allows the summary invoice to be balanced and the Voucher Build process to create a voucher. If the difference falls outside the tolerance levels, the system assigns the summary invoice a voucher build status of Tolerance. The Voucher Build process does not select invoices with a voucher build status of Tolerance. Use the Quick Voucher Entry component to resolve these differences.

To create a voucher using the Summary Invoice Entry component:

Enter invoice and purchase order information in the add and search page or the Summary Invoice Entry page.
Copy receiver or purchase order information to the summary invoice.

The system first searches for receiver information to copy. If it cannot locate this information, it then searches for and copies purchase order information.
Compare input invoice information with the purchase order and receiver information.
Save the voucher.

Once you save the summary invoice, access the summary invoice using the Quick Invoice Entry component for further updating before the Voucher Build process creates the voucher.
Run the Voucher Build process.

The Voucher Build process uses the same logic for copying a single purchase order and receiver information to the voucher as the it does for creating vouchers from the Quick Invoice Entry component.

Note. The system does not copy sales tax, use tax, and value-added tax (VAT) amounts from the purchase order. You must enter these amounts. Also, if you enter freight and miscellaneous amounts, these amounts override any amounts that were entered on the purchase order.

See Also

Entering Summary Invoices

Voucher Build Processing Logic for Associating Voucher Lines with Purchase Order and Receiver Lines

When the Voucher Build process builds voucher records from purchase orders and receivers, it uses default processing logic to match the voucher line information it has received with purchase orders and receivers. When you use the Quick Invoice Entry component to enter basic voucher information for the Voucher Build process to build into voucher records, you can accept this default processing logic or specify a voucher build code that identifies special processing logic for the Voucher Build process to follow. These voucher build codes specify how the Voucher Build process finds matches between voucher line information and receivers or purchase orders. You define voucher build codes using the Voucher Build Criteria component.

There are two ways of building vouchers from purchase orders or receivers:

You can copy purchase orders or receivers directly to the voucher, either by using the Copy PO function or a copy worksheet.
You can enter identifying information about the purchase order or receiver (or both) in the other PO/Receiver default fields (and on the voucher header and lines).

The Voucher Build process uses this information to locate purchase order and receiver lines and builds the voucher from them. The fields required to successfully build voucher lines from receiver and purchasing order lines depend on the processing logic used by the Voucher Build process—either the logic defined by the voucher build code that you enter or, if you don't enter a voucher build code, the default processing logic.

Note. You copy and associate purchase order and receiver information to the summary invoice using the Summary Invoice Entry component (VCHR_SUMM_PNL).

If you do not specify a voucher build code for the quick invoice, the following default association criteria apply:

The Voucher Build process attempts to match voucher lines to receivers before purchase orders:
- The voucher line matches if the receiver business unit, receiver ID, and receiver line number are specified on the voucher and match the receiver.
- If no receiver line number is specified on the voucher line, the voucher line can still match to a receiver if the receiver business unit, receiver ID, inventory item ID, and quantity are specified and match.
- If no receiver ID or receiver line number is specified on the voucher line, the voucher line can still match to a receiver if the packing slip, carrier ID, bill of lading, or invoice ID from the voucher header is specified and matches the receipt line and both the inventory item ID and quantity are specified and match.
- If the quantity is specified on the voucher line, it must match the quantity on the receiver line.
- If a unit of measure is specified on the voucher line, it must match the receiver line.
If there is no match to a receiver, the Voucher Build process attempts to match a purchase order:
- The voucher line matches if the PO business unit, PO ID, PO line number, and PO schedule are specified on the voucher and match the purchase order.
- If no PO line number or PO schedule is specified on the voucher line, the voucher line can still match a purchase order if the PO business unit, PO ID, inventory item ID, and quantity are specified and match.
- If the quantity is specified on the voucher line, it must match the quantity on the PO schedule.
- If a unit of measure is specified on the voucher line, it must match the PO schedule.

Note. Purchase orders and their associated receivers that are marked with the procurement card (PCard) settlement method cannot be processed through Voucher Build association logic.

See Understanding Source Document Copy Functionality.

If this default association logic does not meet the organization's needs and you do not want to rely solely on voucher build codes to override the logic, you can modify it by using these tools:

To deactivate the default logic, make section AP_VB_BLDCD.XUSRDFLTStep01 active.
To have separate default logic for receivers, make section AP_VB_BLDCD.XUSRDFLTStep02 active and populate the PeopleCode clauses by using dynamic SQL code.
To have separate default logic for POs, make section AP_VB_BLDCD.XUSRDFLTStep03 active and populate the PeopleCode clauses by using dynamic SQL code.

Note. Test any new dynamic SQL thoroughly.

See Also

Specifying Voucher Build Criteria

Quick Invoice Entry Component Configuration

Configuring the Quick Invoice Entry component is relatively simple. For example, there are fields in the table structure underlying the component (such as VAT-related fields) that are not included in the component but which you can easily add if they suit your business requirements.

Component configuration should only be performed by persons with PeopleTools training and experience.

Prerequisites

Before entering and processing quick invoices and summary invoices, you must set up the standard procurement control tables and establish the Payables control hierarchy, including entering approved vendors in the system. In addition, you:

(Optional) Define summary invoice tolerance levels on the Payables Definition - Summary Invoice page.
(Optional) Define tolerance miscellaneous charge codes on the Misc Charge/Landed Cost Defn (miscellaneous charge/landed cost definition) page if you use summary tolerances.
(Optional) Define tolerance chartfields on the Accounting Entry Template page for nonprorated tolerance miscellaneous charge codes.
(Optional) Define voucher build criteria on the Voucher Build Code Definition page if you want to use voucher build codes.
(Optional) Define the business unit combination edit template for the Voucher Build process on the Procurement Control - General Controls page, if you want to use ChartField combination editing.

See Also

Specifying Voucher Build Criteria

Selecting General Controls

Entering and Updating Quick Invoices

This section discusses how to:

Enter quick invoices using the complete worksheet.
Enter distribution line information.
Enter quick invoices using the simple worksheet.
Enter session defaults.
Override defaults.
Enter payment information.
Enter prepayment vouchers using the Quick Invoice Entry component.
Review and update quick invoices, staged vouchers, and vouchers with pre-edit errors.

Common Elements Used in This Section

Action

Select to run an on-demand Application Engine process after you have saved the quick invoice. Available processes depend on your implementation and the quick invoice's processing status.

Select from the following:

Budget Checking: This option appears only when Commitment Control is installed. Select this option to run the Voucher Build, Matching, Document Tolerance, and Budget Checking (BUDGET_CHK) processes.

Doc Tolerance (document tolerance): Select this option to run the Voucher Build, Matching, and Document Tolerance (DOC_TOL) processes. This option displays only if you activate it at the installation level.

Journal Generator: Select this option to run the Voucher Build, Matching, Document Tolerance, Budget Checking , Voucher Posting, and Journal Generator (PST_VCHRGL) processes.

Matching: Select this option to run the Voucher Build and Matching (MATCHING) processes.

Note. This option always appears. However, the system runs the Matching Application Engine process (AP_MATCH) only when the quick invoice voucher includes copied purchase order information.

Voucher Build: Select this option to launch the Voucher Build process (VCHR_BLD).

Voucher Post: Select this option to run the Voucher Build, Matching, Document Tolerance, Budget Checking, and Voucher Post (PST_VCHR) processes.

See Setting Up On-Demand Processing.

Pages Used to Enter and Update Quick Invoices

Page Name	Object Name	Navigation	Usage
Quick Invoice (complete worksheet)	VCHR_HEADER_QV	Accounts Payable, Vouchers, Add/Update, Quick Invoice Entry, Quick Invoice Select Complete in the Quick Invoice Template on the Add Search page. Click the Examine Error Messages button for a voucher with Voucher Build pre-edit errors on the Build Errors page to access the Quick Invoice page in update/display mode. Click the Correct Errors link on the Voucher Build Error Detail page to access the Quick Invoice page in update/display mode.	Enter and update invoice header, line, and distribution information, along with PO and receiver details for the Voucher Build process to use in building a voucher. When you enter the page in update/display mode from the Find an Existing Value page, you can search for vouchers by build status, including vouchers that have been staged for review by the Voucher Build process, vouchers with Voucher Build process pre-edit errors, or vouchers to be built.
Copy Worksheet (purchase order)	VCHR_QVLN_PO_WRK	Select PO Only in the Copy information from a worksheet into this invoice field on the Quick Invoice page (complete worksheet).	Select the lines from one or more purchase orders for copying to the Quick Invoice page (complete worksheet).
Copy Worksheet (receiver)	VCHR_QVLN_RECV_WRK	Select PO Receipt or Recp Only in the Copy information from a worksheet into this invoice field field on the Quick Invoice page (complete worksheet).	Select the lines from one or more receivers for copying onto the Quick Invoice page (complete worksheet).
Quick Invoice Entry - Miscellaneous Charges	VCHR_MISC_QV	Click the Miscellaneous Charges link in the Invoice Information group box on the Quick Invoice complete worksheet page to access the Miscellaneous Charges page for the invoice header. Click the Miscellaneous Charges link on an invoice line on the Quick Invoice complete worksheet page to access the Miscellaneous Charges page for invoice lines. The link appears only if you have copied a purchase order with freight or miscellaneous charges.	This page applies only when you have copied a purchase order with freight or miscellaneous charges. For invoice headers, review or override the miscellaneous charge codes, accounting entry type, and charge amounts for the invoice. For invoice lines, select whether or not to apply the miscellaneous charges to the line.
Quick Invoice Entry – Review Errors	VCHR_PREEDERR_PG	Click the Review Errors link on the complete or simple worksheet. This link appears only when the worksheet has build errors.	Review and correct worksheet errors.
Distribution Lines	VCHR_QUICK_SBP2	Click the Distribution button on the Quick Invoice page (complete worksheet).	Enter distribution information for a specific invoice line.
Quick Invoice (simple worksheet)	VCHR_HEADER_QV2	Accounts Payable, Vouchers, Add/Update, Quick Invoice Entry, Quick Invoice Entry Select Simple in the Quick Invoice Template field on the Add Search page.	Enter and update invoice header, line, and distribution information for the Voucher Build process to build into a voucher. The simple worksheet requires minimal voucher data entry. You can only enter the simple worksheet in update/display mode if you have not yet run the Voucher Build process for the voucher.
Quick Invoice Entry - Session Defaults	VCHR_DFLT_PNL	Click the Session Defaults link on the Quick Invoice page (complete or simple worksheet).	Enter voucher defaults for a user-entry session. These defaults override the values that the system applies using the Payables control hierarchy.
Override Session Default	VCHR_HDR_QV_SEC	Click Override Session Default on the Quick Invoice page (complete or simple worksheet).	Override optional voucher header defaults for the current quick invoice.
Quick Invoice Entry - Payment Details	VCHR_PYMNT_QV_SEC	Click Payments on the Quick Invoice page (complete or simple worksheet).	Enter and update specific payment information for a quick invoice.

Entering Quick Invoices Using the Complete Worksheet

Access the Quick Invoice page for complete worksheets.

General Invoice Information

You must enter a vendor ID, invoice number, invoice date, and total amount. Other fields are optional. If you leave the optional fields blank, the Voucher Build process completes the voucher according to the defaults that you set up in the Payables control hierarchy or the session defaults.

Payments	Click to access the Quick Invoice - Payment Details page, where you can enter payment information for the voucher.
Session Defaults	Click to access the Quick Invoice Entry Defaults page, where you can set default values for all of the invoices that you enter in the current session. These defaults override the defaults that the system applies using the Payables control hierarchy.
Override Session Defaults	Click to access the Override Defaults page, where you can override the session defaults for the current invoice and specify optional voucher header field values.
Miscellaneous Charges	Click to access the Miscellaneous Charges page for the voucher header, where you can review or override the miscellaneous charge codes, accounting entry type, and charge amounts for the invoice. Note. This field appears only if you have copied a purchase order with freight or miscellaneous charges. Note. You can click the Miscellaneous Charges link on each voucher line to access the voucher line Miscellaneous Charges page, where you can select whether or not to apply the miscellaneous charges to the line.
Tax Exempt	Select to override the default sales and use tax setup for the voucher and make it exempt from sales and use tax.

Copy From a Source Document

In add mode, this group box provides fields for indicating purchase orders or receivers that you want to copy to the voucher or that you want the Voucher Build process to build into a voucher.

In update/display mode, this group box also includes fields for delimiting the number of voucher lines that appear in the Voucher Lines scroll area.

See Reviewing and Updating Quick Invoices, Staged Vouchers, and Vouchers with Pre-Edit Errors.

Important! If you intend to copy information from a purchase order or a receiver, do not begin by entering information on the add and search page. Leave these fields blank. Also ensure that the line entry default is one (1).

Note. The fields in this group box are not available for entry if the voucher style is Prepaid. You cannot copy a purchase order or receiver to a prepaid voucher.

Any values that you enter in this group box are copied to the voucher and distribution lines, where you can override them.

See Voucher Build Processing Logic for Associating Voucher Lines with Purchase Order and Receiver Lines.

PO Unit (purchase order business unit) and PO No. (purchase order number)

Enter a Purchasing PO business unit and PO ID. You can either copy the purchase order information onto the voucher lines by clicking Copy PO, or you can let the Voucher Build process use the PO business unit and PO ID (along with appropriate PO information you enter on the voucher lines) to locate the purchase order lines and build the voucher and distribution lines from them.

If you enter a PO business unit only, the Voucher Build process uses the PO IDs that you enter on the voucher lines to locate the purchase order lines.

Copy PO (copy purchase order)

Enter a PO business unit and PO ID in the PO Unit and PO No fields and click this button to copy purchase order fields onto the voucher. If you don't know the PO business unit, use the Copy information from a worksheet into this invoice field to access the appropriate copy worksheet, where you can search for a purchase order to copy.

Note. The system behaves differently when you have one (1) or multiple lines specified on the search dialogue. After entering the PO values and clicking the Copy button, when there is only one line, the functionality copies the PO into the quick invoice. When the number of lines on the search dialogue is greater than one, the system accesses the Copy Worksheet page. If you primarily use the quick invoice to copy POs into vouchers, consider defining a one line default in your session defaults for efficiency's sake.

Worksheet Opt (worksheet option)

Select a value to access the appropriate copy worksheet for copying purchase orders and receivers onto a voucher. The copy worksheets enable you to search for purchase orders and receivers and select the lines that you want to copy to the voucher. Options are:

None: Do not copy information.
PO Only: Access the copy worksheet for purchase orders (that is, the Copy Worksheet - PO Lookup Criteria page).
PO Receipt: Access the copy worksheet for receivers (that is, the Copy Worksheet - Receiver Lookup Criteria page). When you select this option, you can search for receivers by purchase order and receiver information and the system returns only receivers that reference purchase orders.
Recp Only (receipt only): Access the copy worksheet for receivers (that is, the Copy Worksheet - Receiver Lookup Criteria page). When you select this option, you can search for receivers by receiver information only, and the system returns only receivers that do not reference purchase orders.

These copy worksheets function as they do in the Voucher component.

See Using Source Documents to Create Vouchers Online.

Voucher Build Association

Build Code

Enter a voucher build code, which defines how the Voucher Build process associates invoice lines for the voucher with a PO or receiver. Once the process finds an association, it uses the PO and receiver lines to complete the voucher line and accounting distributions.

If you don't enter a voucher build code, default association processing logic applies. The processing logic—whether defined by a voucher build code or by default—determines the fields that you are required to enter in this group box and on the voucher lines in order for the Voucher Build process to locate a purchase order or receiver and build a voucher from it.

You set up voucher build codes on the Voucher Build Code Definition page.

Recv Unit (receiving business unit) and Recv No (receiver number)

Enter a Purchasing receiving business unit and receiver ID. The Voucher Build process uses these values, along with the other receiver information that you enter in this group box and on the voucher lines, to locate the receiver lines and build the voucher and distribution lines from them.

If you enter a receiving business unit only, the Voucher Build process uses the receiver IDs that you enter on the voucher lines to locate the purchase order lines.

Carrier ID, Packing Slip, and Bill of Lading

Enter the relevant receiver data. The Voucher Build process uses these values, along with the other receiver information you enter in this group box and on the voucher lines, to locate receiver lines and build the voucher and distribution lines from them.

Invoice Lines

Most of the fields in this scroll area are identical to those in the Invoice Lines scroll area on the Invoice Information page in the Voucher component. Any differences are documented here.

Note. The purchase order- and receiver-related fields in this scroll area are not available for entry if the voucher style is Prepaid.

Item ID and Description	If you enter an item ID reference code, the Voucher Build process uses this value to match voucher lines to receiver and purchase order lines.
Extended Amt (extended amount)	Displays the merchandise amount for the voucher line. The Voucher Build process computes this value if you enter the quantity and unit price or copy the voucher line from a purchase order or receiver.
PO Unit (purchase order business unit), PO ID (purchase order number), Line Nbr (purchase order line number), and Sched (purchase order schedule number)	Enter values to identify the related purchase order. The Voucher Build process uses this information to locate the purchase order line and build the voucher and distribution lines from it.
BU Recv (receiver business unit), Recv Nbr (receiver number), and Recv Line (receiver line number)	Enter values to identify the related receiver. The Voucher Build process uses this information to locate the receiver line and build the voucher and distribution lines from it.
Matching	Select whether to use matching. Options are: Full Match No Match See Running the Matching Process.
Miscellaneous Charges	Click to access the Miscellaneous Charges page for the voucher line, where you can select whether or not to apply the miscellaneous charges to the line. Note. This field appears only if you have copied a purchase order with freight or miscellaneous charges. Note. You can click the Miscellaneous Charges link on the invoice header to access the header Miscellaneous Charges page, where you can review or override the miscellaneous charge codes, accounting entry type, and charge amounts for the invoice.
Discount	Select to make the voucher line discount-applicable. By default, this check box is selected.
Distributions	Click to access the Distribution Lines page, where you can enter distribution information.

Balancing

The system automatically defaults values entered for miscellaneous charges, freight charges, VAT, and taxes on the add and search page into the appropriate fields. You can edit these amounts.

Field display in this groupbox varies, depending on values entered on the add and search page. For example, when you use a Prepaid voucher style, the system disables the Misc Charge Amt (miscellaneous charge amount), Freight Amount, and Sales Tax Amount fields. And if you select a VAT-applicable business unit, the system enables VAT fields on the voucher.

Note. The system automatically balances vouchers that have a single invoice line only when you have entered the charge and tax amounts on the add and search page.

Invoice Lines	Displays the combined total of the invoice line amounts.
Misc Charge Amount (miscellaneous charge amount)	Displays the miscellaneous charge amount.
Freight Amount	Displays the freight charge amount.
Entered VAT Amount	Displays the entered VAT amount.
Sales Tax Amount	Displays the sales tax charge amount.
Calculate (calculate on-demand balancing)	Click to perform on-demand balancing validation, which calculates the difference between the applicable charge amounts and the gross invoice amount. This amount appears in the Difference field when the voucher is out of balance. The Calculate buttons are located above and below the Invoice Line region for your convenience.
Edit Combinations	Click to perform on-demand combination edit validation, which audits ChartField combinations.
Total	Displays 0.00 when the voucher is in balance, at both the header and Balancing groupbox level.

Entering Distribution Line Information

Access the Distribution Lines page.

Use the Distributions scroll area to enter multiple distribution lines for each voucher line. To avoid recycle status, you must enter at least an account if the voucher is not associated with a PO or receiver. For prepayment vouchers, you can leave the Account field blank, and the Voucher Build process will supply the prepayment account from the Accounting Entry Template.

Most of the fields are identical to those on the Invoice Information page in the Voucher component, except that there are no edits against these fields in the Quick Invoice Entry component. Any other differences are documented here.

Note. The system does not recalculate balancing differences when exiting the page; you must select the balancing calculation button to refresh the totals. For example, if you short distribution line field amounts here, they remain out of balance on the Quick Invoice page until you click the On Demand Balance button.

Important! Chartfields that display here depend on how you configure options on the Standard Chartfield Configuration page.

See Completing the Standard ChartField Configuration Page.

Reference

Enter an open item reference if the account that you enter has been set up as an open item account.

VAT Apport CF (VAT apportionment ChartField)

If you use VAT apportionment to track the organization's recoverability, select the business unit whose ChartField values the system uses for VAT apportionment control:

Dist GL BU (distribution general ledger business unit): The system uses the general ledger business unit on the voucher distribution line to determine the VAT apportionment.
Txn BU (transaction business unit): The system uses the Payables business unit in which the voucher is entered to determine the VAT apportionment.
Txn GL BU (transaction general ledger business unit): The system selects the general ledger business unit to which the Payables business unit is mapped to determine the VAT apportionment.

See Establishing the Payables VAT Default Hierarchy.

See Defining VAT Use Types and Apportionment.

Entering Quick Invoices Using the Simple Worksheet

Access the Quick Invoice page for simple worksheets.

Note. Descriptions of many of the fields on this page can be found in the discussion of the Quick Invoice complete worksheet page and in other chapters in this PeopleBook.

See Entering and Processing Vouchers Online: General Voucher Entry Information.

Prepaid Ref (prepaid reference) and Auto Apply (automatically apply payment)	See Entering Prepayment Vouchers Using the Quick Invoice Entry Component.
Invoice Lines	Enter the extended amount and distribution information for each voucher line. You can enter one combined distribution line per voucher line.

Balancing

Balancing functionality here works similar to balancing functionality of the complete worksheet.

See Entering Quick Invoices Using the Complete Worksheet.

Entering Session Defaults

Access the Quick Invoice Entry - Session Defaults page.

Most of the fields on this page are defined in other chapters of this PeopleBook. Only fields that are particular to this page or behave in ways that are particular to this page are documented here.

Option and Clear

Select a value in the Option field:

Default: Specify defaults.

The system applies the defaults that you specify on this page to each invoice that you enter until you exit the current session or clear the session defaults by clicking Clear.

Default values are useful if you create large numbers of vouchers for the same vendor. For example, if you are entering multiple invoices with the same invoice or distribution line information (such as the same vendor information, terms, or account), you can set default values for these common fields and enter only the unique information for each voucher.

No Default: The system ignores the values on this page when you enter invoices.

Business Unit

Quick Invoice Template

Select the worksheet that is the default for this session. Options are:

Complete: Establish the Quick Invoice complete worksheet page as the default. On this page, you can copy purchase orders and receivers and specify more voucher details.
Simple: Establish the Quick Invoice simple worksheet page as the default. On this page, you can quickly enter basic voucher information.

Invoice Defaults

Template	Enter the accounting entry template default for this session.
Build Code	Enter the voucher build code for the session.

Non- Merchandise Charges

PO Unit (purchase order business unit) and Recv Unit (receiver business unit)

Enter a default PO business unit or receiver business unit (or both). The Voucher Build process uses this information, along with appropriate PO or receiver information that you enter on the voucher lines, to locate the purchase order or receiver lines and build the voucher and distribution lines from them.

Note. This functionality applies to the complete worksheet only.

Select how to display the following options on the Quick Invoice pages (including the simple and complete worksheets, the Payment Details page, and the Override Defaults page). Values are Display, Gray, and Hide for these options:

Misc Options (miscellaneous charge options)	Controls display of miscellaneous amount and miscellaneous charge code fields.
Frght Options (freight charge options)	Controls display of freight amount and freight charge code fields.
Sales Tax Opt (sales tax charge options)	Controls display of sales tax amount, sales tax charge code fields, tax exempt fields.
VAT Amt Opt (VAT amount options)	Controls display of VAT amount and VAT Apport CF (VAT apportionment ChartField) fields.
PO Options (purchase order options)	Controls display of all purchase order-related fields.
Receiver Opt (receiver options)	Controls display of all receiver-related fields.

Distribution

Enter default general ledger and project ChartField values in this region.

Important! Chartfields that display here depend on how you configure options on the Standard Chartfield Configuration page.

See Completing the Standard ChartField Configuration Page.

Overriding Defaults

Access the Override Session Default page.

See Entering and Processing Vouchers Online: General Voucher Entry Information.

Note. The fields that appear in the Non-Merchandise Charges group box—and the presence of the Non-Merchandise Charges group box itself—depend on the display options that you select on the Quick Invoice Entry Defaults page. The Misc. Charge, Freight Charge, and Sales Tax Charge fields do not appear if you are entering a prepaid voucher.

Discount Terms

Use the Discount Amount Control field to specify whether or not to accept the default payment terms or to enter your own due date and discount information. Values are:

Terms: The system uses the calculated discount amount.

The system calculates the discount amount according to the payment terms, due date, and discount due date that you enter here. If you leave these blank, the system calculates the discount amount according to the payment terms that are populated by default through the Payables control hierarchy.
User: The system uses the discount amount that you enter in the Discount Amounts field.

Note. The system does not use any discount amount you enter here if you select Terms as the discount amount control value.

Note. Discount terms fields are grayed out if you are entering a prepaid voucher. If you enter discount terms or multipayment terms in the Terms field for a prepaid voucher, the voucher will fail voucher build processing.

Entering Payment Information

Access the Quick Invoice - Payment Details page.

Note. Each row in the Payment Details scroll region is a payment schedule, and each schedule can be defined with only one payment message. When you add rows in this area, this indicates that the system (during the Voucher Build process) should create additional payment schedules, which can each have a different payment message. Remember that even though each payment schedule can be defined with one message, you can create and use payment message codes defined with multiple messages. This enables you to have multiple payment messages display on the check advice.

Most of the fields on this page are identical to those on the Payments page in the Voucher component. Only fields that differ are discussed here.

See Entering Payment Information for Vouchers.

Payment Message

Enter a payment message of up to 70 characters to appear on the remittance advice (check stub), or select a message code for a predefined message to appear on the remittance advice.

You define message codes on the Payment Messages page.

See Also

Establishing Standard Payment Messages

Entering Prepayment Vouchers Using the Quick Invoice Entry Component

Access the Quick Invoice page for a complete or simple worksheet.

You can enter and apply prepayment vouchers using either the complete or simple worksheets.

Entering Prepayments

To enter prepayment vouchers using the complete worksheet:

Select a voucher style of Prepaid on the add search page.
Enter your voucher information, session defaults, and session default overrides.

Note. You cannot copy POs or receivers. Nor can you enter non-merchandise amounts (except VAT), discount terms, or multipayment terms.
Access the Override Session Default page.
(Optional) Enter a prepayment reference in the Prepaid Ref field.
Select or clear the Auto Apply option.
- The Auto Apply option is selected and grayed out by default.
  
  If you enter a prepayment reference and select Auto Apply, then, if the next entered invoice with that prepayment reference has a total amount less than the prepayment amount, the system automatically applies the remaining amount of the prepayment voucher to a subsequent invoice with that prepayment reference.
  
  If you enter no prepayment reference and select the Auto Apply option, then the next invoices from the vendor on the prepayment voucher are applied to the prepayment until the prepayment amount is fully applied.
- To clear the Auto Apply option, click the Refresh button after you enter the prepayment reference to make the field enterable, and clear it.
  
  If you enter a prepayment reference and clear the Auto Apply option, then only the next entered invoice that references the prepayment will have the prepayment applied. The prepayment will not be applied to any subsequent invoices. You must use the Prepayments Inquiry page to handle any remaining unapplied prepayment amounts.

To enter prepayment vouchers using the simple worksheet:

Select a voucher style of Prepaid on the add search page.
Enter your voucher information, session defaults, and session default overrides, as necessary.
(Optional) Enter a prepayment reference in the Prepaid Ref field.

Note. You can also enter prepayment references and select the Auto Apply option on the Override Session Default page, as you do for the complete worksheet.
Select or clear the Automatically Apply Prepayment option.

This option functions the same way as the Auto Apply option on the Override Session Default page for the complete worksheet.

Applying Prepayments

To apply regular vouchers to a prepayment using the complete or simple worksheets if you entered a prepayment reference on the prepayment voucher, enter a prepayment reference for the regular voucher. The regular voucher will be applied to the prepayment, subject to the conditions described in the discussion of entering prepayment vouchers.

To apply regular vouchers to a prepayment using the complete or simple worksheets if you did not enter a prepayment reference on the prepayment voucher, you do not need to enter a prepayment reference for the regular voucher.

Entering Quick Invoices Using the Simple Worksheet

Overriding Defaults

Processing Prepayments

Reviewing and Updating Quick Invoices, Staged Vouchers, and Vouchers with Pre-Edit Errors

Access the Quick Invoice page for a complete or simple worksheet in update/display mode.

Note. All quick invoice vouchers staged by the Voucher Build process appear in the complete worksheet. Those entered in the Quick Invoice Entry component and not yet processed by Voucher Build appear in the worksheet of entry.

The Quick Invoice Entry component is used for reviewing and updating vouchers staged for review by the Voucher Build process, as well as for correcting vouchers that have Voucher Build process pre-edit errors. For this reason, the Quick Invoice Entry component provides the following special functions when accessed in update/display mode:

When you access the page, voucher lines are not called up and the Invoice Lines scroll area does not appear; this enables you to open a voucher with a large number of lines without taking unnecessary processing time.
- To view existing voucher lines, enter a range of voucher lines in the From Vchr Line and To Voucher Line fields and click the Search button to view and update the lines in the Voucher Lines scroll area.
- The default from and to values are the first and last lines in the voucher; to view all lines in a voucher, simply click Search.
- To insert a voucher line without calling up existing lines, click the Insert button to display the Invoice Lines scroll area, where you can add voucher line information.
  
  Note. Once you've inserted a voucher line, you must save the voucher and access it again through the search page to fetch additional voucher lines.
You can change the build status of the voucher:
- When you have reviewed and, if necessary, updated a voucher that has been staged for review, you can change the build status from Staged to To Build to mark the voucher for another run of the Voucher Build process.
- When you have corrected a voucher with pre-edit errors, you can change the build status from Error to To Build to mark the voucher for another run of the Voucher Build process. If you modify the voucher, its status changes to To Build upon saving.
- To mark a voucher for deletion the next time you run the Voucher Build process, select To Delete as the build status.

Note. Quick invoices created with the simple worksheet are converted to complete worksheets by the Voucher Build process.

Note. In all other respects, the Quick Invoice page and the other pages in the Quick Invoice Entry component—the Session Defaults page, the Override Session Default page, the Payment Details page, and the Miscellaneous Charges page—function the same way in update/display mode and add mode.

See Also

Voucher Build Process Errors

Reviewing Voucher Build Process Errors

Entering Summary Invoices

This section discusses how to enter summary invoices.

Page Used to Enter Summary Invoices

Page Name	Object Name	Navigation	Usage
Summary Invoice	VCHR_HEADER_QV3	Accounts Payable, Vouchers, Add/Update, Summary Invoice Entry, Summary Invoice Entry	Enter invoice and purchase order information, such as vendor, PO number, invoice number, invoice date, nonmerchandise amounts, and gross amount, for the Voucher Build Application Engine process (AP_VCHRBLD) to use in building a voucher.

Entering Summary Invoices

Access the Summary Invoice Entry page.

When you are adding a new voucher, you can use the fields on the add and search page for the Summary Invoice Entry component to prepopulate the new voucher.

Business Unit	Displays the Payables business unit. You must enter the Payables business unit on the add and search page.
Vendor ID	Select the vendor by entering the vendor ID or short vendor name. The system populates the transaction currency from the vendor. Selecting a vendor filters the selection of a purchase order.
PO Unit (purchase order unit)	Enter a Purchasing business unit. This field is required in order to display a list of available purchase orders.
PO No (purchase order number)	Enter a purchase order number to be copied into the summary invoice.
Freight Amount	Enter the freight charges from the invoice. This amount overrides the freight amount from the purchase order.
Misc Amt (miscellaneous amount)	Enter the miscellaneous charges from the invoice. This amount overrides the miscellaneous amount from the purchase order.
Sales Tax, Use Tax, and VAT (value added tax)	Enter the applicable tax charges from the invoice. The Payables business unit's settings determine what tax fields are displayed.
Gross Amt (gross amount)	Enter the total invoice amount.
Packing Slip	Enter the packing slip number to further limit possible receipts for copying.
Build Status	Displays the build status after you save the summary invoice. The system assigns the summary invoice a voucher build status of Build if the difference between the document source merchandise amount and the invoice merchandise amount is within the tolerance levels or if tolerance levels are not defined. The system assigns the summary invoice a voucher build status of Tolerance if the difference falls outside the tolerance levels. The Voucher Build process does not select invoices with a voucher build status of Tolerance.
Source Document	Displays the source document that is being copied. Options include Purchase Order or Receipt.
Source Doc Freight Amount (source document freight amount)	Displays the freight amount on the source document. If you do not enter a freight amount on the summary invoice, the system copies the freight amount from the source document.
Source Doc Misc Amount (source document miscellaneous amount)	Displays the miscellaneous amount on the source document. If you do not enter a miscellaneous amount on the summary invoice, the system copies the miscellaneous amount from the source document.
Source Doc Merch Amount (source document merchandise amount)	Displays the merchandise amount on the source document.
Invoice Merchandise Amt (invoice merchandise amount)	Displays the merchandise amount on the invoice. The system subtracts the freight amount, miscellaneous amount, and the tax amount from the gross amount to determine the merchandise amount.
Difference	Displays the difference between the source document merchandise amount and the invoice merchandise amount. The system compares the difference with the tolerance levels established and determines whether to apply the difference to miscellaneous charges or put the voucher in a Tolerance voucher build status for further review.

After you save the summary invoice, access the Quick Invoice Entry component for further updating.