Use this screen to automatically create PO Vouchers for unvouchered purchase orders and receipts. This screen will create records in the Enter PO Vouchers screen. Once you have created these vouchers, you can maintain them in the Enter PO Vouchers screen. A PO Voucher will not be created if the voucher total is zero. The automatic creation of PO vouchers depends on several factors. In the PO Voucher Settings screen, the Auto-Voucher Creation group box has three auto-voucher creation methods to choose from. If you selected the None radio button, you cannot automatically create PO vouchers with this process. You will need to add the PO vouchers individually in the Enter PO Vouchers screen. If you selected the 2- and 3-Way Match radio button, you can create any eligible voucher. Finally, if you selected the 3-Way Match Only radio button, you can create only eligible purchase order receipts with a match type of "3."
You determine match type in the PO Voucher Settings screen for Parts, Goods, and Services. For Miscellaneous items, determine it in the Enter POs screen in Costpoint Purchasing at the line level. Match type indicates whether there will be a 2-way match between the purchase order amount and the invoice amount, or a 3-way match among the purchase order quantity, the accepted quantity plus the rejected-pay quantity, and the invoice quantity. For a 2-way match, the eligible purchase order lines are those where the order amount is greater than the previously invoiced amount. For a 3-way match, the eligible purchase order receipt lines are those where the accepted quantity plus rejected-pay quantity is greater than the previously invoiced quantity.
The main criterion for determining whether or not a purchase order line is eligible is the Auto-Voucher field of the purchase order line in the Enter POs screen in Costpoint Purchasing. You can create PO vouchers automatically only when this field is "Y." Subsequently, the vendor that is assigned to the PO line must have the Allow Auto-Vouchering for POs checkbox selected in the Defaults subtask of the Maintain Vendors screen.
Purchase orders, PO lines, and vendor records that have CIS codes and/or CIS withholding requirements will be copied to the voucher header and voucher line, respectively.
Execute this process whenever you would like to create eligible PO vouchers.
Use this group box to determine the selection criteria for creating PO Vouchers.
Use the fields in this group box to select the criteria for choosing the purchase order vendors for which eligible PO vouchers will be created.
Use this drop-down box to select the range of vendor IDs to be included. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting vendor ID for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the ending vendor ID for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
Use this group box to select the criteria for choosing the purchase orders for which eligible PO vouchers will be created. You cannot create PO vouchers from subcontract POs.
Use this drop-down box to select the range of purchase orders to be included. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting purchase order for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
This field displays the purchase order release number.
Enter, or use Lookup to select, the ending purchase order for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
This field displays the purchase order release number.
Use the options in this group box to determine the cutoff due date for creating vouchers and which matching types (2-Way or 3-Way) to create.
Select this checkbox to create PO vouchers for the open amounts on purchase order lines that have a match type of "2-Way." If you leave this checkbox blank, the program will not create open amounts for purchase order lines with a match type of "2-way."
Select this checkbox to create PO vouchers for the unvouchered accepted amounts on purchase order receipt lines that have a match type of "3-Way." If you leave this checkbox blank, the program will not create unvouchered accepted amounts on purchase order receipt lines with a match type of "3-way."
Enter the cutoff date to include in the selection criteria for creating PO vouchers. When creating PO vouchers, the system will compare this date to the Due Date on the PO line in the Enter POs screen in Costpoint Purchasing. If the Due Date is after this date, the voucher will not be included in the creation.
Use this group box to select the default criteria for the PO vouchers that will be created.
Use the options in this group box to determine the value of the Invoice Number field that will be populated in Enter PO Vouchers for the voucher created. The system-defined options are as follows:
Select this radio button to populate the invoice number of the voucher with the purchase order number being created.
Select this radio button to populate the invoice number of the voucher with the voucher number being created.
Enter the date that you want inserted in the Invoice Date field in the Enter PO Vouchers screen for each voucher created.
Use the fields in this group box to enter the fiscal year, period, and subperiod information that will be populated in the Enter PO Vouchers screen for the vouchers created.
Enter, or select from the drop-down box, an open fiscal year for the PO vouchers being created. This will determine the accounting period in which the voucher will be posted.
Enter, or select from the drop-down box, an open period for the PO vouchers being created. The period selected must be open for the fiscal year selected. This will determine the accounting period in which the voucher will be posted.
Enter, or select from the drop-down box, an open subperiod for the PO vouchers being created. The subperiod selected must be open for the fiscal year and period selected. This will determine the accounting period in which the voucher will be posted.
If the Voucher Numbering Method in the A/P Voucher Settings screen is set to Manual, you must enter the starting voucher number for this creation process. The system will use this number as a starting point for creating the vouchers. As each voucher is created, the system will increment this number by one. If the number incremented already exists for a voucher, the system will continue to increment the number by one until it finds an unused number. If the Voucher Numbering Method in the A/P Voucher Settings screen is set to System, the starting voucher number will be the number in the Last System Voucher Number field in the A/P Voucher Settings screen's Voucher Numbering Method group box.
Select this button on the toolbar to create the PO vouchers. Once the process is complete, you can maintain the PO vouchers you have created in the Enter PO Vouchers screen.
Select this button on the toolbar to print the edit report and create the PO vouchers.