Enter PO Vouchers

The voucher number, containing up to nine digits, is the unique identifier for this voucher. The voucher number must be unique by fiscal year across all vouchers, both PO and A/P. Incrementing the voucher number can be handled in three different ways, depending on the number method established in the Voucher Numbering Method group box in the A/P Voucher Settings screen (Administration\Configure\Accounting):

• If you selected the System radio button in the A/P Voucher Settings screen (Administration\Configure\Accounting), the system can automatically number the voucher. The system will increment the value in the Last System Voucher Number field in the A/P Voucher Settings screen (Administration\Configure\Accounting) by one when the voucher is saved. Once you have entered all required data and saved, the system will automatically populate this field. This voucher number will then be written to the Last System Voucher Number field in the A/P Voucher Settings screen (Administration\Configure\Accounting) so that the next voucher entered will also be incremented by one. If you enter a voucher number, the value in the Last System Voucher Number field will not be updated.

• If you selected the Manual radio button in the Voucher Numbering Method group box in the A/P Voucher Settings screen (Administration\Configure\Accounting), you must enter the voucher number before you can save the voucher. The system will not store the last voucher number used in this case.

Enter, or use Lookup to select, an open fiscal year for this PO voucher. This will determine the accounting period in which this voucher will be posted.

Enter, or use Lookup to select, an open period for this PO voucher. The period selected must be open for the fiscal year selected. This will determine the accounting period in which this voucher will be posted.

Enter, or use Lookup to select, an open subperiod for this PO voucher. The subperiod selected must be open for the fiscal year and period selected. This will determine the accounting period in which this voucher will be posted.

The transaction currency value of the purchase order displays in this field.

The pay currency value of the purchase order displays in this field.

This non-editable field displays the vendor ID, vendor name, and vendor location associated with the purchase order entered.

This field displays the vendor terms that apply to this PO voucher. Enter, or use Lookup to select, the terms to be used for this voucher. The terms entered or selected must already have been established in the Vendor Terms screen.

If the terms selected include a discount percentage, the system will calculate the discount percentage, discount date, and discount amount.

Enter, or use Lookup to select, a purchase order number that already exists in the system.

A PO voucher must be tied to a purchase order that has already been established in the Enter POs screen (Materials\Transactions\Purchase Orders). You can only invoice against purchase orders, release orders, and subcontract POs.

You cannot enter an invoice for a blanket order.

Enter the release number of the purchase order against which you are invoicing.

If you used Lookup to select the purchase order, the release number associated with the purchase order that you selected will automatically display.

If the purchase order entered is not a release order, the release number will be "0" and cannot be edited.

If the purchase order entered has had a change order created in the Create PO Change Orders screen (Materials\Transactions\Purchase Orders), the latest change order number will display and cannot be maintained.

This non-editable field displays the purchase order type. Valid PO types are "Purchase Order," "Release Order" and "Subcontract PO."

Select this checkbox to approve this voucher, making it eligible for posting and payment. If you leave this checkbox blank, the voucher will not be eligible for posting or payment. There are three types of approvals for PO vouchers identified by the Option field in the Approval Required group box in the PO Voucher Settings screen. The system-defined options are:

• Manual - Indicates that all PO vouchers will require manual approval.

• Automatic - Indicates that all PO vouchers under the limits in the Discrepancies Allowed group box in the PO Voucher Settings screen will be automatically approved by the system when you save the voucher. You must manually approve any voucher over the discrepancies allowed limits.

• Limited - Indicates that all PO vouchers under or equal to the Above field amount in the Approval Required group box and within the discrepancies allowed limits in the PO Voucher Settings screen will be automatically approved by the system when you save the voucher. You must manually approve any voucher above the approval required above amount or over the discrepancies allowed limits.

If a manual approval is required for this voucher and the user is set up to be an approver (based on his own user ID), select this checkbox to approve this voucher. If the voucher was approved in the Approve Vouchers screen (Accounting\Transactions\Vouchers), this checkbox will be selected.

Select this checkbox if this voucher is a debit memo. If you leave this checkbox blank, the voucher will not be considered a debit memo.

If you established the debit memo  in the Create Debit Memos screen (Accounting\Transactions\Vouchers), this checkbox will be checked.

Select this pushbutton to automatically load the invoice quantity with either the received quantity or the accepted plus rejected-pay quantities, depending on whether you selected "Accepted" or "Received" in the PO Voucher Setttings screen's Receipt Quantity Autoload field.

Use this pushbutton to recalculate the line extended cost amount. The calculation is as follows: invoice quantity times unit cost.

Use this pushbutton to recalculate the line sales or use tax amount.

This process recalculates either the value in the Sales/VAT Tax Amt field or the amount in the Use/Reverse Tax Amt  field (depending on the value that you specified in the Taxability field).

The calculation is as follows: tax amount equals the value in the Tax Rate field times the value in the Invoice Ext Amount field.  

This pushbutton is especially useful to correct the tax amount if you modify any of the following values: the value in the Invoice Ext Amount field (directly or indirectly), the value in the Tax Rate field (by changing the value in the Tax Code field to a code that has a different rate, or the value in the Taxable field. 

This field displays the voucher line number. The voucher line number is the system identifier for a line on the PO voucher. It is a sequential number assigned by the system to track the line items of the PO voucher.

You can have an unlimited number of lines on a PO voucher. This non-editable field is incremented automatically by the system.

As you insert and/or delete lines from the PO voucher, the system will sequentially renumber line numbers.

Enter, or use Lookup to select, the purchase order line number against which you are vouchering. Once you have entered a PO line, existing purchase order and receipt information will be pulled into the voucher line.

Leave this field blank if you are vouchering for miscellaneous costs not identified on the purchase order.

The item of the PO line entered displays in this non-editable field if you are using Costpoint Product Definition.

The item revision of the PO line entered displays in this non-editable field if you are using Costpoint Product Definition.

This field displays the item description of the PO line entered. If you have entered a PO line, this field cannot be changed.

For miscellaneous lines that are not tied to the purchase order, you can enter a description of up to 30 alphanumeric characters.

The line type of the PO line entered displays in this non-editable field. The line type is based on the type of part that was ordered for this PO line. The system-defined types are as follows:

P - Indicates that the item invoiced is a part that exists in the Basic Part Data screen.

G - Indicates that the item invoiced is a good that exists in the Goods User Flow screen.

S - Indicates that the item invoiced is a service that exists in the Services User Flow screen.

M - Indicates that the item invoiced is a miscellaneous item. It is not a part, good, or service. The item field will be left blank and only a description and a misc type will appear.

If you did not enter a purchase order line, this will automatically be set to type "M."

Enter, or use Lookup to select, a valid miscellaneous charge type. The type must already be established in the PO Line Charge Types screen in Costpoint Purchasing. This will indicate the type of charge that is being vouchered. Examples include freight, tooling, and training. You should enter and charge a miscellaneous type only when a PO Line has not been entered, indicating that a miscellaneous charge is being vouchered. A voucher line against a PO line of type "M" will have a miscellaneous type, but it cannot be changed.

The type of matching required for this voucher line will be displayed and cannot be edited. The matching type was determined when the purchase order line was added, based on the type of item ordered. In the PO Voucher Settings screen, you assigned a match type to each type of item (Goods, Services, Misc, Parts):

2 - Indicates there will be two-way matching between the purchase order quantity and the invoice quantity.

3 - Indicates there will be three-way matching between the purchase order quantity, the accepted quantity, and the invoice quantity.

For miscellaneous PO lines, you can change the match type at the PO line.

The match option required for this voucher line will be displayed and cannot be edited. The match option was determined when the purchase order line was added, based on the type of item ordered. In the PO Voucher Settings screen, you assigned a match option to each type of item (Goods, Services, Misc, Parts):

INDIV (Individual) - Indicates the invoice quantities will be matched against individual receipt accepted quantities.

TOTAL (Total) - Indicates the invoice quantities will be matched against the total purchase order line accepted quantity.

This match option applies only to 3-way match type. For 2-way match type, the match option will always be "TOTAL." For miscellaneous PO lines, you can change the match option at the PO line.

This field displays the inventory abbreviation if a PO Line was entered for an inventory part and the PO line had an inventory abbreviation.

This value defaults from the purchase order line and is noneditable.

Enter the quantity, in ordering units of measure, being invoiced. This field is required when a PO line has been entered where the quantity ordered for that purchase order line is greater than zero. If the purchase order line for this voucher line had a zero quantity ordered, this field can be zero. This field is hidden for subcontract PO vouchers.

If you enter a negative quantity on a 3-way individual matched line, a warning will display if you attempt to leave the line without matching receipts in the Receipts subtask.  Once you load the Receipts subtask, all receipts for that PO line will display, even those that have already been matched.

Enter the unit cost for the item being vouchered. This is the actual cost of one unit of the item.

The net unit cost from the purchase order line will default, but can be changed if necessary. If the purchase order line ordered quantity is zero, this field cannot be edited.

This field is hidden for subcontract PO vouchers.

If the Invoice Quantity is greater than zero, the system will automatically calculate the invoice extended amount.  The calculation follows: Invoice Quantity times Invoice Unit Cost.

If the purchase order line does not have a quantity ordered, the amount being invoiced for this voucher line must be entered.

For subcontract POs, use this field to enter the subcontract PO line voucher amount.

This field displays the amount of all line charges applied to this voucher line, through the Line Charges subtask,  and can only be maintained in the Line Charges subtask.

This amount does not include any sales or use tax applied to the charge type. Charge type examples would include freight, tooling, and training. These costs will become part of the total cost of this voucher line.

This field is hidden for subcontract PO vouchers.

Select the checkbox to indicate that this voucher line is taxable. Leave it unselected to indicate that this voucher line is not taxable.

Note: When you add a new line to a PO Voucher (either manually or through Autoload), the Sales/VAT Tax Amount or Use/Reverse Tax Amount fields will default based on the settings in the Sales Tax/VAT Info group box in the Details tab. For example, if you enter a PO voucher line and set the Taxable field to "Non-Taxable," the checkbox in the Taxable field in the table window will default as unchecked, even if the PO Line is taxable.   Similarly, if you set the Taxable field to "Taxable" and you add a new PO voucher line, the checkbox in the Taxable field in the table window will default as checked, and the Sales/VAT Tax Amount or Use/Reverse Tax Amount field will default with the value in the Sales/Use Tax drop-down box. If the Taxable field is blank or set to "From PO," all tax information for the PO voucher line will default from the entered PO Line.  If the Taxable field is set to "Item Type," the taxable status will come from the Taxable group box in the Product Definition Settings screen (Administration\Configure\Materials). The type of item vouchered, determined by the line type, will determine the voucher line's taxable status.

Use this drop-down box to select the type of tax to be calculated for this voucher.

The valid choices are "None," "Sales," and "Use."

Enter, or use Lookup to select, the tax code for this voucher line. The tax code for the PO Line entered will default, but can be changed if necessary.

The code entered must be a valid tax code already established in Sales/Value Added Tax screen. The tax code entered will determine the tax rate used to calculate all taxes for this voucher line.

This field displays the tax rate for the tax code and is noneditable.

For PO lines, this rate is derived from the ship ID.

The system automatically calculates the sales or VAT tax amount when the Taxability drop-down box is set to "Sales." The calculation follows: Invoice Extension Amount times Tax Rate.

You can change this selection, if necessary. You may need to change it in cases where the calculated amount and the amount from your vendor invoice differ because of rounding differences.

The system automatically calculates the use or reverse tax amount when the Taxability drop-down box is set to "Use."  The calculation is as follows: invoice extension amount times tax rate.

You can change this field if necessary. You may need to change it in cases where the calculated amount and the amount to accrue differ because of rounding differences.

Use tax amounts will not be included in the voucher line total before discount amount or be counted against the invoice amount.

The sales or VAT tax amount of all line charges applied to this voucher line, through the Line Charges subtask, display in this field and can be maintained only in the Line Charges subtask.

These costs will become part of the total cost of this voucher line.

This field is hidden for subcontract PO vouchers.

The use or reverse tax amount of all line charges applied to this voucher line, through the Line Charges subtask, displays in this field and can only be maintained in the Line Charges subtask.

These costs will not become part of the total cost of this voucher line.

This field is hidden for subcontract PO vouchers.

Enter the percentage of value added tax that is recoverable.

This percentage is determined by the taxing authority for the selected tax code.

The amount of value added tax that is recoverable will display in this field.

The system calculates this amount by multiplying the Line Charge Sales/VAT Tax Amount by the Recovery Rate.

The system automatically calculates the total before discount amount. The calculation follows: Invoice Extension Amount plus Sales/VAT Tax Amount plus Line Charge Cost Amount plus Line Charge Sales/VAT Tax Amount.

This field does not include any applicable use tax amounts and is non-editable.

The system automatically calculates the discount amount. The calculation follows: Total Before Discount Amount times the Percent field in the Discount group box from the Header Information subtask.

This field is not editable.

The system automatically calculates the total amount. The calculation follows: Total Before Discount Amount minus the Amount field in the Discount group box in the Header Information subtask.

This field is not editable.

This field displays the date for the supply code.

This field displays the supply code.

This non-editable field displays the status from the PO line in the Enter POs screen (Materials\Transactions\Purchase Orders). Possible system-defined values are:

"C" (Closed) - Indicates that this line has been closed and no further processing will occur.

"O" (Open) - Indicates that this line is open and ready for receipts and invoices to be entered against it.

"S" (System Closed) - Indicates that this line has been closed by the system, either fully received or fully vouchered, depending on the type of matching.

The quantity to pay not vouchered is automatically calculated by the system. It is the unvouchered quantity for this PO line.

The calculation follows: PO line accepted quantity plus PO line rejected- quantity pay minus PO line vouchered quantity indicated in the PO Voucher Lines subtask in the Approve Vouchers screen (Accounting\Transactions\Vouchers).

This field is hidden for subcontract PO vouchers and is non-editable.

This non-editable field displays the Quantity from the Enter POs screen (Materials\Transactions\Purchase Orders) for this PO line.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the U/M from the Enter POs screen (Materials\Transactions\Purchase Orders) for this PO line.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the net unit cost from the Enter POs screen (Materials\Transactions\Purchase Orders)for this PO line.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the extended cost amount from the Enter POs screen (Materials\Transactions\Purchase Orders) for this PO line.

The system automatically calculates the amount to pay not vouchered. It is the unvouchered quantity for this PO line times the PO unit cost. The calculation follows: (PO line accepted quantity plus PO line rejected- quantity pay minus PO line vouchered quantity) times PO line net unit cost from the Enter POs screen (Materials\Transactions\Purchase Orders).

This field is non-editable.

This checkbox displays the voucher received status from the Enter POs screen (Materials\Transactions\Purchase Orders)for this PO line.

When this checkbox is selected, receiving can be performed against this PO line in the Receipts subtask.

If this checkbox is not selected, receiving will not be allowed within this subtask.

This non-editable field displays the total received quantity for this PO line.

This field is hidden for subcontract PO vouchers.

This field displays the total received amount for this PO line.

This non-editable field displays the total accepted quantity for this PO line.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the total accepted amount for this PO Line.

Note: The following rejected quantity and rejected amount fields are calculated based on the rejection order/payment disposition value (i.e., the Rej Order/Pmt Disposition field in the Receive Purchase Orders screen (Materials\Transactions\Receipts), the Order/Pmt Disposition field in the Enter Vendor Returns screen (Materials\Transactions\Receipts), and the Order/Pmt Disposition field in the Rejection Info subtask in the Enter QC Inspections screen (Materials\Transactions\Receipts), and the rejected quantity for the PO line. These values are also calculated based on the rejected quantity in the Match Receipts and Vendor Returns subtasks, respectively.

This non-editable field displays the total rejected quantity to pay for this PO line.

This quantity is added to the accepted quantity in the calculation for 3-way matching.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the total rejected quantity to be replaced for this PO line.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the total rejected quantity to be credited for this PO line.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the total rejected amount to pay for this PO Line. This amount is added to the accepted amount in the calculation for 3-way matching. This field is calculated as rejected quantity – pay * order unit cost.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the total rejected amount to be replaced for this PO line.  This field is calculated as rejected quantity – replace * order unit cost.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the total rejected amount to be credited for this PO line.  This field is calculated as rejected quantity – credit * order unit cost.

This field is hidden for subcontract PO vouchers.

Enter, or use Lookup to select, the vendor's Returned Material Authorization (RMA) number. This number will print on the debit memo for material that is to be returned to the vendor.

Select an RMA number, provided one was entered, from all receipts that exist for this PO line.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the desired date from the Enter POs screen (Materials\Transactions\Purchase Orders) for this PO line.

This non-editable field displays the due date from the Enter POs screen (Materials\Transactions\Purchase Orders) for this PO line.

This non-editable field displays the manufacturer part from the Enter POs screen (Materials\Transactions\Purchase Orders) for this PO line.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the Mfg rev (manufacturer part revision) from the Enter POs screen (Materials\Transactions\Purchase Orders) for this PO line.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the vendor part from the Enter POs screen (Materials\Transactions\Purchase Orders) for this PO line.

This field is hidden for subcontract PO vouchers.

This non-editable field displays the vend rev (vendor part revision) from the Enter POs screen (Materials\Transactions\Purchase Orders) for this PO line.

This field is hidden for subcontract PO vouchers.

This checkbox indicates whether or not the PO voucher line is subject to CIS withholding. The status of this checkbox for the voucher line defaults from the PO line's CIS Withholding field in the Enter POs screen (Materials\Transactions\Purchase Orders).

If a CIS Code has a withholding rate greater than zero, this checkbox will be selected and available; otherwise, it will be disabled.

If you change the voucher CIS code to blank, the system will automatically uncheck the checkboxes in the CIS W/H field and the CIS Rpt field.  

If you change the voucher CIS code to a different code that does not have a withholding rate, the system will automatically uncheck the checkbox in the CIS W/H field.  

This checkbox indicates whether or not the PO voucher line is subject to CIS reporting.

The status of this checkbox depends on the CIS code for the purchase order in the Header Information subtask of the Enter POs screen (Materials\Transactions\Purchase Orders).

If a CIS code exists for the PO, this checkbox will be selected and available; otherwise, it will be unselected and disabled.

If you change the voucher CIS code to blank in the Header Information subtask, a warning message displays indicating that CIS report flags on all voucher lines will be changed to unselected.  

If you change the voucher CIS code to a different code, a warning message will not display and the CIS report flags will be selected and available.

Enter notes related to the selected PO voucher line.

Any PO line notes entered in the Enter POs screen (Materials\Transactions\Purchase Orders) will display in this field.