Manage Purchase Order Vouchers

The term "voucher" is used for an invoice that you have received from a vendor. After you enter vouchers in Costpoint, you can review them on the Print Voucher Edit Report screen. You can make corrections to vouchers on the same screen on which you entered them.

Use this screen only to enter invoices that are associated with a purchase order or subcontract purchase order already entered through the Manage Purchase Orders screen in Purchasing.

• If you intend to issue purchase orders through Costpoint, you should enter the invoices that relate to those issued purchase orders on this screen and not on the Manage Accounts Payable Vouchers screen.
• Create subcontract purchase order vouchers on the Create Subcontract Purchase Order Vouchers screen.

You can also enter debit memos on this screen, provided that purchase orders were issued for them. Use the Create Debit Memos screen to create debit memos. After you create a debit memo, whether through Create Debit Memos or directly on this screen, you can maintain the debit memo only on this screen.

Before you generate purchase orders, review the following:

• Settings on the Configure Purchase Order Voucher Settings screen
• Data on the purchase order record (on the Manage Purchase Orders screen)
• Data on the purchase order receipt record (on the Manage Purchase Order Receipts screen)

Use this screen whenever you need to add to Costpoint invoices and/or debit memos that pertain to purchase orders. You should also use it whenever you make changes to existing purchase order vouchers or debit memos. The associated purchase order must have been established on the Manage Purchase Orders screen.

Draft Vouchers

You have the option to enable the draft feature that allows you to save vouchers as drafts and submit them once the details are complete and finalized. This functionality allows you to distinguish vouchers that are still being worked on from those that are finalized and ready for approval or posting.

Submitted vouchers can trigger Dela’s automated approval workflow or be processed through manual approval.

For more information, see Enable the Draft Feature and Submission Workflow for Vouchers.

Intelligent Character Recognition

If Content Management Integration is set up for this screen, you can use the Attach & Scan option to initiate the Intelligent Character Recognition (ICR) tool that allows you to create new vouchers by uploading electronic copies of invoices.

To know more, see Intelligent Character Recognition for Creating PO Vouchers.

AI-Powered Automatic Voucher Assessment

You can use this screen to utilize an AI-powered process for automatically reviewing vouchers and approving those that meet approval criteria.

Powered by Dela, Deltek's digital assistant, this feature seamlessly approves routine entries while intelligently flagging exceptions for manual review, reducing manual effort, improving accuracy, and accelerating your workflows with a smarter and more efficient approach.

When you enter and save new vouchers, Costpoint triggers Dela to analyze new voucher data against previously approved vouchers. Dela then determines whether a voucher qualifies for automatic approval based on predefined parameters and the user's Approval Mode in Configure Accounts Payable Dela User Settings:

• If the approval mode is Enforce, Dela automatically approves the voucher if it meets approval criteria and sends an email notification to the approver.
• If the approval mode is Recommend, Dela sends an approval recommendation to the approver for review.
• If the approval mode is Disable, the voucher remains unapproved, requiring manual processing.

To enable this functionality, you must first select Allow Dela Approval in Configure Purchase Order Voucher Settings and set up user accounts for AI approval authorization in Configure Accounts Payable Dela User Settings.

For more information on configuring AI-powered voucher assessment, see the special topic Configure Dela for PO Voucher Processing.

This screen consists of the following elements:

• Use the Identification block to specify the voucher number, fiscal year, period, and subperiod.
• Use the options to specify things such as the currencies, purchase order number, and purchase order type.
• Use the tabs to enter information for the vouchers, such as the invoice number, sales tax or VAT amounts, addresses, cash disbursements, subcontractor information, and default actions.
• Use the table window to review voucher details, such as the part number and taxability setting.
• Use the subtasks (listed at the end of this topic) to review voucher information such as exchange rates, receipts, vendor returns, currency information, and customs data.

For Subcontractor Management, the Manage Purchase Order Vouchers screen allows you to query subcontractor agreement invoices created by the Create Subcontractor Invoices process and the Manage Subcontractor Invoice application that have been approved by the prime contractor and subcontractor through the Approve Subcontractor Invoices screen.

If you are licensed for Supplier Portal, you and the vendor associated with an invoice can accept and add a digital signature to an invoice on the Manage Invoices screen. The invoice would then be used to populate the purchase order (PO) voucher tables for payment. Once you or an associated vendor digitally signs an invoice and create a voucher from it, that voucher can no longer be deleted. Any discrepancy must be fixed through a correcting invoice.

The Manage Purchase Order Vouchers screen contains the following tabs:

• Use the Header Info tab to view information relating to the entire purchase order voucher.
• Use the Details tab to establish information that pertains to the entire purchase order voucher.
• The Address tab contains the pay vendor and payment address code for this purchase order voucher.
• The Check tab contains information relating to the check and cash disbursement posting used for this purchase order voucher.
• Use the Subcontractor Info tab to enter the period of performance (POP) date for insurance certificates and bond comparisons and to enter information related to progress payments (1443s).
• Use the Notes/Doc Loc tab to browse, add, and launch external documents and add them to the purchase order voucher.
• Use the Actions tab to specify default actions or to select specific actions to execute.
• Use the Invoice Approvals tab to view invoice approval information of subcontractor PO vouchers that were created via the Manage Subcontractor Invoices or Create Subcontractor Invoices applications.

Related Topics:

Display the Manage Purchase Order Vouchers Screen

You access the Manage Purchase Order Vouchers screen from the Accounting domain.

Contents of the Manage Purchase Order Vouchers Screen

Use the fields and options to configure the Manage Purchase Order Vouchers screen.

Table Information for the Manage Purchase Order Vouchers Screen

Changes to the Manage Purchase Order Vouchers screen update several tables.

Tabs of the Manage Purchase Order Vouchers Screen

The Manage Purchase Order Vouchers screen has the following tabs: Header Info, Details, Address, Check, Subcontractor Info, Notes/Doc Loc, Actions, and Invoice Approvals.

Subtasks of the Manage Purchase Order Vouchers Screen

The Manage Purchase Order Vouchers screen has multiple subtasks such as Auto Allocate Charges, PO Voucher Totals, Exchange Rates, Header Documents, and so on.

Related Topics for the Manage Purchase Order Vouchers Screen

Use this section to view special topics related to the Manage Purchase Order Vouchers screen. - Intelligent Character Recognition for Creating PO Vouchers View this special topic to learn how you can use Intelligent Character Recognition (ICR) for purchase order voucher creation. - Configure Dela for PO Voucher Processing View this special topic to learn how you can configure Dela to automatically approve purchase order vouchers.

Parent Topic:

Purchase Order Voucher Entry