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)

Note: The purchase order vendor must not have an Approval Code of Pending or Not Approved.

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.

Note: 1099s created from purchase order vouchers include any sales tax from the purchase order voucher lines.

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.