Managing Vouchers

This chapter provides an overview of voucher management and discusses how to:

• Approve vouchers.

• Unpost individual vouchers.

• Close individual vouchers.

• Delete individual vouchers.

• Search for and correct individual vouchers.

• Modify, unpost, delete, and close multiple vouchers.

• Use OpenItem accounting in PeopleSoft Payables.

See Also

Reviewing Voucher, Payment, and Vendor Information

Understanding Voucher Management

Entering vouchers online or in batch mode is only the first part of the payables life cycle. The full flexibility of PeopleSoft Payables comes into play as you manage approval processing, error correction, and OpenItem accounting for vouchers on their way to payment.

This section discusses:

• Voucher approval.

• Voucher deletion, closure, and unposting.

• Voucher correction and mass maintenance.

• OpenItem accounting.

Voucher Approval

You can approve vouchers manually, or you can approve them through workflow. If your organization has a single approver, you may want to approve vouchers by accessing the Voucher Approval component (VCHR_APPROVE) directly. If your organization has multiple levels of approval, you probably want to use workflow.

See Also

Approving Vouchers

Voucher Deletion, Closure, and Unposting

You can delete, close, and unpost individual vouchers using the Delete Voucher, Close Voucher, and Unpost Voucher pages. Deleting a voucher removes the voucher from your system irreversibly (although the voucher remains in the voucher tables marked as deleted, and thus available only for audit trail purposes). Closing a voucher "writes off" the remaining liability on a voucher that you are not going to pay. And unposting a voucher reverses the accounting entries that have been posted to the voucher accounting entry tables so that you can modify the voucher (usually just distribution line information) and repost.

To unpost, close, and delete a selected set of multiple vouchers at once, use the Voucher Mass Maintenance component (VCHR_MASS_MAINT).

Note. When you close vouchers that are associated with purchase orders, and/or you have installed Commitment Control, the system performs specific closure logic that can also restore encumbrances for fully paid vouchers. This functionality exists only for the voucher close component; you cannot restore encumbrances for vouchers closed with the mass maintenance component.

See Also

Unposting Individual Vouchers

Voucher Correction and Mass Maintenance

PeopleSoft Payables provides two methods for correcting unpaid vouchers:

1. The Voucher Maintenance Search component (VCHR_CORRECT_SRCH) and Voucher Maintenance component (VCHR_CORRECTION).

   These components enable you to search for vouchers by a number of voucher fields and error criteria, and then search for the exact voucher lines, distribution lines, or scheduled payments that you want to correct.

   The Voucher Maintenance component enables you to handle modifications and add voucher and distribution lines to unposted vouchers of any size, without the burden of calling up the entire voucher. It is particularly useful for modifying large vouchers with many voucher or distribution lines.

2. The Voucher Mass Maintenance component.

   This component enables you to search for vouchers by a number of voucher fields and then update specific fields across all of the vouchers that meet your criteria.

   You can also use the Voucher Mass Maintenance component to close, delete, and unpost multiple vouchers that share particular field values.

   The Voucher Mass Maintenance component is ideal for situations such as a reorganization that results in a department ID change: you search for all unpaid vouchers with distribution lines that include the old department ID and update them all at once with the new department ID.

See Also

Searching for and Correcting Individual Vouchers

Modifying, Unposting, Deleting, and Closing Multiple Vouchers

OpenItem Accounting

OpenItem accounting enables you to efficiently define, control, and maintain open accounts until all transactions for an OpenItem cause it to reach a zero balance. You can set up many types of OpenItem accounts when you define accounts on the Account page. Common examples of OpenItem accounts are employee advances, suspense accounts, and interunit accounts. Once an OpenItem account is established, you can keep track of the PeopleSoft Payables transactions that are posted to this account using the OpenItem Update page.

See Also

Using OpenItem Accounting in PeopleSoft Payables

Approving Vouchers

This section provides an overview of voucher approval, lists prerequisites, and discusses how to:

• (Optional) Run the Voucher Approval Workflow Application Engine process (VCHR_APRV_WF).

• Use one of the Voucher Approval components (VCHR_APPROVE if you use Virtual Approver or VCHR_APPROVE2 if you use Approval Framework).

• Approve multiple vouchers.

Understanding Voucher Approval

You can approve vouchers manually, or you can approve them through workflow. If your business has a single approver, you may want to approve vouchers by accessing the Voucher Approval component directly. If your business has multiple levels of approval, you probably want to use workflow.

Workflow Approval

Voucher approval through workflow uses PeopleSoft Virtual Approver or Approval Framework. Both watch for transactions that require approval before they can move on to the next step in a business process—such as purchase requisitions awaiting approval before they can become purchase orders or vouchers awaiting approval before they can be posted or paid. An application engine process routes lists of such transactions to PeopleSoft Component Interfaces, which perform the processing to prepare the transactions for interaction with a user through the worklists. As users select transactions to work on in their worklists, they are presented with transaction data on the appropriate pages. Approving a transaction sends it on to the next step (such as acquiring additional user approvals) or on to a final process (such as posting).

Using workflow in approval processing has these advantages:

• Multilevel parallel and sequential approval rules provide extensive processing flexibility.

• Integration with worklists and email systems automates the approval process and ensures timely actions.

• Common objects across applications decrease the learning curve and time needed for implementation.

• Efficient separation of data entry and approval tasks provides control where and when you need it.

• Adaptability enables you to modify your processes as your business rules—and people—change.

Basic Components of the Workflow Approval Process

PeopleSoft Payables delivers a model (or example) of how you might set up your own voucher approval workflow using the PeopleSoft Virtual Approver. This model provides a starting point for your project team to understand and modify the approval process workflow to meet your needs.

Voucher approval process flow

To adapt the PeopleSoft Virtual Approver model to fit your organization's business processes, a thorough understanding of PeopleSoft Application Designer and Workflow Administrator is necessary. This includes the ability to carefully analyze the fundamental rules, roles, and routings that your departments use to carry out their day-to-day business routines, such as approving requisitions, purchase orders, and vouchers in the procurement cycle—processes you'll want to automate using the Virtual Approver.

Workflow Approval During Voucher Entry and Update

During transaction entry, the system refers to the approval rules that govern processing for the different types of transactions. Voucher approval rules are stored on several levels of the control hierarchy: the business unit, origin, control group, vendor, and the voucher itself.

When a voucher is saved during initial entry and is not preapproved, its status is set such that it is selected by the Voucher Approval Workflow process to go through approval processing.

If a voucher has been approved but not paid, and changes are made to certain fields, the voucher is returned to a pending status—unless it was preapproved—and is sent back through the approval processing workflow.

The approval process establishes that the voucher has been approved for payment processing in the system. The approval process picks up a voucher after it has been edited online or through the Voucher Build Application Engine process (AP_VCHRBLD) and is in a postable status. A voucher that does not require matching can be in one of two postable states:

If you have the authority to approve vouchers, you can do so using the pages in the Voucher Approval component.

A voucher that requires matching must also go through the Matching Application Engine process (AP_MATCH) to qualify as ready for payment. After the voucher has successfully passed the matching requirements, it is approved for payment. If a voucher does not pass matching, you can still pay it if you have selected the Pay Unmatch Voucher option on the User Preferences - Procurement: Payables page for your user ID, or by overriding the match exceptions.

Workflow Approval After Voucher Entry

You should have the Voucher Approval Workflow process scheduled to run regularly. After you have saved a voucher, the Voucher Approval Workflow process determines the current approval status for the voucher by calling the Virtual Approver routine. The status of the voucher is updated based on what Virtual Approver concludes according to the approval rules defined in Workflow Administrator.

The Voucher Approval Workflow process uses PeopleSoft Component Interfaces then determines which users (if any) to notify, through workflow worklists or email forms, of the pending approval. Workflow routing is initiated by calling the Virtual Router routine that performs the needed action. You can access the Voucher Approval page from your worklists, manually inspect the voucher information, and either approve or reject a voucher for payment.

When you enter the Voucher Approval component, the voucher is typically presented in a pending status—payment has not been approved or denied.

Note. The Voucher Approval page displays vouchers whose approval status is Pending and whose match status is Matched.

In the Voucher Approval Workflow process, both worklists and emails are generated as follows:

• If additional approvals are required, based on what the Virtual Approver concludes, the system generates appropriate worklists for the roles that are eligible to approve the voucher.

• If a voucher is denied, the system sends an email with voucher details to the role you define on the Payables Options - Vouchering Options 1 page.

  The person you define as the one to whom all rejection emails should be forwarded receives these voucher details. You can choose not to use email for rejections but to instead create an additional worklist to use for routing. We defined an email for rejections to provide examples of both worklists (approved vouchers are sent to a worklist) and emails (denials are sent by email).

  See Defining the Voucher Approval Rules, Default Currency, and Single Payment Master Vendor.

• If the voucher passes all approvals, its comprehensive approval status is set to Approved, and you can select it for payment.

Worklists for Voucher Approval

Your worklist displays all items that have been routed to you to work on. In PeopleSoft Payables, use the workflow worklist to navigate to the Voucher Approval pages to inspect and take action on vouchers that must be approved for payment.

See Also

Running the Matching Process

Enterprise PeopleTools PeopleBook: Workflow Technology

Registering Approval Transactions

Using the Approval Monitor

Prerequisites

You must perform the following setup before using voucher approval:

• (For workflow approval only) Set up Virtual Approver for voucher approval.

  PeopleSoft delivers business process definitions, rule sets, and approver roles, but you may need to modify these or add your own.

• Set up voucher approval rules for PeopleSoft Payables business units and, as necessary, at lower levels in the PeopleSoft Payables control hierarchy.

See Also

Defining the Voucher Approval Rules, Default Currency, and Single Payment Master Vendor

Delivered Workflows for PeopleSoft Payables

Enterprise PeopleTools PeopleBook: Workflow Technology

Understanding the Approval Framework

Pages Used to Approve Vouchers

Running the Voucher Approval Workflow Process

Access the Voucher Approval Workflow page and click the Process button to initiate the Voucher Approval Workflow process. You may want to have this process run on a regular schedule.

Using the Voucher Approval Component to Approve Vouchers

Access the Voucher Approval - Approval page (Accounts Payable, Vouchers, Approve, Approve Voucher, Approval).

Note. The Voucher Approval page displays vouchers whose approval status is Pending and whose match status is Matched.

You can use the Voucher Approval component as part of workflow, or you can use it to approve vouchers manually. Approval processing steps are the same, regardless of whether you arrived there through the worklist or by navigating through the menus manually.

Approval Information

The Approval Information group box displays the current approval status of the voucher: Pending, Approved, or Denied.

Note. If you have the authority, you can deny or approve vouchers. Vouchers do not display on this page after you have approved and saved them. Also, if you do not have the authority to change voucher status, you can only route vouchers to an authorized approver.

Before you approve a voucher, you can also view voucher line and distribution line information on the Voucher Approval - Line Information page and the Voucher Approval - Charge Information page.

Voucher Details

The Voucher Details group box displays voucher header totals.

Details

The Details group box displays vendor details.

Using the Approval Framework - Vouchers Component to Approve Vouchers

Access the Approval Framework - Vouchers – Approval page (Accounts Payable, Vouchers, Approve, Approval Framework - Vouchers, Approval).

Use the Voucher Approval page to perform your approval tasks, including:

• Approving vouchers that have been routed to you.

• Deny vouchers that have been routed to you.

• Pushback vouchers that have been routed to you.

• Add comments to the approval routing.

• Assign additional approvers.

• View or add attachments to the voucher.

Approving Multiple Vouchers

Access the Voucher Mass Approvals page (Accounts Payable, Vouchers, Approve, Mass Voucher Approval).

Business Unit	Enter the business unit to search for vouchers requiring your attention. You must enter at least the business unit.
Voucher ID	Click to access the Voucher Inquiry page and view information about this voucher.
Approval History	Click to view a graphical representation of the approval history. You can further drill down to view other approvers assigned to this routing.

Unposting Individual Vouchers

This section discusses how to unpost vouchers.

See Also

Modifying, Unposting, Deleting, and Closing Multiple Vouchers

Voucher Deletion, Closure, and Unposting

Pages Used to Unpost Individual Vouchers

Unposting Vouchers

Access the UnPost Voucher page (Accounts Payable, Vouchers, Add/Update, UnPost Voucher, Unpost Voucher).

After a voucher is posted using the Voucher Posting Application Engine process (AP_PSTVCHR), PeopleSoft Payables prevents you from changing distribution line fields by disabling those fields on the online Voucher component (VCHR_EXPRESS). If you must update distribution line information after posting, you must first unpost the voucher.

Unposting a voucher instructs the PeopleSoft Payables system to create reversing entries that undo the effects of the posting. Unposting happens immediately when you save the UnPost Voucher page.

Note. Any unpaid voucher can be unposted. Fully or partially paid vouchers can be unposted only if you select Allow Unpost Paid Vouchers on the Procurement Controls - General Controls page for the related general ledger business unit.

Update Voucher

Reversal Accounting Date

Document Sequencing Links

The following links appear only if document sequencing is enabled for the business unit.

Unposting Action

Once you have unposted the voucher, you can update it using the Voucher component or the Voucher Maintenance component and repost it. If the voucher is unpaid, then all voucher fields are available for updating (unless it is a register voucher, in which case only voucher line and distribution lines fields can be updated). However, if the voucher has been paid or partially paid, only a limited set of fields is available for modification: accounting date, tax codes, and all invoice line and distribution line fields. Any changes to sales tax, line, and distribution line amounts must balance to the total amount on the header, which cannot be modified. Payment fields are completely unavailable.

Note. The unposting process is not integrated with Vertex and Taxware tax functionality, and the process does not call the Vertex or Taxware functionality to recalculate sales and use tax amounts. This means if you have these third party tax applications installed and create a voucher with erroneous tax amounts, you cannot unpost the voucher, correct the tax amounts, and repost the voucher. Instead, you must create a reversal voucher to reverse all the accounting entries in the system, then recreate the voucher with the correct tax amounts.

See Also

Selecting General Controls

Establishing Accounting Date Options

Processing Document Sequencing in PeopleSoft Payables

Searching for and Correcting Individual Vouchers

Closing Individual Vouchers

This section gives an overview of voucher close functionality discusses how to:

• Close vouchers.

• Restore encumbrances.

Understanding Voucher Close Functionality

This section discusses:

• Voucher close functionality.

• PO voucher close functionality with no Commitment Control integration

• PO voucher close functionality and Commitment Control integration.

• Voucher closure processing sequence.

Voucher Close Functionality

You close vouchers when you want the remaining liability to be "written off" the vendor balance and the voucher to be considered complete. For example, when you have items in dispute that you and the vendor have agreed that you will not make a payment on these items. Close the voucher to credit the expense accounts and debit the liability accounts for the portion of the voucher that remains unpaid.

To close a voucher, the voucher must be:

• Posted.

• Not selected for payment.

• Not fully paid.

To close vouchers:

1. Create the vouchers.

2. Run the Budget Processor Application Engine process (FSPKBDP3).

3. Run the Matching process.

4. Run the Document Tolerance Application Engine process (FS_DOC_TOL).

5. Run the Voucher Posting process.

6. Close vouchers after the system completes the Voucher Posting process.

   For matched vouchers, the Voucher Posting process reverses the matching, provided the voucher meets certain requirements.

PeopleSoft Payables voucher close logic handles increasingly complex voucher close scenarios, such as the following:

• Basic voucher closures.

• Voucher closures involving associated purchase orders (PO).

  The PO voucher close functionality gives you the option to unmatch vouchers.

• Voucher closures involving associated purchase orders and Commitment Control integration.

  The PO voucher close functionality gives you options by which to make further adjustments to a PO voucher transaction after it has been matched, budget checked, and posted. The PO voucher close functionality enables you to either restore the encumbrance and reopen a purchase order (PO) or to liquidate the remaining liability on a purchase order.

  The PO voucher close functionality offers greater flexibility with exception processing of PO vouchers. For example, if you match a PO voucher to the wrong purchase order or PO line/schedule, the PO Voucher Close option enables you to restore the encumbrance back to the purchase order. However, if you do not want to pay the remaining unpaid amount of a PO voucher, you can close the voucher without restoring the purchase order encumbrance.

  After closing the PO voucher, you must run the Voucher Posting process, as running this process triggers the system to concurrently run the Budget Processor process.

The system performs various edits when you save voucher closures. Note the following restrictions for vouchers with associated purchase orders:

• You cannot close PO vouchers when the voucher is associated with a debit memo or reversal voucher.

• You cannot reverse encumbrances on partially paid vouchers. You must either cancel the payment or close only the remaining liability.

• You cannot reverse encumbrances if the associated purchase order has been reconciled.

For vouchers without associated purchase orders, you cannot close non-PO vouchers when the voucher is associated with an adjustment voucher or reversal voucher. Vouchers associated with adjustment vouchers cannot be closed unless all related vouchers are closed first.

Note the following limitations for voucher payments:

• You cannot close vouchers having multiple payment schedules, with one of the schedules already paid.

• You cannot cancel a voucher payment if the voucher is associated with a debit memo or a reversal voucher.

Similar functionality exists in the payment cancellation and payment schedule cancellation functionality for payments associated with PO vouchers. This functionality enables you to cancel payments with associated liabilities.

See Understanding Payment Cancellation With Associated Liabilities.

PO Voucher Close Functionality With No Commitment Control Integration

When the closure includes purchase orders associated with vouchers, but Commitment Control is not enabled, the system provides you with the option of unmatching the voucher, in addition to closing the liability. The system:

• Determines if the matched voucher is associated to a closed receiver line.

• Provides you with the option for unmatching the voucher if there is no association to a closed receiver line.

  The system generates a new message asking if you wish to unmatch the voucher. Select Yes to unmatch the voucher and close the liability. Select No to only close the liability.

• Provides you with the option for unmatching the voucher if there is an association to a closed receiver line.

  The system generates a new message asking if you wish to unmatch the voucher. Select Yes to unmatch the voucher and close the liability. Note that the system unmatches the closed receiver line as well. Select No to only close the liability.

• Determines if the voucher is partially paid.

  If so, the system displays a warning message that the voucher cannot be unmatched because it has been partially paid. You can continue with closing the voucher, however, the system does not unmatch the voucher.

PO Voucher Close Functionality and Commitment Control Integration

If purchase orders are associated with a voucher marked for closure, the system gives you the option of restoring encumbrance to the purchase order. If you choose to restore the encumbrance, the system automatically unmatches the voucher. If you choose not to restore the encumbrance, the system does not unmatch the voucher.

When the voucher is associated with purchase orders, and Commitment Control is enabled, the system:

• Determines if the encumbrance can be restored to the purchase order.

  The system generates a message asking if you wish to restore the encumbrance and reopen the purchase order. Select Yes to restore the encumbrance and reopen the purchase order. Select No and the system only liquidates the liability.

  If you use matching and you opted to restore the encumbrance and reopen the purchase order, the system automatically unmatches the voucher after the Voucher Posting process, which updates the purchase order and the receiver match statuses to Partial.

• Determines if the purchase order has been reconciled and finalized, and if encumbrances are established.

  If all purchase orders have been reconciled, then the system prevents you from reopening the purchase orders and restoring the encumbrances and the system advises you that only the remaining liability can be restored.

• Determines if the PO voucher has no associated partial payments.

  If associated partial payments exist, the system does not perform the undo matching functionality.

The system uses these results to ensure field value synchronization between source transactions and referenced transactions, which are used in the Budget Processor process.

The following diagram illustrates the PeopleSoft Payables voucher closure processing logic for scenarios involving associated purchase orders and Commitment Control integration:

PeopleSoft Payables voucher close processing logic, for scenarios involving associated purchase orders and Commitment Control integration

See Processing Source Transactions Against Control Budgets.

Voucher Closure Processing Sequence

The following is the sequence of processes you perform to successfully close a PO voucher that has not been paid:

1. Create a PO voucher.

2. Run the Budget Processor process.

3. Run the Matching process.

4. Run the Voucher Posting process.

5. Close the voucher.

6. Run the Voucher Posting process again to unmatch any matched items.

Pages Used to Close Individual Vouchers

Closing Vouchers

Access the Close Voucher page (Accounts Payable, Vouchers, Add/Update, Close Voucher, Close Voucher).

Process Manual Close

Before saving the page, you can go to the Voucher Details page to view the details for the voucher.

See Also

Running Voucher and Payment Posting

Restoring Encumbrances

Access the PO Associated with a Voucher page (click the Associated POs link on the Close Voucher page).

The system lists all purchase orders linked to the PO voucher on this page, including reconciled purchase orders, which are unavailable for selection.

Deleting Individual Vouchers

This section discusses how to delete vouchers.

Pages Used to Delete Individual Vouchers

Deleting Vouchers

Access the Delete Voucher page (Accounts Payable, Vouchers, Add/Update, Delete Voucher, Delete Voucher).

Note. PeopleSoft Payables enables you to select only those vouchers that are eligible for deletion. The vouchers cannot have been posted or selected for payment, nor can any portion of the vouchers ever have been paid.

PO vouchers with the Finalize checkbox selected cannot be deleted.

Before saving the page, you can go to the Voucher Details page to view the details for the voucher.

Warning! Once you delete a voucher, you cannot retrieve it or undo the deletion. The data rows that are associated with the voucher remain in the tables so that you cannot reuse the voucher number.

Note. If you delete a voucher that was entered as a manual payment, the payment is not deleted; it remains in the system and can be applied to other vouchers.

Vouchers associated with debit memo adjustment vouchers cannot be deleted unless all related vouchers are deleted first.

Searching for and Correcting Individual Vouchers

This section provides an overview of the Voucher Maintenance Search and Voucher Maintenance components, lists common elements, and discusses how to:

• Search for vouchers needing correction or updating.

• View voucher summary information.

• View and modify voucher header information.

• Search for and modify voucher lines.

• Search for and modify distribution lines.

• Search for and modify scheduled payments.

• View summarized voucher errors.

Understanding the Voucher Maintenance Search and Voucher Maintenance Components

The Voucher Maintenance Search component enables you to search for unpaid and unposted vouchers by a variety of criteria. When the component retrieves the vouchers that meet your criteria, you can link directly from the search results grid to the Voucher Maintenance component for the voucher you want. On that component, you can use various search tools to identify the voucher header, line, distribution, and scheduled payment information you want to modify, as well as view error summaries for the whole voucher.

If you know the voucher you want to modify, you can skip the Voucher Maintenance Search component and go directly to the Voucher Maintenance component to perform the modification.

You can also use the search page for the Voucher component to find vouchers in recycle status and correct errors on a voucher; the advantage of the Voucher Maintenance component is that it enables you to view only the voucher lines, distribution lines, or scheduled payments that have the errors you want to update or the field values you want to modify. It also allows you to add voucher or distribution lines without opening the entire voucher. For vouchers with multiple voucher lines and distribution lines, this can save time.

Errors That You Can View and Correct in the Voucher Maintenance Component

The Voucher Maintenance component displays the following types of voucher errors:

• Matching errors.

• ChartField and combination edit errors.

• Out of balance errors.

• Duplicate invoice errors.

Restrictions on Vouchers That You Can View and Correct in the Voucher Maintenance Component

The following factors restrict the vouchers that you can access through the Voucher Maintenance component:

• Vouchers must be unpaid and unposted.

• Vouchers entered within control groups must be in Assigned or Ready for review status.

• Template and third-party vouchers are not accessible.

• Registered vouchers cannot be in Complete status.

• Vouchers must be of a voucher style accessible to your user ID.

See Also

Defining Payables User Preferences

Viewing Voucher Error Information

Modifying, Unposting, Deleting, and Closing Multiple Vouchers

Common Elements Used in This Section

Pages Used to Search for and Correct Individual Vouchers

Searching for Vouchers Needing Correction or Updating

Access the Voucher Maintenance Search page (Accounts Payable, Vouchers, Maintain, Voucher Maintenance Search, Voucher Maintenance Search).

Entering Your Search Criteria

Enter your search criteria and click Search to retrieve a list of vouchers that meet your criteria. Click Reset Criteria to clear the search results and enter new search criteria.

Most of these search fields enable you to search by a specific value or a range of values (in the From and To fields), but not both. Select the radio button next to the field name (such as Business Unit) to enter a specific value. Select the radio button next to the From field (such as From Business Unit) to enter a range of values using the From and To fields. The page also allows open-ended ranges using either From or To values.

Search fields without radio buttons allow specific values only.

Note. Restrict your search as narrowly as possible to increase the speed with which you retrieve your search.

Viewing the Search Results

Each voucher that meets your search criteria appears in the Search Results grid. To clear the grid and perform a new search, click Reset Criteria.

Viewing Voucher Summary Information

Access the Voucher Maintenance - Summary page (Accounts Payable, Vouchers, Maintain, Voucher Maintenance, Summary).

This page is identical to the Summary page in the Voucher component.

See Viewing Voucher Summary Information.

Viewing and Modifying Voucher Header Information

Access the Voucher Maintenance - Invoice Header page (Accounts Payable, Vouchers, Maintain, Voucher Maintenance, Invoice Header).

With the exception of those in the Header Errors scroll area, the fields on this page also appear on the header section of the Invoice Information page in the Voucher component.

See Also

Entering Invoice Information for Online Vouchers

Searching for and Modifying Voucher Lines

Access the Voucher Maintenance - Invoice Lines page (Accounts Payable, Vouchers, Maintain, Voucher Maintenance, Invoice Lines).

Entering Your Search Criteria

Enter your search criteria and click the associated Go button to display the voucher lines you want to modify. The voucher lines appear in the Correct Invoice Lines scroll area.

There is a Go button for each field or set of related fields that constitutes a mutually exclusive set of search criteria. In other words, you can search by any one of the following fields or set of fields:

• Invoice Line.

• From Invoice Line and To Invoice Line.

• All invoice lines with an error.

• All invoice lines.

• All invoice lines that contain the following values:

  • Distribute by

  • Item ID

  • Item Description

  • Quantity

  • UOM

  • Unit Price

  • Extended Amount

• Invoice lines that contain the following purchase order/receipt values:

  • PO Unit.

  • PO Number.

  • Receipt Unit.

  • Receipt Number.

  • From Line Number (from PO line number).

  • To Line Number (to PO line number).

  • From Recv Line (from receiver line).

  • To Recv Line (to receiver line).

  • From Sched# (from PO schedule number).

  • To Sched# (to PO schedule number).

Viewing and Correcting Selected Invoice Lines

The fields in the Correct Invoice Lines scroll area also appear on the Invoice Lines scroll area on the Invoice Information page in the Voucher component, with the following exception:

Note. If you search for voucher lines with errors, the Correct Invoice Lines scroll area displays only voucher lines with voucher line-level errors. For example, if a voucher line has distribution line errors but no voucher line-level errors, it will not appear here if you search by invoice line with errors. And if you search by other criteria and the voucher line does appear here, there will be no Review Errors button for the voucher line, even if it has distribution line errors. You must use the Voucher Maintenance - ChartFields page to search for and correct distribution line errors.

Note. If you modify, add, or delete a voucher or distribution line on this page, you must save your changes before you can make modifications on the Voucher Maintenance - Chartfields page. If you do not save first, the ChartFields page appears in display-only mode and you will be prompted to save your changes. The same is also true if you made modifications to the distribution lines retrieved on the Voucher Maintenance - ChartFields page and you attempt to make changes using the Voucher Maintenance - Invoice Lines page.

See Also

Entering Invoice Information for Online Vouchers

Searching for and Modifying Distribution Lines

Access the Voucher Maintenance - ChartFields page (Accounts Payable, Vouchers, Maintain, Voucher Maintenance, ChartFields).

Entering Your Search Criteria

Enter your search criteria and click the associated Go button to display the distribution lines you want to modify. The distribution lines appear in the Correct Distribution Lines scroll area.

There is a Go button for each field or set of related fields that constitutes a mutually exclusive set of search criteria. In other words, you can search by any one of the following fields or set of fields:

• Invoice Line.

• From Invoice Line and To Invoice Line.

• All distribution lines with an error.

• All distribution lines.

• The ChartFields and project-related fields in the GL Chart tab.

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

See Completing the Standard ChartField Configuration Page.

Viewing and Correcting Selected Distribution Lines

The fields in the Correct Distribution Lines scroll area also appear on the Distribution Lines scroll area on the Invoice Information page in the Voucher component, with the following exception:

See Also

Entering Invoice Information for Online Vouchers

Searching for and Modifying Scheduled Payments

Access the Voucher Maintenance - Scheduled Payments page (Accounts Payable, Vouchers, Maintain, Voucher Maintenance, Scheduled Payments).

Entering Your Search Criteria

Enter your search criteria and click the associated Go button to display the scheduled payments you want to modify. The scheduled payments appear in the Correct Scheduled Payments scroll area.

There is a Go button for each field or set of related fields that constitutes a mutually exclusive set of search criteria. In other words, you can search by any one of the following fields or set of fields:

• Scheduled Payment.

• From Scheduled Payment and To Scheduled Payment.

• All schedules with an error.

• All scheduled payments.

• Remit Vendor, Vendor Location, Address, SetID, Bank Code, (bank) Account, (payment) Method, (payment) Handling, Pay Group, Hold Payment, Scheduled (date), Due Date.

Viewing and Correcting Selected Scheduled Payments

The fields in the Correct Scheduled Payments scroll area also appear on the Payments page in the Voucher component, with the following exception:

Note. If you use scheduled payments with errors as a search criterion, the Correct Scheduled Payments scroll area only displays scheduled payments that have payment-related errors. A scheduled payment for a voucher with other kinds of errors will not appear in the scroll area.

See Also

Scheduling and Creating Voucher Payments for Online Vouchers

Viewing Summarized Voucher Errors

Access the Voucher Maintenance - Error Summary page (Accounts Payable, Vouchers, Maintain, Voucher Maintenance, Error Summary).

View error messages by field name, organized by Header Errors, Invoice Line Errors, Distribution Line Errors, and Scheduled Payment Errors.

Modifying, Unposting, Deleting, and Closing Multiple Vouchers

This section provides an overview of voucher mass maintenance, lists common elements, and discusses how to:

• Search for vouchers and select the maintenance operation.

• Perform mass field replacement.

• Perform mass voucher closure.

• Perform mass voucher unposting.

• Perform mass voucher deletion.

• View mass maintenance request information.

Understanding Voucher Mass Maintenance

The Voucher Mass Maintenance component enables you to search for vouchers by a number of voucher fields and then update specific fields across all of the vouchers that meet your criteria.

Note. You can filter vouchers based on the vendor's financial sanctions status if financial sanctions validation is enabled at the installation level or the bank level.

See Financial Sanctions Validation and Transaction Processing.

You can also use the Voucher Mass Maintenance component to close, delete, and unpost multiple vouchers that share particular field values.

These mass changes are performed in real time by the Voucher Mass Maintenance Application Engine process (APVCHMASSMNT) when you save the component. For field-changed vouchers, you must then run the Voucher Build process to validate those changes and make the vouchers available for further processing.

Note. The Voucher Mass Maintenance component is intended as a safer alternative to using a database tool to make mass row updates to the voucher tables. By running all field-changed vouchers through the Voucher Build process, you ensure the integrity of your data. Still, we recommend that you provide access to this component only to system administrators or other users, and that users with access to this component also have access to all voucher styles.

This section discusses:

• Voucher mass maintenance processing of field replacement.

• Voucher mass maintenance processing of voucher closure.

• Voucher mass maintenance processing of voucher unposting.

• Voucher mass maintenance processing of voucher deletion.

• Fields to search by and replace.

• Eligibility for voucher mass maintenance.

Voucher Mass Maintenance Processing of Field Replacement

The Voucher Mass Maintenance process performs the following processing for field replacement:

• Selects and updates voucher tables with the new field values.

• Sets the voucher entry status to M or modified.

• Resets budget checking status to Not Budget Checked (only when Commitment Control is enabled).

• Resets the document tolerance status to Not Checked (only when document tolerance checking is enabled).

• Deletes scheduled payments records (only for a Payment Terms field replacement).

You must run the Voucher Build process to edit the replaced field values and complete the vouchers.

Voucher Mass Maintenance Processing of Voucher Closure

The Voucher Mass Maintenance process calls the Voucher Close Application Engine process (APVCHRCLOSE) to perform the following processing:

• Updates the voucher close status to closed and updates manual close date entered on the Voucher Mass Maintenance - Close page for the selected vouchers.

• Updates document sequencing numbers (only if document sequencing is enabled).

You must run the Voucher Posting process to create the closure accounting entries.

Note. For performance reasons, it is not recommended to run the Journal Generator process when you are closing more than five vouchers.

Voucher Mass Maintenance Processing of Voucher Unposting

The Voucher Mass Maintenance process calls the Voucher UnPost Application Engine process (APVCHRUNPOST) to perform the following processing:

• Updates voucher status to unposted and updates the accounting date.

• Posts reversal entries (with the reversal accounting date selected on the Voucher Mass Maintenance - UnPost page) to the voucher accounting tables.

• Updates the ENTRY_STATUS from D or Defaulted to M or Modified.

• Updates document sequencing numbers (only if document sequencing is enabled).

• Updates Entry Event codes (only if Entry Event processing is enabled).

Note. For performance reasons, it is not recommended to run the Journal Generator process when you are unposting more than five vouchers.

Voucher Mass Maintenance Processing of Voucher Deletion

The Voucher Mass Maintenance process calls the Voucher Delete Application Engine process (APVCHRDELETE) to perform the following processing:

• Deletes vouchers from the voucher tables.

  The voucher row remains in the voucher tables, but the voucher ID is marked as unavailable. This is irreversible.

• Deletes corresponding match exceptions and match details records.

• Deletes corresponding duplicate invoice records.

• Deletes corresponding doc sequencing records (only if document sequencing is enabled).

• Resets the budget checking status of the voucher to Not Checked (only if Commitment Control is enabled).

  The voucher is backed out of the budget ledger upon the next run of the Budget Processor.

See Unposting Individual Vouchers.

Fields to Search By and Replace

Not all search fields are available for replacement, including key fields, processing status fields, critical date fields, and other fields that affect defaulting. The following table lists the voucher fields you can search by and indicates which of these are available for replacement:

Eligibility for Voucher Mass Maintenance

The following table lists the eligibility criteria for each voucher mass maintenance operation:

User voucher style restrictions are also enforced for field replacement, but not for closure, deletion, or unposting.

Note. You can perform only one mass maintenance operation on a voucher until it has gone through all post-maintenance operations (such as running the Voucher Posting process or the Voucher Build process).

On-Demand Processing

Use the on-demand processing functionality to perform Application Engine processes. The following on-demand processes are available to the Voucher Mass Maintenance component:

Displayed processes depend on the selected mass maintenance operation. For example, if you select the Field Replace button, the 1. Mass Maintenance, and 2. Voucher Build options appear.

Processes are numbered to indicate the order of how the processes run. For example, if you select 2. Voucher Build, the system automatically initiates the number 1 process (in this example, 1. Mass Maintenance), and then the number 2 process (in this example, 2. Voucher Build).

See Also

Unposting Individual Vouchers

Defining Application-Specific User Preferences

Setting Up On-Demand Processing

Common Elements Used in This Section

Pages Used to Modify, Unpost, Delete, and Close Multiple Vouchers

Searching for Vouchers and Selecting the Maintenance Operation

Access the Voucher Mass Maintenance page (Accounts Payable, Vouchers, Maintain, Voucher Mass Maintenance).

To select vouchers for mass maintenance:

1. Enter one or more voucher field values or ranges of values.

   Note. Restrict your search as narrowly as possible to increase the speed with which you retrieve your search.

   Note. You can filter vouchers based on the vendor's financial sanctions status if financial sanctions validation is enabled at the installation level or the bank level.

2. Click the Search button to retrieve the vouchers that meet your search criteria. The vouchers appear in the Search Results grid.

   Select the Reset Criteria link to clear the search results and enter new search criteria.

3. (Optional) In the Step 2 region of the page, which appears after you click Search, you can filter the retrieved vouchers by the following Filter Criteria:

   • All Vouchers.

   • Vchrs that can be Fld Replaced (vouchers that can be field replaced).

   • Vouchers that can be Closed.

   • Vouchers that can be Deleted.

   • Vouchers that can be UnPosted.

   Each of these filter criteria is associated with its own set of eligibility requirements.

   See Understanding Voucher Mass Maintenance.

   Note. If you do not apply filter criteria here, the system still filters out the vouchers by the appropriate eligibility criteria when you select the maintenance operation and open the page for that operation. The filter criteria here enable you to filter the vouchers before you begin selecting them individually.
   
   Note also that the vouchers available for field replacement depend on the voucher styles you have access to, as defined for your user preferences. If you select a filter criterion of All Vouchers, the results grid shows vouchers of all styles, regardless of your voucher style access. When you select field replacement as the maintenance operation to perform on your selected vouchers, however, only the vouchers whose style you have access to will be available on the Field Replace page.

4. Select the vouchers you want to perform maintenance on by selecting or deselecting the Sel (select) options.

5. Click the button for the maintenance operation you want to perform:

   • The Field Replace button accesses the Voucher Mass Maintenance - Field Replace page.

   • The Close button accesses the Voucher Mass Maintenance - Close page.

   • The UnPost button accesses the Voucher Mass Maintenance - UnPost page.

   • The Delete button accesses the Voucher Mass Maintenance - Delete page.

Performing Mass Field Replacement

Access the Voucher Mass Maintenance - Field Replace page (select vouchers on the Voucher Mass Maintenance page and click the Field Replace button).

Note. If you did not use the appropriate filter criteria on the Voucher Mass Maintenance search page, some of the vouchers you selected may be ineligible for field replacement. The page informs you of the number of vouchers you selected and the number of these which are eligible for field replacement.

To replace fields on the selected vouchers:

1. (Optional) Identify and describe the field replacement request.

2. Enter the fields whose values you want to replace and the new values.

   There are selection fields that are not available for replacement.

   See Understanding Voucher Mass Maintenance.

   Note. The only online validation of field values is for field length and data type. The Voucher Build process edits field values for field-replaced vouchers.

3. Select to run one of the following on-demand processes.

   • Select 1. Mass Maintenance, which performs the Voucher Mass Maintenance process to update the voucher tables and sets the voucher entry status to M or modified.

   • Select 2. Voucher Build, which performs the Voucher Mass Maintenance process tasks, and also runs the Voucher Build process to edit the vouchers and update the voucher tables.

See Also

Running the Voucher Build Process and Reviewing Messages

Performing Mass Voucher Closure

Access the Voucher Mass Maintenance - Close page (select vouchers on the Voucher Mass Maintenance page and click the Close button).

Note. If you did not use the appropriate filter criteria on the Voucher Mass Maintenance search page, some of the vouchers you selected may be ineligible for closure. The page informs you of the number of vouchers you selected and the number of these which are eligible for closure.

To close the eligible vouchers:

1. (Optional) Identify and describe the closure request.

2. Accept today's date, which is the default, or enter another date as the Manual Close Date.

   The system validates that the close date occurs in an open accounting period.

3. (Optional) Review any associated purchase orders.

   With Commitment Control enabled, you can close PO vouchers with the Mass Maintenance functionality, but you cannot restore encumbrances.

4. Select to run one of the following on-demand processes.

   • Select 1. Mass Maintenance, which performs the Voucher Mass Maintenance process to update the voucher tables and mark the vouchers for closure.

   • Select 2. Voucher Post, which performs the Voucher Mass Maintenance process tasks, and also run the Voucher Posting process to close the vouchers and update the voucher tables.

   • Select 3. Journal Generator, which performs the Voucher Mass Maintenance and the Voucher Posting processes tasks, and also run a process that creates PeopleSoft General Ledger journal entries.

     Note. For performance reasons, it is not recommended to run 3. Journal Generator when you are processing more than five vouchers.

After the process completes, a message appears informing you that it was successful.

Note. For document sequence-enabled vouchers, the system uses the default document type of Close to auto-generate a new document sequence number.

See Also

Understanding Voucher Mass Maintenance

Running Voucher and Payment Posting

Performing Mass Voucher Unposting

Access the Voucher Mass Maintenance - UnPost page (select vouchers on the Voucher Mass Maintenance page and click the UnPost button).

Note. If you did not use the appropriate filter criteria on the Voucher Mass Maintenance search page, some of the vouchers you selected may be ineligible for unposting. The page informs you of the number of vouchers you selected and the number of these which are eligible for unposting.

To unpost the eligible vouchers:

1. (Optional) Identify and describe the unposting request.

2. Select a new accounting date for the unposted vouchers in the Update Voucher group box.

   The system validates that the date occurs in an open accounting period.

3. Select the accounting date for the reversal accounting entries in the Reversal Accounting Date group box.

   This group box appears only if:

   • One of the vouchers you are unposting has had its accounting entries journal-generated to the general ledger, loaded to asset management, distributed to the Project Costing tables, or distributed to the VAT subsystem.

   • One of the vouchers is enabled for document sequencing.

   If there are any vouchers that are ineligible for the reversal accounting date option that you select, the system will apply the original voucher accounting date to the reversal entries.

   If you select either the Use Current Date or Use Specific Date option, the system validates that the date occurs in an open accounting period.

   The business unit default accounting date is set up on the Payables Options - Payables Options page.

4. Select to run one of the following on-demand processes.

   • Select 1. Mass Maintenance, which performs the Voucher Mass Maintenance process to update the voucher tables and unpost the vouchers.

   • Select 2. Journal Generator, which performs the Voucher Mass Maintenance process tasks, and also run a process that creates PeopleSoft General Ledger journal entries.

     Note. For performance reasons, it is not recommended to run 2. Journal Generator when you are processing more than five vouchers.

After the process completes, a message appears informing you that it was successful.

See Also

Understanding Voucher Mass Maintenance

Performing Mass Voucher Deletion

Access the Voucher Mass Maintenance - Delete page (select vouchers on the Voucher Mass Maintenance page and click the Delete button).

Note. If you did not use the appropriate filter criteria on the Voucher Mass Maintenance search page, some of the vouchers you selected may be ineligible for deletion. The page informs you of the number of vouchers you selected and the number of these which are eligible for deletion.

To delete the eligible vouchers:

1. (Optional) Identify and describe the deletion request.

   This is required if any of the vouchers on your list are enabled for document sequencing.

2. Select 1. Mass Maintenance, which performs the Voucher Mass Maintenance process to update the voucher tables and delete the vouchers.

   Warning! Once you click this button, the vouchers will be deleted immediately from the system.

   After the process completes, a message appears informing you that it was successful.

See Also

Understanding Voucher Mass Maintenance

Viewing Voucher Mass Maintenance Request Information

When you perform a voucher mass maintenance operation, the system logs your User ID, the Request ID and description you entered on the Voucher Mass Maintenance operation page, the date, and the time that you requested the operation.

To view this audit information, run a query on the VCHR_MMT_RQS_HT table.

Using OpenItem Accounting in PeopleSoft Payables

This section provides an overview of OpenItem accounting and discusses how to:

• Enter OpenItem accounts.

• Enter OpenItem transactions on vouchers.

• Track OpenItem accounts.

See Also

Using Open Item Accounting

Understanding OpenItem Accounting

OpenItem accounting enables you to efficiently define, control, and maintain open accounts until all transactions for an OpenItem cause it to reach a zero balance. You can set up many types of OpenItem accounts on the Account page in the ChartField Values component (GL_ACCOUNT). Common examples of OpenItem accounts are employee advances, suspense accounts, and interunit accounts. Once an OpenItem account is established, you can keep track of the PeopleSoft Payables transactions that are posted to this account using the Open Item Update page.

OpenItem Accounting Terms

The following terms are used with OpenItem accounting:

OpenItem Accounting Setup and Processing

To use OpenItem accounting:

1. Set up an OpenItem account on the Account page in the ChartField Values component.

   For example, you could set up an employee advance account as an OpenItem account, using the Employee ID field (EMPLID) from the PERSONAL_DATA table as the open item key.

   See Entering OpenItem Accounts.

2. Create an advance voucher.

   On the distribution line, enter the employee ID (the open item key value) in the OpenItem field. In our example, we'll enter a voucher for an advance in the amount of 1000 EUR.

   See Entering OpenItem Transactions on Vouchers.

3. Post the advance voucher and journal-generate it.

   Here are the accounting entries for an advance in the amount of 1000 EUR.

   Account	Debit	Credit
   Emp Adv	1000.00
   APA		1000.00

4. (Optional) View the OpenItem account using the Open Item Update page.

   In our example, one line for the advance voucher, in the amount of 1000 EUR, appears.

   You can also view the OpenItem account in PeopleSoft General Ledger using the Open Items - Review Status Online page.

   See Tracking OpenItem Accounts.

   See Reviewing Reconciled Open Items.

5. Run the Pay Cycle process or create a manual payment to pay the advance:

   Account	Debit	Credit
   APA	1000.00
   CASH		1000.00

6. Enter a voucher for an expense against the advance.

   Again, enter the employee ID in the OpenItem field on the distribution line for the open item account.

   In this example, we enter an expense of 1100 EUR and schedules a payment of 100 EUR.

   See Entering OpenItem Transactions on Vouchers.

7. Post the voucher and journal-generate it.

   Here are the accounting entries for the expense voucher:

   Account	Debit	Credit
   Emp Adv		1000.00
   EXP	1100.00
   APA		100.00

8. Create a payment for any remaining expense amount.

   In this case, we create a payment of 100 EUR.

   Account	Debit	Credit
   APA	100.00
   CASH		100.00

9. View the OpenItem account balance using the Open Item Update page.

   In our example, the OpenItem balance is zero, as the expense entry has balanced out the advance entry, and the OpenItem is closed in PeopleSoft Payables.

10. Run the PS/GL Open Item Reconciliation process (GLPPOITM) or perform open item reconciliation manually in PeopleSoft General Ledger to reconcile and close open items in the general ledger.

    The PeopleSoft Payables system does not automatically mark the OpenItem as closed in the distribution line table once the OpenItem balance reaches zero. Since OpenItem accounting is ultimately a general ledger function, no automatic processing is done in PeopleSoft Payables. However, you can manually change the status on the OpenItem transaction from Open to Closed on the Open Item Update page.

    Note. OpenItem transactions are passed to PeopleSoft General Ledger when they are journal-generated, and can be viewed on the OpenItems - Review Status Online page. However, PeopleSoft General Ledger updates the status of OpenItems independently of PeopleSoft Payables. PeopleSoft Payables reconciles open items by open item key reference and account, while the PS/GL Reconciliation process in PeopleSoft General Ledger reconciles by account. An OpenItem that is balanced and closed in PeopleSoft Payables can, therefore, remain open in PeopleSoft General Ledger if OpenItem transactions for another open item key reference on the account remain open. Likewise, an OpenItem that is closed in PeopleSoft General Ledger does not automatically update the OpenItem as closed in PeopleSoft Payables.

See Also

Using Open Item Accounting

Pages Used with OpenItem Accounting in PeopleSoft Payables

Entering OpenItem Accounts

Access the Account page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Account).

Note. This page is described at length elsewhere. Only fields of particular importance to OpenItem accounts are discussed here.

See Also

Adding Account Values

Using Open Item Accounting

Entering OpenItem Transactions on Vouchers

This section describes both how to enter an advance against an OpenItem account and how to enter an expense against that advance.

Creating the Advance Voucher

Access the Invoice Information page and enter a voucher for the advance (Accounts Payable, Vouchers, Add/Update, Regular Entry, Invoice Information).

Enter an OpenItem account in the Account field on the distribution line (in our example, 120500), and select an OpenItem key reference (in this example, employee ID IXHEE10) in the OpenItem field.

Creating an Expense Report Voucher

Access the Invoice Information page (Accounts Payable, Vouchers, Add/Update, Regular Entry, Invoice Information).

When you enter a voucher for an expense charged against the advance, the voucher should have at least two distribution lines: one with a negative merchandise amount and one with a positive merchandise amount. Charge the negative merchandise amount to the OpenItem account (in this case, the employee advance OpenItem account, 120500) and the positive merchandise amount to an expense account. Specify the OpenItem key reference on the negative distribution line for the OpenItem account.

See Also

Understanding OpenItem Accounting

Tracking OpenItem Accounts

Access the Open Item Update page (Accounts Payable, Vouchers, Add/Update, Update Open Item, Open Item Update).

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document the fields that are common to all views first.

Common Page Information

Total Open Amount

Total Closed Amount

Scroll Control - Open Items

Select one of the following to control which items appear in the Open Item Update scroll area:

• Show All Items.

• Show Only Open Items.

• Show Only Closed Items.

Open Item Update

The Open Item Update scroll area lets you view the various OpenItem accounts for the OpenItem reference, including the total open and closed amounts for the account.

Details

The Details group box displays voucher line details for each line item under the OpenItem account, including the following.

See Also

Understanding OpenItem Accounting