In this topic you will learn how to View Voucher IDs and the Voucher Inquiry Page for a PO Line.
Vouchers are generated by AP in the PeopleSoft system for anything that shows payment of funds in your Department:
•Invoice (for Vendors)
•Advance Payment (for Direct Pay and Travel)
If the user was not already on the PO Activity Summary page and wished to view the Voucher Inquiry page,
he/she could navigate directly to the Voucher Inquiry page, from the menu, as follows:
Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher
If the user chooses to navigate to the Voucher Inquiry page directly, the following Business Units may be entered
to view Vouchers for Purchase Orders, Travel or Direct Pay:
LSUNO for Public or General: Requisitions and Purchase Orders
LSUNE for Internal: Travel and Direct Pay
LSUSH for Public or General: Requisitions and Purchase Orders
LSUSE for Internal: Travel and Direct Pay
From the PO Activity Summary page:
Click the Invoice tab.
View the Invoice page:
• Quantity Invoiced: The quantity (invoiced) paid for the PO line.
• Amt Invoiced: The amount (invoiced) paid for the PO line.
Note: If the Invoice (Voucher) button appears on the PO line (i.e. the icon next to the Currency field), this indicates that a payment(s) has been made by Accounts Payable for the PO line. If a payment has not been made by AP for the PO line, the Invoice (Voucher) button would not appear on this page.
Although, the Invoice (i.e. the document from the Vendor) and Voucher (i.e. the document generated by Accounts Payable in the PeopleSoft system to pay the vendor invoice) are really two separate documents, PeopleSoft refers to a Voucher as an Invoice.
Click the Invoice tab to view the Invoice (Voucher) for the PO Line and the Voucher ID.
The user does not have to access the Voucher Inquiry page to retrieve the Voucher ID and Voucher Line Number, as this information is located on this page, as shown.
Note: More than one Voucher may appear, if the items on the PO were received in more than one shipment. If the last Voucher ID issued by AP (i.e. the largest or highest number in the list of Vouchers) and Voucher Line # are not provided to AP when requesting finalization of the voucher, they cannot finalize the Voucher (PO). The request will be returned to the user for completion of this information. Both the PO Line # and the Voucher Line # MUST be provided to AP, since these two numbers are not always the same.
This is the only tool that will provide the user with all voucher activity for a PO Line to be able to identify the last Voucher issued.
Click the Voucher Number link to access the Voucher Inquiry page. This action opens a new window.
The Voucher Inquiry page displays.
Click the Maximize/Restore button.
Click the vertical scroll bar to view the Voucher Inquiry Results section on the bottom of the page.
View the fields on the Voucher Details tab of the Voucher Inquiry Results section:
The date that the Voucher was generated.
Gross Invoice Amount:
Amount of the Voucher.
See the "View the Payment Reference ID and Payment Pages for a PO Line" topic for instructions on how to access the Payment pages from the Voucher Inquiry page (i.e. by clicking the Payment Information button) and a description of the fields on the Payment pages.
Click the Voucher Detail Lines button. This action opens a new window.
View additional fields of the ChartStrings to which this was charged.
Click the Show next row button to view the next line of the Voucher.
Click the Close button.
View the fields on the More Details tab:
The date that AP is scheduled to pay the Voucher.
The Accounting Period in which the Due Date falls.
The date that AP entered the Voucher.
Click the Show all columns button to view more information.
This completes View Voucher IDs and the Voucher Inquiry Page for a PO Line.