In this topic you will learn how to View and Analyze the PO Activity Summary Page.
NOTE: The PO Activity Summary page allows you to determine why there is a remaining encumbrance amount on a PO Line.
If your Business Unit does not default into the Business Unit field, enter it directly or search for it using the Look up Business Unit option.
Enter the desired information into the PO Number field. Enter "06678681".
View the Activity Summary page.
• PO Status: The status should indicate Dispatched for most POs, but the status could indicate Approved (someone may have changed the PO, but it was not yet Dispatched or Budget Checked), Canceled or Complete.
• Order Qty: The quantity ordered.
• Amount Ordered: The total dollar value of the PO line.
NOTE: Listed under the PO number is an explanation of the Merchandise Amount, Merchandise Receipt, Merchandise Returned, Merchandise Invoice and Merchandise Matched. These are cumulative totals of all PO lines.
Click the Expand All link to view the line details (i.e. Open Quantity, Qty Received, Amt Invoiced, and Un-Invoiced Amount)..
View the Invoice tab.
• Quantity Invoiced: The quantity of the items invoiced.
• Amt Invoiced: The dollar amount to be paid for the items invoiced.
• Un-invoiced Quantity: The remaining quantity of items not yet invoiced.
• Un-invoiced Amount: The dollar amount of items not yet invoiced.
Analyzing the PO Activity Summary Page
When analyzing the PO, the general order of review will be as follows:
Purchase Order > Voucher > Receipt (if receiving is required)
The issues to consider are:
Does the item(s) need Receipt in PeopleSoft?
• Purchase Order:
Does the PO or line(s) on the PO need to be changed or cancelled?
Does the last Voucher need to be Finalized?
How to Liquidate an Encumbrance and a Pre-Encumbrance
NOTE: The encumbrance and pre-encumbrance process can only be performed by the purchasing department. Each business unit has their own process for encumbrance liquidation; please review the process for your business unit.
LSUNO Managing Encumbrance Liquidation procedure:
There are several ways the Purchasing Department can liquidate the PO encumbrance, but before purchasing can take action, you must notify the AP department first. The AP department verifies that there are no outstanding vouchers on the PO; if none exist AP forwards the request to the Purchasing Department.
Liquidate encumbrance Options:
1. Cancel the PO - The PO is not needed and no AP activity on the PO (i.e. the Vouchered Amount column is Zero dollars, hence no Voucher ID exists for the PO)
2. Cancel PO Lines – No AP activity (i.e. the Vouchered Amount column is Zero dollars, hence no Voucher ID exists for the PO Line)
3. Close PO – If the user wishes to liquidate the encumbered balance and close the PO.
View the Details Tab to determine quantity ordered and cost of each line item.
Click the Receipt link.
Click the Invoice tab.
View the Receipt tab.
• Qty Received: The quantity received in the shipment for the PO line.
• Qty Accepted: The quantity accepted from the shipment.
• Open Quantity: The quantity not yet received.
• Open Amount: The amount not yet received.
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.
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)
Change/Reduce PO Encumbered balance:
If the user wishes to Change/Reduce PO Encumbered balance of the PO (i.e. not liquidate the entire encumbered balance), the request must be directed to Purchasing (i.e. the Buyer) rather than to AP.
LSUNO – Managing Pre- Encumbrance Liquidation procedure:
If the user finds a pre-encumbrance remains (even after the PO as been built), he/she should contact their Buyer for assistance rather than AP.
By hovering over the Supplier name, a dropdown box will appear with the Supplier information. The supplier's phone number and address will display.
Click to the Line Details button.
The Invoice (Voucher) button displays 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.
Click the right button on the Scrollbar.
Click the Receipt Number link to access the Receipt page.
Click the 236793 link.
The Receipts page displays.
Click the Show All Columns button.
This will allow the user to view all data located on the tabs.
Click the Scrollbar to view additional fields.
The user does not have to access the Voucher Inquiry page to retrieve the Voucher Number and Line Number, as this information is located on this page.
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.
NOTE: 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.
View the fields on the Voucher Details tab of the Voucher Inquiry Results section.
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.
View the Amounts page.
Click the More Details object.
View the fields on the More Details tab:
Due Date: The date that AP is scheduled to pay the Voucher.
Acctg Date: The Accounting Period in which the Due Date falls.
Entered on: The date that AP entered the Voucher.
Click the Voucher Details tab.
Click the Actions link to view the available actions.
Click the Payment Information link.
Click the Matched tab to view the Qty Matched and Amt Matched Columns.
NOTE: The matching button displays on the PO line (i.e. the icon next to the Currency field). This indicates that an Item(s) has been matched by Accounts Payable for the PO Line. If a match has not been made by AP for the PO line, the Matching Button would not display on the page.
Click the Matching icon.
Since this PO line has been matched, the Voucher Link displays. You may wish to drilldown to review the voucher information here or from the Invoice tab.
The Voucher Payment Inquiry page displays in a pop-up box.
Click the Payment Reference ID link to access Bank information on the Payment Inquiry page.
Click the Additional Info tab on the Payment Inquiry page to view bank information (i.e. Bank number and description).
NOTE: Bank information can only be viewed if you have the proper security.
Click the Supplier Details to view Supplier ID and Supplier address information.
Click the X to close the Payment Inquiry window.
The voucher information displays.
Click the Activity Summary link to return to the Activity Summary page.
NOTE: If the Receipt button appears on the PO line (i.e. the icon next to the Currency field), this indicates that a Receipt(s) has been entered in PeopleSoft for the PO line. If a Receipt has not been entered in PeopleSoft for the PO line, the Receipt button would not appear on this page as is shown here.
Click the Receipt icon.
This completes View and Analyze the PO Activity Summary Page.
Enter the desired information into the PO Number field. Enter a valid value e.g. "06678681".