In this topic you will learn how to Finalize the PO Voucher.
There are three (3) ways to finalize a PO at Voucher Entry:
1. Finalize the entire Document;
2. Finalize the PO Line; and/or
3. Finalize at the Distribution Line level.
All three of these methods will be demonstrated in this topic.
Click the Find an Existing Value link.
Finalize the Entire Document
If you have received all the items on a purchase order, you can finalize the entire purchase order by selecting the Finalize button (pink sheet of paper with arrows).
A warning message will display.
NOTE: Make sure that this is the final voucher for the purchase order you are liquidating.
Click the Yes button.
NOTE: Normally you will Save after clicking the Yes button. For training purposes only, do not Save your changes.
If finalization is done in error, there is a chance to reverse the action using the Undo Finalize (green sheet of paper with one arrow) button located to the right of the Finalize button.
Click the Undo Finalize button.
A warning message displays.
Click the Yes button.
This completes Finalize the Entire Document.
Finalize the PO Line
The Finalize button to finalize a single line is located in the Invoice Lines section.
A warning message displays.
NOTE: Make sure that this is the final voucher for the purchase order you are liquidating.
Click the Yes button.
NOTE: Normally you will Save after clicking the Yes button. For training purposes only, do not Save your changes.
If finalization is done in error, there is a chance to reverse the action using the Undo Finalize (green sheet of paper with one arrow) button located to the right of the Finalize button.
A warning message displays.
Click the Yes button.
This completes Finalize the PO Line.
Finalize at the Distribution Line Level
The Finalize at the Distribution Line Level checkbox is located on the far right of the Distribution Line. Finalizing at the Distribution Line will only finalize the lines selected.
The Summary page shows the voucher is still Approved but is not Budget Checked. You must Budget Check the voucher in order to liquidate the voucher. Once the Budget Check process is completes, the encumbered balance on the PO is liquidated.
Trouble Shooting:
1. Receiving a message that the PO is part of a control group.
Resolution: None
Press the Enter key on your keyboard.
2. Finalization not allowed because PO is fully liquidated
Resolution: None
Press the Enter key on your keyboard.
3. Finalization not allowed because the AP Period is closed.
Resolution: If the GL Period is closed but the AP Period is Open, the user will be able to finalize the PO Voucher successfully. However, if the AP Period is closed then the user will not be able to finalize the PO Voucher.
NOTE: Warning message picture unavailable.
Press the Enter key on your keyboard.
This completes Finalize the PO Voucher.
Finalize the Entire Document
If you have received all the items on a purchase order, you can finalize the entire purchase order by selecting the Finalize button (pink sheet of paper with arrows).
