View and Analyze the PO Activity Summary Page

In this topic you will learn how to View and Analyze the PO Activity Summary.

NOTE: The PO Activity Summary can be used to determine why there is a remaining encumbrance amount on a PO line.

Details Tab

You can view the following information on the Details tab:

• PO Status – For most Pos, the status will be Dispatched. If the PO has been changed, but has not yet been Dispatched or Budget Checked, the status could be Approved or Canceled. A status of Complete indicates the PO has proceeded through the entire process.

• Order Qty – The quantity ordered.

• Amount Ordered – The total dollar amount of the PO line.

Receipt

• 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.

Invoice

• Quantity Invoiced – The quantity (invoiced) of item(s) paid for on the PO line.

• Amt Invoiced – The amount (invoiced) of the item(s) paid for on the PO line.

If the Invoice (Voucher) button displays on the PO line (i.e. the icon next to the Currency field), this indicates 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 will not display.

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 for funds in your department:

• Invoice (for Vendors)

• Advance Payment (for Direct Pay and Travel)

Analyzing the PO Activity Summary Page

When analyzing the PO, the general order of review will be as follows:

Receipt > Purchase Order > Voucher

The issues to consider are:

• Receipt – 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?

• Voucher – Does the PO need to be closed?

Four scenarios have been found to occur when analyzing the PO Activity Summary Page. These four scenarios arise from the Receipt (scenario 1 & 2), Purchase Order (scenario 3) and/or Voucher (scenario 4) are as follows:

1. The PO line has been received (i.e. a Receipt was entered in the PeopleSoft system) and vouchered (i.e. paid in Accounts Payable), but there is a Remaining Amount;

2. The PO lines item(s) were ordered and physically received in the Department, but not vouchered (i.e. paid by Accounts payable);

3. The PO line(s) need to be cancelled and/or changed; and/or

4. The Receipt, Invoice and matched quantities are equal, but the dollar amount invoiced is less than (<) the PO line amount on any of the PO line(s).

Analyzing these four scenarios is shown in the steps that follow.

Receipt

1. The PO line has been received (i.e. a Receipt was entered in the PeopleSoft system) and vouchered (i.e. paid by Accounts Payable), but there is a Remaining Amount:

Solution: The PO should be closed by Purchasing.

Receipt

2. The PO line item(s) were ordered and physically received in the Department, but not vouchered (i.e. paid by Accounts Payable).

Solution: Determine if AP has an outstanding invoice to be paid. If there is an outstanding invoice, AP should proceed with payment. If there is no invoice, the PO should be closed through PO Reconciliation workbench by someone in Purchasing.

Purchase Order

3. The PO line(s) need to be canceled and/or changed.

Solution: Contact Purchasing (i.e. the Buyer) to request the PO line(s) be canceled and/or changed.

Voucher

4. The Receipt, Invoice and matched quantities are equal, but the dollar amount invoiced is less than (<) the PO line amount on any of the PO line(s).

Solution: The PO can be closed through PO Reconciliation Workbench by Purchasing.

For tips on analyzing all encumbrance amount on departmental accounts, including additional information regarding the fours scenarios discussed above, see:

• The Access the CLEANUP Public Queries that Augment the Procurement and Requisition Budgetary Activity Reports handout; or

• The PeopleSoft Support Website:

http://www.lsuhsc.edu/ps/support/info%20release20fin.aspx

Information Release #11(R) - LSUSH – Encumbrance Analysis Tips and

Information Release #44 – LSUNO – Encumbrance Analysis Tips.

NOTE: If the Receipt button displays on the PO line (i.e. the icon next to the Currency field), this indicates a Receipt(s) has been entered in PeopleSoft for the PO line. If a Receipt does not display on the page, then a Receipt has not been entered in PeopleSoft for the PO line.

You do not have to access the Receipts page (shown later in this exercise) to retrieve the Receipt ID and/or Receipt Line Number, as the information is shown here on this page.

Click the Receipt No - 016892 link to access the Receipts page. This action will open a new window.

The Invoice page is the only tool that provides you will all voucher activity for a line to be able to identify the last voucher issues.

Click the Voucher ID - 00228387 link to access the Voucher Inquiry page. This action will open a new window.

You do not have to access the Voucher Inquiry page to retrieve the Voucher ID and the Voucher Line Number. Both are shown on this page.

NOTE: If more than one voucher displays, the items on the PO were received in more than one shipment. AP cannot finalize the voucher if the last Voucher ID issued, (i.e. the largest or highest number in the list of Voucher) and the Voucher Line # are not provided to AP when requesting finalization. The request will be returned to the user for completion of the information. Both the PO Line # and the Voucher Line # must be provided to AP since these two numbers are not always the same.