Internal Voucher (II)

The Internal Voucher (II) document acts as an invoice for the seller and a payment voucher for the buyer for an internal purchase or sale. An internal purchase/sale is one in which the seller is an organizational entity within the institution, rather than an outside vendor.

Although this document is not stored in the open payment voucher tables, it can be modified. To change the results of a previously entered internal transaction, enter a new modified payment voucher document. For reporting purposes, the transaction number should be the same as the previous payment voucher.

Once this document is accepted by the system, it is posted as a type 2 or type 3 Payment Voucher (PV). See the User's Guide for information about how the system determines posting of the Internal Voucher (II).


Date of Record	Default is the date the document is accepted. Enter the date ( mm dd yy ) that you want to associate with this document, usually the current date. You cannot enter a future date.
Accounting Period	Default is inferred from Date of Record . If you want these transactions recorded in another accounting period, enter the desired open period, using fiscal month and fiscal year. You cannot enter future periods.
Budget FY	Default is the current fiscal year. If you want these transactions recorded in another fiscal year, enter the desired open fiscal year. You cannot enter future budget fiscal years.
New/ Modification [Action]	Default is New [E] . Valid values are: New [E] Indicates that this is a new entry (new document). Modification [M] This allows you to add lines to a previous document, change the amounts on existing lines (not codes), or cancel a line (decrease a line amount to zero). To change codes in an existing line, you must cancel that line and reenter a new line. You can record both these lines on the same document by entering Modification [M] .
Type	Required. Valid values are: Involves Different Funds [2] This document concerns an internal purchase/sale, involving different funds. Involves Same Fund [3] This document concerns an internal purchase/sale that involves the same fund for the buyer and seller.
Offset Receive/Cash Account	Default assigns an account code according to value in the Type field. If Type is Involves Different Funds [2] , the code used depends on the value entered in Internal Cash Voucher on System Control Options (SOPT). If the value is Yes [Y] , the system uses the balance sheet account inferred from the seller's fund and bank account codes unless a valid cash account code is entered in this field. If the value is No [N] , the system uses the value entered in Due From Fund on System Special Accounts (SPEC) unless a valid receivable account is entered in this field. If Type is Involves Same Fund [3] , no account code is used because within same fund vouchers do not create a receivable. However, cash entries will be generated for Type [3] vouchers when Internal Cash Voucher on System Control Options (SOPT) is Yes [Y]. Enter the receivable account code to override the Due From Fund on System Special Accounts (SPEC) or enter the cash account code to override the cash account code inferred from the seller's fund and bank account. See Balance Sheet Account Index (BACC) for valid values.
Offset Liability/Cash Account	Default assigns an account code according to value in the Type field. If Type is Involves Different Funds [2] , the code used depends on the value entered in Internal Cash Voucher on System Control Options (SOPT). If the value is Yes [Y] , the system uses the balance sheet account inferred from the buyer's fund and bank account codes unless a valid cash account code is entered in this field. If the value is No [N] , the system uses the value entered in Due to Fund on System Special Accounts (SPEC) unless a valid liability account is entered in this field. If Type is Involves Same Fund [3] , no account code is used because within same fund vouchers do not create a liability. However, cash entries will be generated for Type [3] vouchers when Internal Cash Voucher on System Control Options (SOPT) is Yes [Y]. Enter the liability account code to override the Due to Fund on System Special Accounts (SPEC) or enter the cash account code to override the cash account code inferred from the buyer's fund and bank account. See Balance Sheet Account Index (BACC) for valid values.
Document Total	Required. Enter the net amount of all lines on the document. To compute this amount: 1. Add all the increase amounts. 2. Add all the decrease amounts. 3. Subtract the smaller of these amounts from the larger. 4. Enter that amount.

Seller View


Seller Account
Fund	Required. Enter the seller fund for the goods or services. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. See Fund Index (FUND) for valid values.
Agency	Required. Enter the agency that is selling the goods or services listed in this document. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.
Organization/Sub	Conditional. Organization may be required, depending on the Revenue Budget Organization Option on Fund Agency Index (FAGY). See Organization Index (ORGN) for valid values. Sub-Organization is required if the Sub-Organization Required on Revenue option is Required [Y] on Organization (ORG2). See Sub-Organization (SORG) for valid values.
Appropriation Unit	Required. Enter the Program Budget Unit element for the items listed on this voucher. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.
Activity	Conditional. Default is inferred from Organization (ORG2), if it is included there. May be required, depending on the Revenue Budget Activity Option on Fund Agency Index (FAGY). See Activity Index (ACTV) for valid values.
Function	Conditional. May be required, depending on the Revenue Budget Function Option on Fund Agency Index (FAGY). Default is inferred from Organization (ORG2); or from Activity (ACT2), if a function is not entered in Organization (ORG2). See Function ( FUNC ) for valid values.
Revenue Source/Sub	Required. See Revenue Source Index (RSRC) for valid values. Sub-Revenue may be required, depending on the Sub-Revenue Source Required Option on Revenue Source (RSR2). See Sub-Revenue Source (SREV) for valid values.
Revenue Source/Sub
Job Number	Conditional. May be required, depending on the Job Number Required on Spending option on Organization (ORG2).
Reporting Category	Conditional. May be required, depending on the Reporting Category Required on Revenue Transaction option on Agency (AGC2). Enter the reporting category of the seller. See Reporting Category (RPTG) for valid values.

Buyer View


Line	Required. Enter a different two-digit number for each line on the document. Numbers 00 to 99 are valid.
Reference Number	Conditional. Required if this line concerns items previously recorded on another transaction; otherwise, leave blank. Enter the document code, agency and number of the document being referenced If a prior year purchase order is referenced, ensure that all values in the accounting distribution are valid for the prior year as well as for the current year.
Line	Conditional. Required if this line concerns items previously recorded on a purchase order; leave blank for requisition documents. Enter the purchase order line number, from the purchase order document, of the item being referenced.
Fund	Required. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. Enter the fund paying for the item on this line. See Fund Index (FUND) for valid values.
Agency	Required. Enter the agency paying for the item on this line. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.
Organization/Sub	Conditional. Organization may be required, depending on the Revenue Budget Organization Option on Fund Agency Index (FAGY). See Organization Index (ORGN) for valid values. Sub-Organization is required if Sub-Organization Required on Revenue on Organization (ORG2) is Required [Y] . Otherwise, this field is optional. Enter the sub-organization paying for the item named on this line. See Sub-Organization (SORG) for valid values.
Appropriation Unit	Required. Enter the Program Budget Unit element for the items listed on this voucher. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.
Activity	Conditional. Default is inferred from Organization (ORG2), if it is included there. May be required, depending on the Revenue Budget Activity Option on Fund Agency Index (FAGY). For transactions that require a balance sheet account code, this field is optional. See Activity Index (ACTV) for valid values.
Function	Optional. Default is inferred from Organization (ORG2); or from Activity (ACT2), if a function is not entered in Organization (ORG2). See Function (FUNC) for valid values.
Object/Sub	Object is required. Enter the object that best describes the item named on this line. For transactions that require a balance sheet account code, this field is not allowed. Sub -Object is optional. Enter a sub-object if more description is needed. See Sub-Object (SOBJ) for valid values.
Job Number	Conditional. May be required depending on the Job Number Required on Spending option on Organization (ORG2). If Job Cost is Yes [Y] on System Control Options (SOP2), enter a job number. If Job Cost is No [N] , enter a project number. If your installation does not use job cost or project accounting, you may enter a general reporting category code.
Rept Category	Conditional. Required on expenditure transactions if the Reporting Category option on Agency (AGC2) is Required on Expenditure Transactions [3] . For transactions that require a balance sheet account code, this field is required if the Reporting Category Option is Y (required) on Balance Sheet Account Index (BACC). Otherwise, this field is optional. See Reporting Category (RPTG) for valid values.
BS Account	Conditional. Enter a balance sheet account if this is an expense transaction (fixed assets, consumption-based inventories, pre-paid items) or if this transaction transfers funds between two balance sheet accounts. If the latter is the case, Object must be blank. See Balance Sheet Account Index (BACC) for valid values. You cannot enter a balance sheet account that is used as a default account on System Special Accounts (SPEC).
Amount	Required. Enter the dollar amount of the item(s) described on this line. Record two digits for cents; the decimal point is optional. Do not enter dollar signs or commas.
Termini	Conditional. Required if Termini Validation Indicator is selected on Agency Project (AGPR) for this project. Enter the mile point, range of mile points, or bridge identifier at which work is performed for a given Highway Route. See Termini Reference Table (TERM) for valid values.
Def/Inc/Dec	Defaults to Default [blank] . Select Decrease [D] to record credit memos.
Partial/Final Ind	Defaults to Default [blank] . This field is used only when a purchase order is referenced. Valid values are: Default [blank] This will leave this field blank. Partial [P] This value is optional (the system knows that the payment is partial because the payment voucher line amount is less than the purchase order line amount). Final [F] If the total amount expensed equals the purchase order line amount, then the purchase order line is closed automatically, and this value is optional. Select Final [F] if the total amount expensed is less than the purchase order amount, but you want to force a close (the item did not cost as much as expected) or if the total amount expensed is more than the purchase order amount (the item cost more than expected). A maximum limit exists for how much the total amount expensed can exceed the purchase order amount. ( See discussion of purchase orders in the User's Guide .)
Partial/Final Ind
Description	Optional. Enter a description for this voucher line.

Internal Voucher (II)

Seller Account