Voucher Number

Key field. Enter a unique alphanumeric identifier for this payment voucher document. This identifier becomes the first nine digits of the document number on generated documents. The last two digits are added when the system generates the payment voucher. The last two digits are the month from To Date on Application Dates (LDAT).

Batch Number

Optional. Enter a unique alphanumeric batch identifier for the generated payment voucher documents. This number becomes the first four digits of the batch number. The last two digits of the batch number are added when the voucher is generated and corresponds to the month entered in To Date on Application Dates (LDAT).

Submitting Agency

Required. Enter the agency you want to use in the generated payment voucher document. Enter a valid agency for the Start Date year.

Start Date

Required. Enter the calendar date ( mm dd yy ) when you want to start generating documents.

End Date

Conditional. Required when Frequency is Monthly [M] , Bimonthly [B] , or Quarterly [Q] . Leave blank when Frequency is One-Time Future Document [F] . Enter the calendar date ( mm dd yy ) when you want to stop generating documents.

Last Date

Display only. The system updates this field with the last date it generated a document.

Frequency

Defaults to One-Time Future Document [F] . This field defines how often to generate the document and add it to the Document Listing. Valid values are:

One-Time Future Document [F]

A one-time document is generated, on or after the entry start date.

Monthly [M]

The document is generated once a month, starting on or after the entry start date, and ending on the entry end date.

Bimonthly [B]

The document is generated once every two months, between the starting and ending dates.

Quarterly [Q]

The document is generated once a quarter, between the starting and ending dates.

End of Quarter [E]

The document is generated in the third month of the quarter only, between the starting and ending dates.

Voucher Type

Required. This is the voucher type on the generated payment voucher. Valid values are: Within/Between Funds [2] and Reimbursement [4].

Offset Liability Account

Optional. Enter a valid liability account for the year entered in Start Year . Refer to Balance Sheet Account (BAC2) for valid values.

Fixed Asset Ind

Default is No Change [blank] . Valid values are:

Create One Shell [F]

This payment voucher creates one Fixed Asset Acquisition (FA) document.

Create Multiple Shells [Q]

This payment voucher creates two or more Fixed Asset Acquisition (FA) documents. You must enter the number of Fixed Asset Acquisition (FA) documents that you want the payment voucher to create in Line Amount .

Seller Information

Fund

Conditional. Required if Voucher Type is Within/Between Funds [2] . Enter the value of the fund that you want credited as a result of this purchase. Refer to Fund Index (FUND) for valid values.

Agency

Conditional. Required if Voucher Type is Within/Between Funds [2] and the object or revenue source is indicated on the transaction.

Enter the value of the agency that is selling the goods or services listed in this document. Refer to Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values. If this document is an adjustment to a previously entered document, enter the same value as the one on the original document.

Org/Sub

Conditional. Organization is required based on the Fund Agency Index (FAGY) and Organization (ORGN) options and the payment voucher type used.

Enter the value of the organization selling the items listed in this document. Refer to Organization Index (ORGN) and Sub-Organization (SORG) for valid values. If this document is an adjustment to a previously entered document, enter the same value as the one on the original document.

Appr Unit

Required for users entering a revenue or expense budget line, if the Appropriation Control Option on Fund Index (FUND) is set to P (presence control) or C (full control).

Activity

Conditional. Required if the Revenue Budget Activity Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting).

However, this field infers the value from Organization Index (ORGN) if it is included there. Activity values entered on input documents override the activity values entered in Organization Index (ORGN). If this document is an adjustment to a previously entered document, enter the same value as the one on the original document.

Function

Optional. Required based on the Fund Agency Index (FAGY) and Organization (ORGN) options and the payment voucher type used. This field, if used, must be valid on Function ( FUNC ).

Object/Sub

Optional. Required for reimbursement vouchers (i.e. if Voucher Type is Reimbursement [4] ). Refer to Object Index (OBJT) for valid values. Use sub-object only if object is entered and further description is required.

Rev Srce/Sub

Conditional. Revenue source is required for Within/Between Funds [2] Voucher Type vouchers. Sub-revenue source is required if Sub-Revenue Source Option is Yes [Y] on Revenue Source Index (RSRC). Enter the value that best describes this sale. Refer to Sub-Revenue Source (SREV) for valid values.

BS Account

Conditional. Required only if this is an expense transaction for the seller; for example, fixed assets, inventories, or a balance sheet transaction. Refer to Balance Sheet Account Index (BACC) for valid values.

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.

Reporting Cat

Conditional. Required on expenditure transactions if Reporting Category Required on Expense on Agency Index (AGCY) is:

Required on Pre-Encumbrance Transaction [1],

Required on Encumbrance Transactions [2], or

Required on Expenditure Transactions [3].

Required on revenue transactions if the Reporting Category Required on Revenue field on Agency Index (AGCY) is Required [Y]. Enter the reporting category value of the seller. Refer to Reporting Category (RPTG) for valid values.

Job Number

Conditional. Organizations and activities can be defined to require the entry of a job number. Refer to Organization (ORG2) or Activity (ACT2) for details.

Otherwise, this field is optional. If Job Cost is Yes [Y] on System Control Options (SOP2), enter a job number. See Job Index (JOBT) for valid values. If Job Cost is No [N] on System Control Options (SOP2), enter a project number or general reporting category.

Offset Recv Acct

Default account used depends on the value of the Internal Cash Voucher Option on System Control Options (SOPT). Leave blank on vouchers for outside and Within Funds [3] vouchers. On Between Funds [2] vouchers, enter the cash account used on the offset entry for the seller. Enter an account only if you want to override the default account. Refer to Balance Sheet Account (BAC2) for valid values.

If the Internal Cash Voucher Option on System Control Options (SOPT) is Yes [Y], the balance sheet account inferred from the seller's fund and bank account value is used. If the field is No [N], the account entered in the Due from Fund field on System Special Accounts (SPEC) is used.

Line Num

Key field. Enter a unique number to identify each line in the document. Enter two digits; for example, enter 01 , instead of 1 .

Reference Transaction ID, Line Num, Comm Line

Optional. You may enter an incomplete reference (for example, only the code, or only the code, agency, and number). The reference is completed later, either in this window or in the Document Listing.

Vendor Invoice

Optional. Enter the vendor invoice number.

Fund

Optional. Refer to Fund Agency Index (FAGY) for valid fund/agency combinations. No budget checks are made.

Agency

Required. Enter the agency value. Refer to Agency Index (AGCY) for valid values.

Org

Optional. Refer to Organization Index (ORGN) for valid values.

Sub-Org

Optional. Refer to Sub-Organization (SORG) for valid values.

Appr Unit

Optional. Refer to Appropriation Index (Extended) (EAPP) for valid values.

Activity

Optional. Refer to Activity Index (ACTV) for valid values.

Function

Optional. This field, if used, must be valid on Function ( FUNC ).

Object

Optional. You must enter either Object , Revenue Source , or Balance Sheet Account . Refer to Object Index (OBJT) for valid values.

Sub-Object

Optional. If entered, you must enter a sub-object that is valid within the entered object. Refer to Sub-Object (SOBJ) for valid values.

Rev Source

Optional. You must enter either Object , Revenue Source , or BS Account . Refer to Revenue Source Index (RSRC) for valid values.

Sub-Rev Source

Optional. Enter a sub-revenue source that is valid within the entered revenue source. Refer to Sub-Revenue Source (SREV) for valid values.

BS Account

Optional. You must enter either Object , Revenue Source , or Balance Sheet Account . Refer to Balance Sheet Account (BAC2) for valid values.

Rept Catg

Optional. Enter a reporting category that is valid within agency. Refer to Reporting Category (RPTG) for valid values.

Job/Project

Optional. Refer to Job Index (JOBT) for valid values.

Line Amount

Optional. Enter the line amount. If Fixed Asset Indicator is Create Multiple Shells [Q] , then enter the number of Fixed Asset Acquisition (FA) document shells you want this line to create.

Discount Type

Optional. Refer to Discount Type (DISC) for valid values.

Inc/Dec

Optional. Valid values are I for an increase or D for a decrease.

P/F

Leave blank if all three reference transaction fields are blank. Enter P for partial or F for final clearing against the referenced transaction.

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.

Description

Defaults to FILL-IN . Enter a numeric description with an optional decimal point. Enter two digits for cents. For example, enter $25.00 as 25.00 or 2500.