Date of Record

Defaults to the date the document is accepted by the system. Enter the date ( mm dd yy ) you want to associate with this document, usually the current date. You cannot enter a future date.

Acctg Period

Default is inferred from Date of Record . If you want to record these lines in another accounting period, enter the appropriate period (it must be open), using fiscal months and fiscal years. You cannot enter future periods.

Budget FY

Defaults to the current fiscal year's budget. If you want these lines recorded in some other fiscal year, enter the desired fiscal year (it must be open). You cannot enter future budget fiscal years.

Offset Liability Acct

Default uses the value recorded in Vouchers Payable on System Special Accounts (SPEC). Enter the balance sheet account credited for the liability created by this voucher. Refer to Balance Sheet Account Index (BACC) for valid values.

Document Total

Required. Enter the unsigned net amount of all lines on the document (the value entered should equal the value displayed in Calculated Document Total ).

Calc Doc Total

Display only. This value is the system computed total of the line amounts.

Fund

Required. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. If this is a modification to a previously entered document, fund is inferred from the original document. See Fund Index (FUND) for valid values.

Agency

Required. Enter the agency paying for the item named on this line. Refer to Agency Index (AGC2) and Fund Agency Index (FAGY) for valid values.

This field is optional on balance transactions.

Organization/Sub

Organization is required if Expense Budget Organization Option or Expense Budget Activity Option on Fund Agency Index (FAGY) is Y (required budget and accounting) or A (required on accounting). On internal refunds, organization is governed by Revenue Budget Organization Option . Refer to Organization Index (ORGN) for valid values. Optional on balance sheet transactions.

Sub-Organization is optional on balance sheet transactions. You cannot enter a sub-organization unless you have entered an organization. Required for expenditure transactions if Sub-Organization Required on Spending on Organization (ORG2) is:

Required [Y]

Required on Expenditure Transactions [3]

Required for revenue transactions if Sub-Organization Required on Revenue on Organization (ORG2) is Required [Y] .

Enter the sub-organization paying for the item named in this line. Refer to 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.

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.

Activity

Default is inferred from Organization (ORG2), if it is included there.

Required if Expense Budget Activity Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). On internal refunds, this field is controlled by Revenue Budget Activity Option on Fund Agency Index (FAGY). Optional on balance sheet transactions. See Activity Index (ACTV) for valid values.

Values on documents override the values on Organization (ORG2). If this is a modification document, this field is optional. If entered, it must match the original document.

Function

Default is inferred from Organization (ORG2); or from Activity (ACT2), if function is not entered on Organization (ORG2). Refer to Function ( FUNC ) for valid values.

Required if Expense Budget Function Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting).

If this line references another document, the value entered in this field must match the one on the other document.

Object/Sub

Conditional. Object is optional on balance sheet transactions. Otherwise, it is required. Refer to Object Index (OBJT) for valid values. Note: If the object code entered is a 1099 reportable code, the Vendor Code cannot be Miscellaneous .

Leave Sub-Object blank if Object is not entered. Sub-Object is required if Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (Extended) (EEX2). Refer to Sub-Object (SOBJ) for valid values.

Rev Srce/Sub

Conditional. Enter the revenue source debited as a result of this document. Refer to Revenue Source Index (RSRC) for valid values. If Revenue Source is entered, leave Object and BS Account blank.

Sub-Revenue cannot be entered if Revenue Source is not entered. This field is required if Sub-Revenue Source on Revenue Source (RSR2) is Yes [Y] . If the option is No [N] , then Sub-Revenue Source is optional. Refer to Sub-Revenue Source (SREV) for valid values.

Line Description

Optional. If entered, this description appears in Description on the Multi-Payee Payment Voucher Detail (PVV).

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.

Rept Category

Conditional. Required on expenditure transactions if Reporting Category on Agency (AGC2) is Required on Expenditure Transactions [3].

Required on revenue transactions if Reporting Category Required on Revenue Transaction is Required [Y] on Agency (AGC2). Required on balance sheet transactions if Reporting Category Option on Balance Sheet Account Index (BACC) is Y (required on documents). Refer to Reporting Category (RPTG) for valid values.

BS Account

Conditional. Required if this line is an expense transaction. If the expense transaction is a transfer of funds between two balance sheet accounts, leave Object blank. Refer to Balance Sheet Account Index (BACC) for valid values. Do not use default accounts from System Special Accounts (SPEC). However, you can use the default fund balance account.

Vendor Code

Conditional. Required if Vendor/Commodity Control on System Control Options (SOPT) is Both Controls in Effect [Y] . Otherwise, this field is optional.

Used on vouchers for outside vendors, if your installation requires vendor codes. Enter the vendor paid as a result of this document. Refer to Vendor Index (VEND) for valid values. Note: Vendor Code cannot be Miscellaneous if the Object Code is 1099 reportable.

Voucher Number

Required. Enter the agency and unique number used to identify this voucher. Voucher numbers may be automatically generated using Automatic Document Numbering (ADNT).

Schedule Pay Date

Default assigns a date according to the following rules:

If Scheduled Payment Day is entered on Vendor (VEN2) for this document's vendor, that value is used. This field defines the day in the month that this vendor is paid. The system assigns the payment date using this day and the current month, or, if the resulting date has already passed, the next month.

System Payment Lag on System Control Options (SOP2) is used for all payment vouchers and vendors, when no other date or payment day is specified. The payment lag is the number of days from the voucher date when the payment is issued.

Enter the date that the check for this payment voucher is issued. If a date is entered, it overrides the date assigned by the system.

• You can change the scheduled payment dates on payment voucher modifying transactions or through Payment Voucher Scheduling (SCHD). For further details, refer to the discussion of Automated Disbursements in the User's Guide .

Invoice Number

Optional. Enter the Vendor Invoice (VI) number, if one is available.

Check Category

Optional. This field specifies the category where the check for this voucher is printed. Vouchers are summed by vendor and check category. The use of check categories is optional. Refer to Check Category (CCAT) for valid values.

Line Amount

Required. Enter the line amount. If adding a new line, enter the dollar amount of the item(s) described on this line. Enter two digits for cents; the decimal point is optional. Do not enter dollar signs or commas.

Line

Optional. Enter the line number of the referenced invoice. The line number entered must be a valid Vendor Invoice (VI) line number.

Vendor Name

Default is inferred from Vendor (VEN2). Required when Vendor Code is blank or a miscellaneous vendor is entered. Enter the name you want printed on checks. You can enter the name here for your own reference.

Vendor Address

Default is obtained from Vendor (VEN2). Required on vouchers for outside vendors when Vendor Code is blank, or a miscellaneous vendor is entered. Enter the address you want printed on checks. You can enter the address here for your own reference.

Country

Default is obtained from Vendor (VEN2). Required on vouchers for outside vendors when Vendor Code is blank, or a miscellaneous vendor is entered. Enter the country you want printed on checks. You can enter the country here for your own reference.

Discount Type

Optional. If a vendor discount policy applies to this voucher line, enter the appropriate discount type from Discount Type (DISC). The cash disbursement process determines whether the discount is taken at the time the check is printed.

Application Type

Conditional. Required if EFT is set to Yes [Y] . The application type is a two-character code representing the intended application, or use, of the funds being electronically transferred. See Electronic Funds Transfer Application Type (EFTA) for valid values.

When blank and EFT is set to Yes [Y] , the application type is automatically taken from the referenced Vendor Invoice (VI), as long as the application types on all of the Vendor Invoice (VI) documents referenced on this payment voucher are the same.

If EFT is set to Yes [Y] and there are no Vendor Invoice (VI) documents to take the application type from, the application type infers from Electronic Funds Transfer (1 of 2) (EFTT). Otherwise, the user must supply this field.

Single Check

Default is Default [blank] . Default is based on the Vendor (1 of 2) (VEN2) the single check feature, but can be overridden here. Select Yes [Y] if you want a single check printed for the referenced voucher. Otherwise, all voucher amounts are summed by vendor (and check category) and are printed on a total check.

EFT

Default is inferred from Vendor (VEN2). Select Yes if the cash advance is to be paid by Electronic Funds Transfer (EFT). An Application Type must be entered if Yes is selected.