Voucher Number

Key field. Enter a unique alphanumeric identifier for the generated payment voucher documents. This number becomes the first nine digits of the document number. The last two digits of the document number are added when the voucher is generated and corresponds to the month entered in 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).

Type

Default is 1 if you have not defined type values. This is the voucher type on the generated payment voucher document.

Vendor

Conditional. Required if Vendor/Commodity Control on System Control Options (SOPT) is set to Both Controls in Effect [Y] for the entry start year. Refer to Vendor (VEN2) for valid values.

Submitting Agency

Required. Enter the agency value associated with the generated payment voucher document. This value is used as part of the document ID and must be valid for the start date specified. Refer to Agency Index (AGCY) for valid values.

Start Date

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

End Date

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

Frequency

Default is One-Time Future Document [F] . This field describes how often the system generates a document and adds it to the Document Listing. Valid selections 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 starting and ending dates.

Last Date

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

Scheduled Payment Date

Optional. This becomes the scheduled payment date on the header of the generated document. Refer to Calendar Date (CLDT) for valid values. This field must be equal to or later than the entry start date.

Single Check

Default infers from Vendor (VEN2). Select Yes [Y] to print a separate check for each voucher. Otherwise, all vouchers are summed by vendor and check category and a check is printed.

Header Tax Code

Optional. You must install the Extended Purchasing Subsystem (EPS) to use this field. Refer to Tax Code (TAXT) for valid values. Enter the tax code representing the rate at which tax is computed for the document. The system uses the same tax code for all lines.

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 Quantity .

Offset Liability Account

Optional. If entered, the offset liability account must be valid in Balance Sheet Account Index (BACC) for the entry start year.

Check Category

Optional. This field specifies under which check category the check for this voucher is printed. Vouchers are summed by vendor and check category.

EFT Indicator

Default is Default [blank] . This indicator is optional. Select Yes [Y] to select this voucher for electronic payment. Valid values are Yes [Y] , No [N] , or Default [blank] .

If the vendor is eligible for electronic funds transfer and this field is not filled in, this field defaults to Yes [Y] in the document header.

EFT Application Type

Optional. The application type is a two-character value representing the intended application, or use, of the funds being electronically transferred. Refer to Electronic Funds Transfer Application Type (EFTA) for valid values.

Line Num

Key field. Enter a unique two-digit number to identify each line in the document. For example, enter 01, not 1.

Reference Transaction ID

Conditional. Required if this line references items previously recorded on a requisition or purchase order; otherwise, leave blank.

If EPS is installed, this line may also reference a Centralized Purchase Order (PC) , Decentralized Purchase Order (PD), Price Agreement (PG) and Service Contract (SC) documents.

Line

Optional. Enter the purchase order line number of the item being referenced.

Comm Line

Conditional. Required if PV Update Inventory or Receiver Accrual on EPS System Control Options (ESOP) is selected [ Y ], the payment voucher references purchase orders or price agreements with a warehouse value, or Fixed Asset Indicator is Create One Shell [F] or Create Multiple Shells [Q] .

Enter the commodity line number of the referenced document.

Vendor Invoice

Optional. Enter the vendor invoice number, if one is available.

Comm Line

Conditional. Required if EPPV Requirements on EPS System Control Options (ESOP) is selected [ Y ] and a vendor invoice is entered. Otherwise this field is optional. Enter the commodity line number of the referenced invoice.

Fund

Default is inferred from Organization (ORG2) based on the agency and organization entered on this document.

Agency

Optional. Refer to Fund Agency Index (FAGY) for valid fund/agency values.

Org

Optional. This field is only required if the Expense Budget Organization Option or Revenue Budget Organization Option on Fund Agency (FGY2) is Required on Accounting [Y] or Required on Budget and Accounting [A] .

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) windows for valid values.

Activity

Default infers the activity value from Organization Index (ORGN). This field is only required if the Expense Budget Activity Option or Revenue Budget Activity Option on Fund Agency (FGY2) is Required on Accounting [Y] or Required on Budget and Accounting [A] .

If an activity value is entered in this field, it overrides the value in Organization Index (ORGN).

Func

Optional. Required only if Expense Budget Function Option on Fund Agency (FGY2) is Required on Accounting [Y] or Required on Budget and Accounting [A] . Refer to Function (FUNC) for valid values.

If left blank, it is inferred from Organization (ORGN); or from Activity Index (ACTV), if function is not entered onOrganization Index.

Object

Conditional. Required if this is an expenditure. Refer to Object Index (OBJT) for valid object values.

Sub-Object

Conditional. Required if the Sub-Object Required option is selected on Expense Budget (EB). Refer to Sub-Object (SOBJ) for valid sub-object values.

Rev Srce

Conditional. Required if this is a reimbursable expense. Refer to Revenue Source (RSRC) for valid revenue source values.

Sub-Rev Srce

Conditional. Required if the Sub-Revenue Source Option is selected on Revenue Source (RSR2). Refer to Sub-Revenue Source (SREV) for valid values.

BS Acct

Conditional. Required if this voucher will pay inventory using the consumption method. Refer to Balance Sheet Account Index (BACC) for valid values.

Rept Catg

Optional. Enter a reporting category that is valid within agency. 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.

Quantity

Conditional. Required if the payment voucher references purchase orders or price agreements with a warehouse value, if EPPV Requirements on EPS System Control Options (ESOP) is selected [ Y ], or if Fixed Asset Indicator is Create Multiple Shells [Q] . Enter the number of items to be paid for. If this field is blank and EPPV Requirements on EPS System Control Options (ESOP) is selected [ Y ] and an Extended Purchasing Subsystem purchase order is referenced, then the words *** FILL IN *** are displayed in this field.

Disc Type

Optional. If entered, select a payment discount value with a PO Discount Flag set to N on Discount Type (DISC). Refer to Discount Type (DISC) 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.

Tax Code

Optional. Enter the value representing the rate at which tax is calculated for this line. You must install the Extended Purchasing Subsystem (EPS) to use this field. Enter a tax code that is valid on Tax Code (TAXT). This overrides the header tax code.

Line Amount

Optional. Enter a numeric amount with an optional decimal point. Remember to enter two digits for cents. For example, enter $25.00 as 25.00 or 2500.

If left blank, the words *** FILL-IN *** are displayed.

Inc/Dec

Optional. Enter I to increase the line amount or D to decrease. Otherwise, leave blank.

P/F

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

Line Description

Optional. Enter general descriptive information recorded with this transaction (maximum text length is 30 characters).