Date of Record

Default is the date the document is accepted. Enter the date ( mm dd yy ) that you want to associate with these documents, 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] .

Document Total

Required. Enter the net amount of all lines on the document, not including tax if the tax codes used on the document are U (use tax) on Tax Code (TAXT). 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. If the tax codes used are marked U (use tax) on Tax Code (TAXT), add together all the adjustment amounts on the lines (pay attention to signs) and subtract that amount from the result of #3

5. Enter that amount.

Vendor Code

Conditional. Required on vouchers for outside vendors if your installation requires vendor codes (for example, if Vendor/Commodity Control on System Control Options (SOPT) is Both Controls in Effect [Y] .) Leave blank on internal vouchers. Enter the code for the vendor you want paid as a result of this document. See Vendor Index (VEND) for valid values. Note: Vendor Code cannot be Miscellaneous if the Object Code is 1099 reportable.

Use Tax Total

Display only. This field shows the total amount of tax calculated for this document if the tax codes used on the document are use tax. This amount plus the document total entered by the user must equal the calculated document total.

Name

Required on vouchers for outside vendors when vendor code is blank or if a miscellaneous vendor code is used. Enter the name you want printed on checks. Otherwise, the name for checks is inferred from Vendor (VEN2).

Calculated Total

Display only. This field contains the system-computed total of the line amounts.

Vendor Address

(no label)

Required on vouchers for outside vendors when vendor code is blank or if a miscellaneous vendor code is used. Enter the address you want printed on checks. Otherwise, the address for checks is inferred from Vendor (VEN2).

Payment Options

Single Check

Defaults to Default [blank] . Only specify a choice here if a vendor elects to receive payments in a different manner than already specified on Vendor (VEN2).

Select Yes [Y] if you want a separate check printed specifically for this voucher. If No [N] is selected, the system adds this voucher's amounts together with other vouchers for the same vendor (by check category) to obtain a combined voucher check amount. On a modification document, select No Change .

Check Category

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

EFT

Defaults to Default [blank] . Required if you want the current payment voucher paid by Electronic Funds Transfer (EFT). Select Yes [Y] and enter a valid application type to select this voucher for electronic funds payment. If Default [blank] is selected, this field defaults to Yes [Y] when EFT Status is Active [A] on Vendor (VEN2); otherwise, this field defaults to No [N] .

When the vendor is eligible for electronic funds transfer, this field is inferred from the referenced Vendor Invoice (VI) as long as EFT is set to Yes [Y] on all of the invoices referencing this payment voucher.

If EFT is not set to Yes [Y] on any of the related Vendor Invoice (VI) documents or one or more payment voucher lines do not reference Vendor Invoice (VI) documents, you must manually set EFT to Yes [Y] on this document. When entering internal vouchers, select Default [blank] in this field.

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.

Scheduled Pay Date

Default automatically assigns a date according to the following rules:

If Vendor (VEN2) has a value recorded in Scheduled Payment Day for this document's vendor, that value is used. The payment day is the day of the month when you want to pay this vendor. The system assigns the payment date using this day and the current month, or, if the resulting date has already passed, the next month.

The System Payment Lag on System Control Options (SOPT) is used when no other date or payment day is specified. The payment lag is the number of days from the voucher date when you want to issue payment.

When both Scheduled Payment Day on Vendor (VEN2) and System Payment Lag on System Control Options (SOPT) are blank, the system date will be used.

Applies only to vouchers for outside vendors. Enter the date when you want the check for this payment voucher issued, if you want to override the system computed date.

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

Payment Hold Indicator

Display only. Used when processing documents off-line to allow for the specification of the following values:

Unspecified [Spaces]

Indicates that a voucher is a candidate to cut a check.

Hold Payment [H]

Indicates hold payment. This value is set on Payment Voucher Scheduling (SCHD) to prevent a voucher from being disbursed.

Cash Override [O]

Indicates cash override.

Freight

Charge Basis

Defaults to Default [blank] . To use this field, you must install the Extended Purchasing Subsystem (EPS) and turn linking on. This code indicates whether or not freight charges factor into the total cost of this commodity and what method is used to calculate those charges. Valid values are:

Default [blank]

If this document references another document with a freight indicator value, this field is set to By Commodity [C] . Otherwise, freight is not included on this document.

By Quantity [Q]

Prorate the freight total for the current document across all commodity lines by quantity.

By Line [D]

Prorate the freight total for the current document across all commodity lines by pre-tax-amount.

By Commodity [C]

Allow users the option of entering freight on individual commodity lines.

No Freight Allowed [N]

Do not include freight on this document. Freight is not inferred if another document is referenced.

No Change

Freight (Amount)

Default total freight charge for this document is calculated by the system. To use this field, you must install the Extended Purchasing Subsystem (EPS) and turn on linking. If Charge Basis is By Quantity [Q] or By Line [D] , this amount is required. If Charge Basis is By Commodity [C], the freight total for the document is supplied by the system when this field is blank. If a value is entered, regardless of the value in Charge Basis , it must equal the sum of all commodity line freight amounts.

Freight
(Def/Inc/Dec)

Defaults to Default [blank] . Required when modifying Freight Amount ; select Default [blank] or Increase [I] during a new entry; select Default [blank] when Freight Amount is blank.

Line (Amount)

Conditional. To use this field, you must install the Extended Purchasing Subsystem (EPS) and turn linking on. Required if Charge Basis is By Line [D] and leave blank if the freight indicator is any other value. Enter total cost of all commodity lines on this document before tax and freight, but after discounts are factored in.

Line
(Def/Inc/Dec)

Defaults to Default [blank] . To use this field, you must install the Extended Purchasing Subsystem (EPS) and turn linking on. Required if modifying Line Amount ; leave blank or enter Increase [I] during a new entry; and leave blank when Line Amount is blank.

Line (Calculated Amount)

Display only. System calculated pre-tax, pre-freight, and post-discount total amount for the document is displayed. This amount is used to verify that Line Amount is correct and is only calculated if Charge Basis is By Line [D].

Qty (Amount)

Conditional. Required if Charge Basis is By Quantity [Q] ; leave blank if Charge Basis is any other value. To use this field, you must install the Extended Purchasing Subsystem (EPS) and turn linking on. Enter the total quantity for the document.

Qty
(Def/Inc/Dec)

Defaults to Default [blank] . Required when modifying Quantity Amount ; select Default [blank] or Increase [I] during a new entry; select Default [blank] when Quantity Amount is blank.

Qty (Calculated Amount)

Display only. System calculated total quantity for the document. This quantity is used to verify that the user supplied total quantity is correct and is only calculated if Charge Basis is By Quantity [Q].

Voucher Type

Default is 1 . Required for internal transactions. Valid values are:

1

This document concerns payment to an outside vendor.

2

This document concerns an internal purchase/sale, involving different funds.

3

This document concerns an internal purchase/sale that involves the same fund for the buyer and seller.

4

This document concerns an internal reimbursement (for example, inter- or intra- fund).

5

This document concerns an internal transfer (for example, inter- or intra-fund). If you are using NACUBO reporting, transfers can only occur within the same fund group.

On vouchers for outside vendors, this field is optional and user-defined. For outside vendors, the field is used for reporting purposes only. Type a one-character alphanumeric value.

Fixed Asset Ind

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

Create One Shell [F]

The system will create one Fixed Asset Acquisition (FA) document for each line on this document.

Create Multiple Shells [Q]

The system will create the quantity of Fixed Asset Acquisition (FA) documents specified in Quantity for each line on this document.

Offset Liability Acct

Default assigns an account code according to the following:

Vouchers for outside vendor.

The system uses the value entered in Vouchers Payable on System Special Accounts (SPEC).

Internal vouchers involving two different funds (Type 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 fund and bank account codes. If the value is No [N] , the system uses the value entered in Due to Fund on System Special Accounts (SPEC).

Internal vouchers that are within the same fund (Type 3) .

No account code is used because within fund vouchers do not create a liability.

Enter the balance sheet account you want credited for the liability created by this voucher. See Balance Sheet Account Index (BACC) for valid values.

Tax Code

Conditional. To use this field, you must install the Extended Purchasing Subsystem (EPS) and turn linking on. Enter the tax rate used for this document. See Tax Code (TAXT) for valid values. This field is used to calculate tax on each line. If this field is left blank and all line tax codes are the same, the tax code is inferred but not displayed.

Seller Account

Fund

Required. 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 code of 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.

Org/Sub

Conditional. Organization may be required, depending on the Revenue Budget Organization Option on Fund Agency Index (FAGY).

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.

Rev Srce/Sub

Conditional. Revenue Source is required if Voucher Type is 2 (internal sale - different funds) or 3 (internal sale - same funds). For NACUBO reporting when Voucher Type is 5 (internal transfer), enter a revenue source with a revenue group of TR (transfer) or a reporting category of MT (mandatory transfer) or NT (non-mandatory transfer). 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.

Appr 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.

Function

Optional. Default is inferred from Organization (ORG2); or from Activity (ACT2), if a function is not entered in Organization (ORG2). Otherwise, enter a valid function. See Function ( FUNC ) for valid values.

Object/Sub

Conditional. Required if this is a type 4 (internal reimbursement) voucher. Enter an object code for any object group. Sub-Object is required if Object is entered and further description is required. See Object Index (OBJT) and Sub-Object (SOBJ) for valid values. Note: If the object code entered is a 1099 reportable code, the Vendor Code cannot be Miscellaneous .

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.

Job Number

Conditional. May be required on a type 4 voucher, depending on the Job Number Required on Spending option on Organization (ORG2).

Report Category

Conditional. May be required on expenditure transactions, depending on the Reporting Category option on Agency (AGC2). May be required on revenue transactions, 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.

BS Account

Conditional. Required if this is an expense transaction for the seller (for example, fixed assets, consumption-based inventories, or a balance sheet document). See Balance Sheet Account Index (BACC) for valid values.

Offset Recv Acct

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

Enter an account only if you want to override the default account. See Balance Sheet Account Index (BACC) for valid values.

Line

Required. Enter a different two-digit number for each line on the document. Numbers 00 to 99 are valid. This number is a key field on Open Payment Voucher Line Inquiry (OPVL). It uniquely identifies the line from all other lines on the voucher.

Fund

Required. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. Otherwise, enter the fund paying for the item on this line. See Fund Index (FUND) for valid values.

Note: this fund value may be the same or different from the Seller fund regardless of fund type.

Agency

Required. Enter the agency paying for the item on this line. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.

Org

Conditional. Enter an organization if Expense Budget Organization Option on Fund Agency Index (FAGY) is Y (required on budget and accounting). On internal refunds, this field is required if Revenue Budget Organization Option is Y (required on budget and accounting). For transactions that require a balance sheet account code, this field is optional. See Organization Index (ORGN) for valid values.

Appr 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

Default is inferred from Organization (ORG2), if it is included there. Otherwise, enter an activity 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 required if Revenue Budget Activity Option is Y (required on budget and accounting) or A (required on accounting). For transactions that require a balance sheet account code, this field is optional. See Activity Index (ACTV) for valid values.

Function

Default is inferred from Organization (ORG2); or from Activity (ACT2), if a function is not entered in Organization (ORG2). Otherwise enter a valid function.

Object

Conditional. For transactions that require a balance sheet account code, this field is optional. For internal refunds, this field must be blank. Otherwise, enter the object that best describes the item named on this line. See Object Index (OBJT) for valid values.Note: If the object code entered is a 1099 reportable code, the Vendor Code cannot be Miscellaneous .

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 Cat

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

This field is required on revenue transactions if Reporting Category Required on Revenue Transactions is Required [Y] . For transactions that require a balance sheet account code, this field is required if Reporting Category Option is Y (required) on Balance Sheet Account Index (BACC). Otherwise, this field is optional. See Reporting Category (RPTG) 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.

Amount

Required. Enter the line amount for this payment voucher document. If adding a new line, enter the dollar amount of the item(s) described on this line. If modifying a previous document, enter the amount of change over (under) the previous amount. Record two digits for cents; the decimal point is optional. Do not enter dollar signs or commas.

Def/Inc/Dec

Defaults to Default [blank] on a new document. Indicates whether the amount is an Increase [I] or Decrease [D] . Decrease [D] is valid on new entries as long as the discount type is blank and a requisition is not being referenced. Decrease [D] is used on new entries to record credit memos.

You cannot reference a requisition when this indicator is Decrease [D] , even on modifying transactions. If you are modifying a previous purchase order that had a requisition reference, do not type the reference on the modifying transaction. The requisition reference is not stored in Open Purchase Order Line Inquiry (OPOL).

Referenced Documents

Reference Number

Conditional. Required if this line concerns items previously recorded on a purchase order or payment voucher; otherwise, it is 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.

Comm Line

Conditional. Required if PV Update Inventory on EPS System Control Options (ESOP) is selected [ Y ] and for payment vouchers referencing EPS purchase orders with a warehouse code. This field is used to update Inventory (INV2) for the item the purchase order line number points to.

Required if Receiver Accrual on EPS System Control Options (ESOP) is selected [ Y ] . Also required if Fixed Asset Indicator is Create One Shell [F] or Create Multiple Shells [Q] . Otherwise, this field is optional.

Vendor Invoice

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

Inv Line

Conditional. Required if EPPV Requirements on EPS System Control Options (ESOP) is selected [ Y ] and a Vendor Invoice is referenced. Enter the commodity line number of the Vendor Invoice (VI) referenced.

Total Amt

The total line amount calculated by the system is displayed. This value is reached by adding the adjustment amount, including freight and/or tax, to the amount entered.

Tax Amt

The tax amount for this line is displayed. This calculation is performed with the amount entered and the tax rate associated with the tax code applied to this line.

Sub-Org

Conditional. Organization must be entered before you can enter this field. Enter a sub-organization on expenditure transactions if Sub-Organization Required on Spending on Organization (ORG2) is:

Required [Y], or

Required on Expenditure Transactions [3].

Required on revenue transactions if Sub-Organization Required on Revenue on Organization (ORG2) is Required [Y] . Otherwise, this field is optional. See Sub-Organization (SORG) for valid values.

Sub-Obj

Conditional. Object must be entered before you can enter this field. Enter the sub-object on expenditure documents if Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (Extended) (EEX2). See Sub-Object (SOBJ) for valid values.Note: If the object code entered is a 1099 reportable code, the Vendor Code cannot be Miscellaneous .

Rev Srce/Sub

Conditional. Enter a revenue source on an internal refund transaction; otherwise, leave blank. When revenue source is entered, Object and Balance Sheet Account must be blank. Enter the revenue source credited as a result of this document. See Revenue Source Index (RSRC) for valid values.

Enter a sub-revenue source if Revenue Source is entered and Sub-Revenue Source Required is Yes [Y] on Revenue Source (RSR2). If Sub-Revenue Source Required is No [N] , sub-revenue source is optional. See Sub-Revenue Source (SREV) for valid values.

BS Account

Conditional. If this line references an EPS purchase order that contains a warehouse code, default is inferred from Warehouse (WHS2). 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). However, you can enter the default fund balance account.

Discount Type

Conditional. Required if a vendor discount policy applies to this voucher line. A valid value will have Discount Flag set to N (no) on Discount Type (DISC). The cash disbursement process determines whether the system can take the discount at the time the check is generated.

• This field is blank on balance sheet transactions and refunds.

Quantity

Conditional. Required for payment vouchers referencing EPS purchase orders with a warehouse code, if EPPV Requirements is selected [ Y ] on EPS System Control Options (ESOP), or if Fixed Asset Indicator is Create Multiple Shells [Q] . Otherwise, this field is optional. Enter the number of items paid for.

Def/Inc/Dec

Default is Default [blank] . On a modification document, select Increase [I] if Quantity is increasing, or Decrease [D] if Quantity is decreasing.

Freight

This field can only be used if Extended Purchasing on System Control Options (SOP2) is Installed with Linking [L] . If Charge Basis is By Quantity [Q] or By Line [D] , this field is automatically calculated by the system. If Charge Basis is By Commodity [C] , enter the amount of freight on this commodity line.

Def/Inc/Dec

Default is Default [blank] . On a modification document, select Increase [I] if Freight is increasing, or Decrease [D] if Freight is decreasing.

Tax Code

This field can only be used if Extended Purchasing on System Control Options (SOP2) is Installed with Linking [L] . Default is inferred from the header tax code, but is not displayed. Enter the tax code representing the tax rate used on this line only. A valid tax code will have the same tax type as the tax code in the header. See Tax Code (TAXT) for valid values.

Partial/Final

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 .)

Desc

Default is inferred for the referenced vendor invoice check description on Open Vendor Invoice Header Inquiry (OVIH). If that description is blank, then the referenced vendor invoice line description is inferred from Open Vendor Invoice Line Inquiry (OVIL). If both descriptions are blank or a Vendor Invoice (VI) document is not referenced, the description is inferred from Open PO Commodity Line Inquiry (OPPC). Enter the general descriptive information you want recorded with this document.