Date of Record

Default is the date the system accepts the document. Enter the date ( mm dd yy ) that you want to associate with these transactions, usually the current date. You cannot use a future date.

Accounting Period

Default is inferred from Date of Record . If you want this document recorded in another accounting period, enter the desired period (it must be open), using fiscal month and fiscal year. You cannot enter future periods.

Budget FY

Default applies to the current fiscal year. If you want this document recorded in another fiscal year, enter the desired fiscal year (it must be open). You cannot enter future budget fiscal years.

New/Modification [Action]

Defaults to New [E] . Valid values are:

New [E]

Create a new document.

Modification [M]

Modify an existing document. 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).

Document Total

Required. Enter the unsigned net amount of all lines on the document. To compute this amount:

1. Add all the increase amounts (the lines with Increase [I] or Default [blank] ).

2. Add all the decrease amounts (the lines with Decrease [D] ).

3. Subtract the smaller of these amounts from the larger.

Vendor Code

Conditional. Required if vendor codes are required on vouchers for outside vendors ( Vendor/Commodity Control on System Control Options (SOPT) is Both Controls in Effect [Y] ). Leave blank on internal vouchers.

Otherwise, it is optional. Enter the vendor you want paid as a result of this document. Refer to Vendor Index (VEND) for valid values. The second field can be used as an alternate address indicator for the vendor.

If lines on this document reference a purchase order, enter the same value as the one used on the referenced document. You cannot change this field on modification documents.

Calculated Total

Display only. The system computed total of the line amounts is displayed.

Name

Conditional. 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 the checks. Otherwise, the name for checks is automatically obtained from Vendor (VEN2). You may enter the name here for your own reference.

Vendor Address

(no label)

Default is inferred from Vendor (VEN2). 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 the checks.

Payment Options

Single Check

Defaults to Default [blank] . If Yes [Y] , a single check is printed for this voucher by the check writing program. If No [N] , the system sums this voucher amount together with other vouchers for the same vendor (by check category) to obtain the 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. Refer to Check Category (CCAT) for valid values.

EFT

Defaults to Default [blank] , unless the vendor is eligible for Electronic Funds Transfer (EFT). A vendor is eligible for electronic funds transfer when EFT Status on Vendor (VEN2) is Active [A] . When entering internal vouchers, select Default [blank] .

If the vendor is eligible, then this field is inferred from the referenced vendor invoice. If EFT is not set to Yes [Y] on the referenced document, or one or more payment voucher lines do not reference invoice documents; you must set EFT to Yes [Y] on this document.

If the vendor is eligible and EFT is blank on the referenced document or there are no referencing documents to infer EFT from, it is automatically set to Yes [Y] .

Required if the payment voucher is paid by Electronic Funds Transfer (EFT). Valid values are Default [blank] , No Change [blank] , Yes [Y] , or No [N] . Select Yes [Y] and enter Application Type to select this voucher for electronic funds payment.

Application Type

Default is inferred from the referenced invoice when EFT is set to Yes [Y] , as long as the application types on all of the invoices referenced on this payment voucher are the same.

If EFT is set to Yes [Y] and there are no invoice documents to infer the application type from, it is automatically taken from Vendor (VEN2) if it exists there. Otherwise, you must enter this field.

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

Scheduled Pay Date

Default date is assigned by the system. Applies only to vouchers for outside vendors. Enter the date when you want to issue the check for the payment voucher, if you want to override the system computed date. If blank, the system assigns a date according to the following rules:

If Vendor (VEN2) has a value recorded in Scheduled Payment Day for this document's vendor, the system uses that value. 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.

System Payment Lag on System Control Options (SOP2) is used for all payment vouchers, for all vendors, 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.

• You can change Scheduled Payment Date on a modification document or through Payment Voucher Scheduling (SCHD). For more information, refer to the User's Guide .

Fixed Asset Indicator

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

Create One Shell [F]

The system will create one Fixed Asset Acquisition (FA) shell for this commodity line.

Create Multiple Shells [Q]

The system will create Fixed Asset Acquisition (FA) shells specified in quantity.

Offset Liability Account

Optional. Enter the balance sheet account you want credited for the liability created by this voucher. Refer to Balance Sheet Account Index (BACC) for valid values. If blank, the system automatically assigns the value in Vouchers Payable on System Special Accounts (SPEC). You cannot change this field on a modification document.

Line

Default is 01 . Enter a line number.

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. This value must be valid on Fund (FUN2).

Agency

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

If this field is entered when the line references a requisition or purchase order, enter the same value as the one used on the referenced line. If entered, it must match the original document.

Referenced Documents

Ref Code

Conditional. Required if this line concerns items previously recorded on a requisition or purchase order; otherwise, leave blank. Valid values are RQ for requisition or PO for purchase order and EPS documents. If this line is an adjustment to a previously entered line, enter the same value as the one on the original line.

• If you are referencing a prior year purchase order, ensure that all codes in the accounting distribution are valid for the prior year as well as for the current year.

Number

Conditional. Required if this line concerns items previously recorded on a requisition or purchase order; otherwise, leave blank. Enter the agency and document number of the document being referenced. If this line is an adjustment to a previously entered line, enter the same value as the one on the original line.

Acct Line

Conditional. Required if this line concerns items previously recorded on a purchase order; leave blank for requisition documents. Enter the line number of the item being referenced. If this line is an adjustment to a previously entered line, enter the same value as the one on the original line.

Comm Line

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

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

Invoice, Invoice Line

Invoice is optional. Enter the document number of the vendor invoice that you want to reference.

Invoice Line is required if EPPV Requirements is selected [ Y ] on EPS System Control Options (ESOP) and Invoice is entered. Enter the line number of the referenced invoice .

Org/Sub

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

Optional if Prior Document Reference is Yes [Y] on System Control Options (SOP2) and a purchase order or requisition is referenced on the line. The system uses the code from the referenced document. Optional on balance sheet transactions. If entered, this field must match the original document.

Sub-Organization is required 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 is Required [Y] .

Appr Unit

Required. Enter the program budget unit for the items listed on this voucher. See Program Reference Table (PRFT) 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 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. If this line references a document, enter the same value as the one used on the referenced line. If an activity is not entered on the referenced line, you can add one here.

Function

Default is inferred from Organization (ORG2); or from Activity (ACT2), if function is not entered on Organization (ORG2).

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

If not referenced from a previous document, this field is optional. Refer to Function ( FUNC ) for valid values. If this line references another document, the function entered in this field must match the one on the referenced document.

Object/Sub

Object is required except on balance sheet or refund transactions. Optional on balance sheet transactions. Refer to Object Index (OBJT) for valid values.

Sub-Object is required on expenditures if Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (Extended) (EEX2). Refer to Sub-Object (SOBJ) for valid values.

If these fields are entered when the line references a purchase order, enter the same values as the ones used on the referenced line. If no sub-object was entered on the referenced line, you can add one here. If entered, it must match the original document.

Rev/Sub

Conditional. Revenue Source is required on internal refund transactions. When this field is entered, Object and Balance Sheet Account are blank. Enter the revenue source debited as a result of this document. Refer to Revenue Source Index (RSRC) for valid values.

Sub-Revenue Source is required 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] , then Sub-Revenue Source is optional. Refer to Sub-Revenue Source (SREV) for valid values.

If entered, these fields must match the original document.

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 Pre-Encumbrance Transactions [1],

Required on Encumbrance Transactions [2], or

Required on Expenditure Transactions [3].

Required on revenue transactions if Reporting Category Required on Revenue is Yes [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.

If this field is entered when the line references a purchase order or requisition, enter the same value as the one used on the referenced line. If a reporting category is not entered on the reference line, you can add one here. If entered, it must match the original document.

Description

Default is inferred from 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) is not referenced, the description is inferred from Open PO Commodity Line Inquiry (OPPC). Enter general descriptive information you want recorded with this document.

BS Account

Conditional. Required if this line is an expense transaction (for example, fixed assets, large inventories, or prepaid items) or a balance sheet transaction (for example, a transfer of funds between two balance sheet accounts). In the latter case, ensure that Object is blank. Refer to Balance Sheet Account Index (BACC) for valid values. It cannot be any of the default accounts in System Special Accounts (SPEC). However, it can use the default fund balance account.

If blank and the payment voucher references an EPS purchase order with a warehouse code, this field defaults to Balance Sheet Account on Warehouse (WHS2). If entered, it must match the original document.

Discount Type

Optional. If a vendor discount policy applies to this voucher line, enter the appropriate discount type from Discount Type (DISC). A valid discount type must have PO Discount Flag on Discount Type (DISC) set to N . The cash disbursement process determines whether you can take the discount when the check is printed.

This field is blank on balance sheet transactions and internal refunds. You cannot change this field on modification transactions.

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] . Enter the number of items to be paid for.

Def/Inc/Dec

Default is Default [blank] . Indicates whether the quantity is an Increase [I] or Decrease [D] . Enter Decrease [D] or Increase [I] on modification documents to correct an incorrectly entered quantity. Increasing or decreasing the quantity does not affect the eligibility of the purchase order for automated payment.

You cannot reference a requisition when this field 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.

Amount

Required. Enter the line amount. 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. Do not enter a positive/negative sign; Default/Increase/Decrease indicates whether this amount is added to or subtracted from the original amount. Record two digits for cents; the decimal point is optional. Do not enter dollar signs or commas.

Def/Inc/Dec

Default is Default [blank] . Indicates whether the amount is an Increase [I] or Decrease [D] . You can enter Decrease [D] on new entries when Discount Type is blank and if this document does not reference a requisition. Decrease [D] is used on new entries to record credit memos.

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

Partial/Final

Default is Default [blank] . Use this field only when a purchase order is referenced. It indicates whether the line is closing out a purchase order line (final payment) or authorizing partial payment of the amount. Valid values are:

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 this payment voucher makes the total amount expensed equal to the purchase order line amount, then the purchase order line is closed automatically, and this value is optional. Select Final [F] if this payment voucher makes the total amount expensed LESS than the purchase order amount, but you want to force a close (the item did not cost as much as expected) or if this payment voucher makes the total amount expensed 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. (For more information, refer to the User's Guide. )

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.