Understanding Quick Invoices and Summary Invoices
This section discusses:
Quick invoice overview.
Purchase order and receiver copy functionality for quick invoices.
Summary invoice processing.
Voucher build processing logic for associating voucher lines with purchase order and receiver lines.
Quick Invoice Entry component configuration.
The Quick Invoice Entry component (VCHR_QUICK_PNL) provides efficient data entry for large volumes of similar invoices and invoices for which you can use defaults to complete most of the voucher details. The Quick Invoice Entry component contains minimal online edits; default and edit processing are handled by the Voucher Build Application Engine process (AP_VCHRBLD). This makes the component easy to configure and upgrade and offers improved performance when saving data.
The Quick Invoice Entry component enables you to enter minimal invoice information, such as the business unit, supplier ID, invoice ID, invoice date, and merchandise amount. The Voucher Build process completes the other required fields for the voucher records using defaults from the PeopleSoft Payables control hierarchy. You can also use the Quick Invoice Entry component to copy purchase order and receiver information to create vouchers—either by copying purchase orders and receivers directly to the quick invoice at the time of entry, or by specifying key field information for the Voucher Build process to use in associating voucher lines with specific purchase order or receiver schedule lines. You can also set up session defaults that automatically populate voucher fields for an entire session, and you can override those defaults for a particular voucher.
The Quick Invoice Entry component comes with two templates: the complete worksheet and the simple worksheet.
The add and search page of both worksheets display the Freight Amount, Misc Charge Amount (miscellaneous charge amount) and Sales Tax Amount fields. When you complete these fields, the system uses the values to automatically populate the worksheet's Balancing region.
Both worksheets display four invoice lines by default; the system automatically deletes any unused lines when you click Save. Use the Session Defaults page to modify the number of lines that display.
The complete worksheet enables you to enter more voucher line information than the simple worksheet. If you have a purchase order-related voucher and want to copy from a purchase order or receiver, select the complete worksheet. On the complete worksheet, you can enter multiple invoice and distribution lines. In addition, you can copy purchase orders (POs) and receivers to the voucher lines or specify PO and receiver default information for the Voucher Build process to use in locating POs and receivers for completing the voucher. The complete worksheet also enables you to limit the number of voucher lines and distribution lines called up when you open a quick invoice voucher in update mode.
The simple worksheet is the default worksheet. It provides minimal voucher header and voucher line entry, leaving it up to the Voucher Build process to use the session defaults and the PeopleSoft Payables control hierarchy to fill in the rest. The combined voucher line and distribution line facilitate data entry for supplier invoices that have a limited number of ChartField distributions requiring entry. You should use the simple worksheet for vouchers with no associated purchase order. The simple worksheet also has these restrictions:
A single distribution line per voucher line.
No copying of purchase orders or receivers.
Both simple and complete worksheets enable you to:
Enter and apply prepayment vouchers.
Use on-demand processing functionality, running on-demand processes such as Voucher Build, Matching, Document Tolerance, Budget Checking, Voucher Post, and Journal Generate.
Perform on-demand combination-edit and balancing functions above and below the invoice line level.
You can configure either worksheet to your organization's particular needs.
You also use the Quick Invoice Entry component in the update/display mode for reviewing vouchers staged by the Voucher Build process to PeopleSoft Payables from external sources, as well as for correcting Voucher Build process pre-edit errors.
Note: If financial sanctions validation is enabled at the installation level, and the supplier has a financial sanctions status of Review or Blocked, the system displays a warning message that the supplier is under financial sanctions review. You can save the voucher, however, the system does not allow payments to suppliers with a financial sanctions status of Review or Blocked.
If you enable financial sanctions at the installation level, the system validates the supplier against financial sanctions lists (for example, the Specially Designated Nationals (SDN) list) when you attempt to save the quick invoice. The system does not perform validation during quick invoice entry if you enable financial sanctions at the bank level.
See Financial Sanctions Validation and Transaction Processing.
There are two ways to use purchase order and receiver information to complete quick invoice vouchers:
Copy information directly to the quick invoice.
Specify information for the Voucher Build process to use in building voucher lines.
Copy Purchase Orders or Receivers to the Quick Invoice
To copy a purchase order or receiver directly to the quick invoice voucher at the time of entry, use the Copy PO or Copy Worksheet feature, just as you would in the Voucher component (VCHR_EXPRESS). You must use the complete worksheet.
Note: If you voucher only a partial quantity of a purchase order line that you have copied, the Voucher Build process prorates the partial quantity down to the voucher distribution lines.
Specify Purchase Order and Receiver Information for the Voucher Build Process to Use in Building Voucher and Distribution Lines
To specify purchase order and receiver field values for the Voucher Build process to use in locating and copying purchase order and receiver lines to the voucher:
Enter a voucher in the Quick Invoice Entry component using the complete worksheet, and specify identifying information about the purchase order or receiver (or both) on the voucher line and in the PO/Receiver defaults fields, ignoring the distribution information.
See Voucher Build Processing Logic for Associating Voucher Lines with Purchase Order and Receiver Lines.
Save the voucher.
Run the Voucher Build process.
The Voucher Build process attempts to find the purchase order or receiver line.
If it finds the information, the process retrieves the additional line information from the purchase order or receiver, as well as default voucher header data.
If the voucher has multiple purchase orders, the Voucher Build process uses the information from the purchase order on the first voucher line to populate voucher header information.
The system uses similar copy logic when copying purchase order payment terms and accounting template information. When you select multiple lines from different purchase order at the same time, the data (payment term and/or accounting entry template data values) from the first purchase order is copied into voucher. However, for any subsequently copied purchase order lines, the data values of the first purchase order line overwrites the existing data (payment terms and/or accounting entry template) in the voucher.
If the Voucher Build process fails to match the voucher line to a purchase order or receiver line, the process generates a pre-edit error, which you can review on the Voucher Build Error Detail page.
The process copies the distribution information from the purchase order or the receiver. The process then prorates the distributions from the amount on the invoice line.
The Summary Invoice Entry component (VCHR_SUMM_PNL) enables you to enter minimal invoice and purchase order information, such as supplier, PO number, invoice number, invoice date, nonmerchandise amounts, and gross amount, to create a voucher. You do not enter voucher line or distribution line information. The Voucher Build process builds the voucher from the selected purchase order and associated receipts.
Establish tolerance levels to validate the source document's merchandise amount against the invoice's merchandise amount. If the differences falls within the tolerance levels, the system applies the difference to a tolerance miscellaneous charge code specified on the Payables Definition - Summary Invoice page. This reconciliation allows the summary invoice to be balanced and the Voucher Build process to create a voucher. If the difference falls outside the tolerance levels, the system assigns the summary invoice a voucher build status of Tolerance. The Voucher Build process does not select invoices with a voucher build status of Tolerance. Use the Quick Voucher Entry component to resolve these differences.
To create a voucher using the Summary Invoice Entry component:
Enter invoice and purchase order information in the add and search page or the Summary Invoice Entry page.
Copy receiver or purchase order information to the summary invoice.
The system first searches for receiver information to copy. If it cannot locate this information, it then searches for and copies purchase order information.
Compare input invoice information with the purchase order and receiver information.
Save the voucher.
Once you save the summary invoice, access the summary invoice using the Quick Invoice Entry component for further updating before the Voucher Build process creates the voucher.
Run the Voucher Build process.
The Voucher Build process uses the same logic for copying a single purchase order and receiver information to the voucher as the it does for creating vouchers from the Quick Invoice Entry component.
Note: The system does not copy sales tax, use tax, and value-added tax (VAT) amounts from the purchase order. You must enter these amounts. Also, if you enter freight and miscellaneous amounts, these amounts override any amounts that were entered on the purchase order.
When the Voucher Build process builds voucher records from purchase orders and receivers, it uses default processing logic to match the voucher line information it has received with purchase orders and receivers. When you use the Quick Invoice Entry component to enter basic voucher information for the Voucher Build process to build into voucher records, you can accept this default processing logic or specify a voucher build code that identifies special processing logic for the Voucher Build process to follow. These voucher build codes specify how the Voucher Build process finds matches between voucher line information and receivers or purchase orders. You define voucher build codes using the Voucher Build Criteria component (VCHR_BLD_DEFN).
There are two ways of building vouchers from purchase orders or receivers:
You can copy purchase orders or receivers directly to the voucher, either by using the Copy PO function or a copy worksheet.
You can enter identifying information about the purchase order or receiver (or both) in the other PO/Receiver default fields (and on the voucher header and lines).
The Voucher Build process uses this information to locate purchase order and receiver lines and builds the voucher from them. The fields required to successfully build voucher lines from receiver and purchasing order lines depend on the processing logic used by the Voucher Build process—either the logic defined by the voucher build code that you enter or, if you don't enter a voucher build code, the default processing logic.
Note: You copy and associate purchase order and receiver information to the summary invoice using the Summary Invoice Entry component.
If you do not specify a voucher build code for the quick invoice, the following default association criteria apply:
The Voucher Build process attempts to match voucher lines to receivers before purchase orders:
The voucher line matches if the receiver business unit, receiver ID, and receiver line number are specified on the voucher and match the receiver.
If no receiver line number is specified on the voucher line, the voucher line can still match to a receiver if the receiver business unit, receiver ID, inventory item ID, and quantity are specified and match.
If no receiver ID or receiver line number is specified on the voucher line, the voucher line can still match to a receiver if the packing slip, carrier ID, bill of lading, or invoice ID from the voucher header is specified and matches the receipt line and both the inventory item ID and quantity are specified and match.
If the quantity is specified on the voucher line, it must match the quantity on the receiver line.
If a unit of measure is specified on the voucher line, it must match the receiver line.
If there is no match to a receiver, the Voucher Build process attempts to match a purchase order:
The voucher line matches if the PO business unit, PO ID, PO line number, and PO schedule are specified on the voucher and match the purchase order.
If no PO line number or PO schedule is specified on the voucher line, the voucher line can still match a purchase order if the PO business unit, PO ID, inventory item ID, and quantity are specified and match.
If the quantity is specified on the voucher line, it must match the quantity on the PO schedule.
If a unit of measure is specified on the voucher line, it must match the PO schedule.
Note: Purchase orders and their associated receivers that are marked with the procurement card (PCard) settlement method cannot be processed through Voucher Build association logic.
See Understanding Source Document Copy Functionality.
If this default association logic does not meet the organization's needs and you do not want to rely solely on voucher build codes to override the logic, you can modify it by using these tools:
To deactivate the default logic, make section AP_VB_BLDCD.XUSRDFLTStep01 active.
To have separate default logic for receivers, make section AP_VB_BLDCD.XUSRDFLTStep02 active and populate the PeopleCode clauses by using dynamic SQL code.
To have separate default logic for POs, make section AP_VB_BLDCD.XUSRDFLTStep03 active and populate the PeopleCode clauses by using dynamic SQL code.
Note: Test any new dynamic SQL thoroughly.
Configuring the Quick Invoice Entry component is relatively simple. For example, there are fields in the table structure underlying the component (such as VAT-related fields) that are not included in the component but which you can easily add if they suit your business requirements.
Component configuration should only be performed by persons with PeopleTools training and experience.