Searching for and Correcting Individual Vouchers

This section provides an overview of the Voucher Maintenance Search and Voucher Maintenance components and lists common elements.

Page Name

Definition Name

Usage

Voucher Maintenance Search Page

VCHR_CRRCTSRCH_PG

Search for unpaid and unposted vouchers that require maintenance (subject to restrictions).

Voucher Maintenance - Summary Page

VCHR_CRRCTSMMRY_PG

View summary information about a voucher. This page is identical to the Summary page in the Voucher component.

Voucher Maintenance - Invoice Header Page

VCHR_HDRCORRECT_PG

View and modify voucher header information.

Voucher Maintenance - Invoice Lines Page

VCHR_LNCORRECT_PG

Search for voucher lines by various criteria and modify, add, and delete voucher line information, along with distribution line information for the voucher lines you call up.

Voucher Maintenance - ChartFields Page

VCHR_DSTCORRECT_PG

Search for distribution lines by various criteria and modify, add, and delete distribution line information. Use this page to search for and correct ChartField combination edit errors.

Voucher Maintenance - Scheduled Payments Page

VCHR_SCHCORRECT_PG

Search for a voucher's scheduled payments by various criteria and modify scheduled payment information.

Voucher Maintenance - Error Summary Page

VCHR_ERRSMMRY_PG

View all errors for a voucher.

Errors for Invoice Line Page

VCHRLN_ERRORS_SEC

View error messages by field for a voucher line.

See Voucher Maintenance - Invoice Lines Page

Errors for Distribution Line in Invoice Line Page

VCHRDST_ERRORS_SEC

View error messages by field for a distribution line.

See Voucher Maintenance - ChartFields Page

Errors for Scheduled Payment Page

VCHRSCH_ERRORS_SEC

View error messages for a scheduled payment.

See Voucher Maintenance - Scheduled Payments Page

Voucher Maintenance - Miscellaneous Charges Page

VCHR_MCCRRCT_SEC

View miscellaneous charge codes and amounts for a voucher.

See Voucher Maintenance - Invoice Header Page

Voucher Maintenance - Freight Charges Page

VCHR_FRGCRRCT_SEC

View and modify freight charge codes and amounts for a voucher.

See Voucher Maintenance - Invoice Header Page

Voucher Maintenance - Sales Tax Charges Page

VCHR_STXCRRCT_SEC

View and modify sales tax charge information and amounts for a voucher.

See Voucher Maintenance - Invoice Header Page

Voucher Maintenance - Use Tax Charges Page

VCHR_UTAXCRRCT_SEC

View use tax charge information and amounts for a voucher.

See Voucher Maintenance - Invoice Header Page

Invoice VAT Summary Information Page

VCHR_VAT_SMC_EXP

View the calculated VAT totals for the invoice by VAT code. You must select VAT-applicable invoice lines on the Voucher Maintenance - Invoice Lines page before you can view the detail grids on this page.

See Voucher Maintenance - Invoice Header Page

The Voucher Maintenance Search component enables you to search for unpaid and unposted vouchers by a variety of criteria. When the component retrieves the vouchers that meet your criteria, you can link directly from the search results grid to the Voucher Maintenance component for the voucher you want. On that component, you can use various search tools to identify the voucher header, line, distribution, and scheduled payment information you want to modify, as well as view error summaries for the whole voucher.

If you know the voucher you want to modify, you can skip the Voucher Maintenance Search component and go directly to the Voucher Maintenance component to perform the modification.

You can also use the search page for the Voucher component to find vouchers in recycle status and correct errors on a voucher; the advantage of the Voucher Maintenance component is that it enables you to view only the voucher lines, distribution lines, or scheduled payments that have the errors you want to update or the field values you want to modify. It also allows you to add voucher or distribution lines without opening the entire voucher. For vouchers with multiple voucher lines and distribution lines, this can save time.

Errors That You Can View and Correct in the Voucher Maintenance Component

The Voucher Maintenance component displays the following types of voucher errors:

  • Matching errors.

  • ChartField and combination edit errors.

  • Out of balance errors.

  • Duplicate invoice errors.

Restrictions on Vouchers That You Can View and Correct in the Voucher Maintenance Component

The following factors restrict the vouchers that you can access through the Voucher Maintenance component:

  • Vouchers must be unpaid and unposted.

  • Vouchers entered within control groups must be in Assigned or Ready for review status.

  • Template and third-party vouchers are not accessible.

  • Registered vouchers cannot be in Complete status.

  • Vouchers must be of a voucher style accessible to your user ID.

Field or Control

Description

Action

Select to run the Voucher Build process after you have updated any voucher information and have saved the voucher. The Voucher Build process validates the changes.

Use the Voucher Maintenance Search page (VCHR_CRRCTSRCH_PG) to search for unpaid and unposted vouchers that require maintenance (subject to restrictions).

Navigation:

Accounts Payable > Vouchers > Maintain > Voucher Maintenance Search > Voucher Maintenance Search

This example illustrates the fields and controls on the Voucher Maintenance Search page. You can find definitions for the fields and controls later on this page.

 Voucher Maintenance Search page

Entering Your Search Criteria

Enter your search criteria and click Search to retrieve a list of vouchers that meet your criteria. Click Reset Criteria to clear the search results and enter new search criteria.

Most of these search fields enable you to search by a specific value or a range of values (in the From and To fields), but not both. Select the radio button next to the field name (such as Business Unit) to enter a specific value. Select the radio button next to the From field (such as From Business Unit) to enter a range of values using the From and To fields. The page also allows open-ended ranges using either From or To values.

Search fields without radio buttons allow specific values only.

Note: Restrict your search as narrowly as possible to increase the speed with which you retrieve your search.

Field or Control

Description

Voucher Lookup Criteria

There are some dependencies between search fields:

  • You must enter a business unit before you can specify voucher IDs or invoice numbers.

  • You must enter a business unit and user ID before you can specify control groups.

  • You must enter an Origin SetID before you can specify voucher origins.

Date Lookup Criteria

Enter date ranges of various types to restrict your search. To specify a range that is up to and including the current date, you need only enter the From date. To specify a single date, enter it in the From and To fields.

Supplier Lookup Criteria

There are some dependencies between search fields:

  • You must enter a SetID before you can specify supplier search criteria.

  • You must enter a single Supplier ID or a single Supplier Name before you can specify a supplier location.

Error Lookup Criteria

Select the error types you want to see.

Schedules Lookup Criteria

Select vouchers with scheduled payments on hold.

Viewing the Search Results

Each voucher that meets your search criteria appears in the Search Results grid. To clear the grid and perform a new search, click Reset Criteria.

Field or Control

Description

Vouchers

Displays basic voucher information. Click the voucher ID to access the Voucher Maintenance component for the voucher in a new browser window, where you can view and modify the voucher. Return to the original browser window to select any other vouchers you want to view and modify.

Suppliers

Displays supplier information for the voucher.

Status

Displays the following statuses for the voucher: approval status, match status, entry status (overall voucher status), and duplicate invoice status.

Use the Voucher Maintenance - Summary page (VCHR_CRRCTSMMRY_PG) to view summary information about a voucher.

This page is identical to the Summary page in the Voucher component.

Navigation:

  • Accounts Payable > Vouchers > Maintain > Voucher Maintenance > Summary

  • Click the voucher ID in the Search Results grid on the Voucher Maintenance Search page.

This page is identical to the Summary page in the Voucher component.

See Viewing Voucher Summary Information.

Use the Voucher Maintenance - Invoice Header page (VCHR_HDRCORRECT_PG) to view and modify voucher header information.

Navigation:

Accounts Payable > Vouchers > Maintain > Voucher Maintenance > Invoice Header

This example illustrates the fields and controls on the Voucher Maintenance - Invoice Header page. You can find definitions for the fields and controls later on this page.

 Voucher Maintenance - Invoice Header page

With the exception of those in the Header Errors scroll area, the fields on this page also appear on the header section of the Invoice Information page in the Voucher component.

Field or Control

Description

Header Errors

Displays any errors on the invoice header. These are identified by the affected field and a descriptive error message. This scroll area appears only if there are header errors.

Comments

Select to access the Voucher Comments page to enter or view any comments for the voucher.

Supplier

Displays supplier information.

Invoice

Modify invoice fields, as necessary.

Transfer

Click the Transfer icon to the right of the Misc Amt (miscellaneous amount), Frght Amt (freight amount), Sales Tax, and Use Tax fields to access the Miscellaneous Charges page, Freight Charges page, Sales Tax Charges page, and Use Tax Charges page, respectively, where you can view details for these nonmerchandise charges.

VAT Summary

Click to view the Invoice VAT Summary Information page, where you can view the calculated VAT totals for the invoice by VAT code.

Note: You must select VAT-applicable invoice lines on the Voucher Maintenance - Invoice Lines page before you can view the detail grids on this page.

See Invoice VAT Summary Information Page.

Use the Voucher Maintenance - Invoice Lines page (VCHR_LNCORRECT_PG) to search for voucher lines by various criteria and modify, add, and delete voucher line information, along with distribution line information for the voucher lines you call up.

Navigation:

Accounts Payable > Vouchers > Maintain > Voucher Maintenance > Invoice Lines

This example illustrates the fields and controls on the Voucher Maintenance - Invoice Lines page.

 Voucher Maintenance - Invoice Lines page

Field or Control

Description

Comments

Select to access the Voucher Comments page to enter or view any comments for the voucher.

Entering Your Search Criteria

Enter your search criteria and click the associated Go button to display the voucher lines you want to modify. The voucher lines appear in the Correct Invoice Lines scroll area.

There is a Go button for each field or set of related fields that constitutes a mutually exclusive set of search criteria. In other words, you can search by any one of the following fields or set of fields:

  • Invoice Line.

  • From Invoice Line and To Invoice Line.

  • All invoice lines with an error.

  • All invoice lines.

  • All invoice lines that contain the following values:

    • Distribute by

    • Item ID

    • Item Description

    • Quantity

    • UOM

    • Unit Price

    • Extended Amount

  • Invoice lines that contain the following purchase order/receipt values:

    • PO Unit.

    • PO Number.

    • Receipt Unit.

    • Receipt Number.

    • From Line Number (from PO line number).

    • To Line Number (to PO line number).

    • From Recv Line (from receiver line).

    • To Recv Line (to receiver line).

    • From Sched# (from PO schedule number).

    • To Sched# (to PO schedule number).

Viewing and Correcting Selected Invoice Lines

The fields in the Correct Invoice Lines scroll area also appear on the Invoice Lines schip roll area on the Invoice Information page in the Voucher component, with the following exception:

Field or Control

Description

Ship To

Indicates the Ship To location.

Review Errors

Click the Review Errors button to access the Errors for Invoice Line x page, where you can view voucher line error messages by field.

Note: If you search for voucher lines with errors, the Correct Invoice Lines scroll area displays only voucher lines with voucher line-level errors. For example, if a voucher line has distribution line errors but no voucher line-level errors, it will not appear here if you search by invoice line with errors. And if you search by other criteria and the voucher line does appear here, there will be no Review Errors button for the voucher line, even if it has distribution line errors. You must use the Voucher Maintenance - ChartFields page to search for and correct distribution line errors.

Note: If you modify, add, or delete a voucher or distribution line on this page, you must save your changes before you can make modifications on the Voucher Maintenance - Chartfields page. If you do not save first, the ChartFields page appears in display-only mode and you will be prompted to save your changes. The same is also true if you made modifications to the distribution lines retrieved on the Voucher Maintenance - ChartFields page and you attempt to make changes using the Voucher Maintenance - Invoice Lines page.

Use the Voucher Maintenance - ChartFields page (VCHR_DSTCORRECT_PG) to search for distribution lines by various criteria and modify, add, and delete distribution line information.

Use this page to search for and correct ChartField combination edit errors.

Navigation:

Accounts Payable > Vouchers > Maintain > Voucher Maintenance > ChartFields

This example illustrates the fields and controls on the Voucher Maintenance - ChartFields page. You can find definitions for the fields and controls later on this page.

 Voucher Maintenance - ChartFields page

Field or Control

Description

Comments

Select to access the Voucher Comments page to enter or view any comments for the voucher.

Entering Your Search Criteria

Enter your search criteria and click the associated Go button to display the distribution lines you want to modify. The distribution lines appear in the Correct Distribution Lines scroll area.

There is a Go button for each field or set of related fields that constitutes a mutually exclusive set of search criteria. In other words, you can search by any one of the following fields or set of fields:

  • Invoice Line.

  • From Invoice Line and To Invoice Line.

  • All distribution lines with an error.

  • All distribution lines.

  • The ChartFields and project-related fields in the GL Chart tab.

Important! Chartfields that display here depend on how you configure options on the Standard Chartfield Configuration page.

See Standard ChartField Configuration Page.

Viewing and Correcting Selected Distribution Lines

The fields in the Correct Distribution Lines scroll area also appear on the Distribution Lines scroll area on the Invoice Information page in the Voucher component, with the following exception:

Field or Control

Description

Review Errors

Click the Review Errors button to access the Errors for Distribution Line x in Invoice Line y page, where you can view distribution line error messages by field.

Use the Voucher Maintenance - Scheduled Payments page (VCHR_SCHCORRECT_PG) to search for a voucher's scheduled payments by various criteria and modify scheduled payment information.

Navigation:

Accounts Payable > Vouchers > Maintain > Voucher Maintenance > Scheduled Payments

This example illustrates the fields and controls on the Voucher Maintenance - Scheduled Payments page. You can find definitions for the fields and controls later on this page.

 Voucher Maintenance - Scheduled Payments page

Field or Control

Description

Comments

Select to access the Voucher Comments page to enter or view any comments for the voucher.

Entering Your Search Criteria

Enter your search criteria and click the associated Go button to display the scheduled payments you want to modify. The scheduled payments appear in the Correct Scheduled Payments scroll area.

There is a Go button for each field or set of related fields that constitutes a mutually exclusive set of search criteria. In other words, you can search by any one of the following fields or set of fields:

  • Scheduled Payment.

  • From Scheduled Payment and To Scheduled Payment.

  • All schedules with an error.

  • All scheduled payments.

  • Remit Supplier, Supplier Location, Address, SetID, Bank Code, (bank) Account, (payment) Method, (payment) Handling, Pay Group, Hold Payment, Scheduled (date), Due Date.

Viewing and Correcting Selected Scheduled Payments

The fields in the Correct Scheduled Payments scroll area also appear on the Payments page in the Voucher component, with the following exception:

Field or Control

Description

Review Errors

Click the Review Errors button to access the Errors for Scheduled Payment x page, where you can view scheduled payment error messages by field.

Note: If you use scheduled payments with errors as a search criterion, the Correct Scheduled Payments scroll area only displays scheduled payments that have payment-related errors. A scheduled payment for a voucher with other kinds of errors will not appear in the scroll area.

Use the Voucher Maintenance - Error Summary page (VCHR_ERRSMMRY_PG) to view all errors for a voucher.

Navigation:

Accounts Payable > Vouchers > Maintain > Voucher Maintenance > Error Summary

This example illustrates the fields and controls on the Voucher Maintenance - Error Summary page.

 Voucher Maintenance - Error Summary page

Field or Control

Description

Comments

Select to access the Voucher Comments page to enter or view any comments for the voucher.

View error messages by field name, organized by Header Errors, Invoice Line Errors, Distribution Line Errors, and Scheduled Payment Errors.