Understanding Prepayment Vouchers

When the remaining settlement amount equals zero and you generate vouchers for final payments, the system automatically generates a voucher that equals the total of the advance, interim, and final payments on the contract. This voucher is used to close out the purchase order by matching the voucher pay items to the purchase order and purchase order receipt lines. This is considered a three-way matched voucher.

Previously, when you created vouchers for advance and interim payments, the system generated prepayment vouchers (in a negative amount) and placed them on hold. It also generated prepayment vouchers when you created vouchers for final payments and placed them on hold as well. To close out your negative prepayment vouchers you must release these prepayment vouchers from hold. Then you must create a payment that includes your negative prepayment vouchers and your three-way matched voucher. The difference between these vouchers must net to zero.

To create zero amount payments automatically to close out prepayment, you use the Create Payment Control Groups program (R04570) on the Automatic Payment Processing menu (G0413).