Understanding Voucher Creation
You must create a voucher before you can pay a supplier for purchases. You usually create a voucher for the billing amount on an invoice. Three-way voucher match and two-way voucher match are the two methods of creating a voucher.
Using the three-way voucher match method, you verify that a billing amount is correct by matching it to the receipt records. For example, if a supplier bills you for 10.00 worth of items, you can check the receipt records to see that you received 10.00 worth of items.For the three-way voucher match (formal receipt process), you create a voucher from an invoice. You must locate the receipt records that correspond to the invoice and match them to the invoice. For example, if a supplier has sent you an invoice for 100.00, you must locate and match the receipt records for the 100.00 worth of items that correspond to the invoice. Note that you can select multiple receipt records to match on a single voucher.
Invoice lines that are processed using the Voucher Match Automation process cannot be matched using the Voucher Match program (P4314).
The total amount of the receipt records you match to an invoice must equal the amount on the invoice. For example, if two receipt records correspond to an invoice and each receipt record is for 200.00, the invoice amount must equal 400.00 to perform a match.
If an invoice reflects a partial order, you can change the quantity or amount of a receipt record to match the invoice. The system leaves the remaining balance of the receipt record open. For example, if a receipt record reflects 100 items but the invoice amount reflects 50 items, you can change the receipt record quantity to 50. You can create a voucher for the remaining 50 items at a later time.
If you match receipt records to invoices to create vouchers, you cannot cancel a receipt record. Instead, you must reverse the voucher in Match Voucher to Open Receipt (P0411) and then reverse the receipt in Open Receipts by Supplier (P43214).
The system creates a voucher interactively when you match receipt records to an invoice.
Using the two-way voucher match method, you create a voucher from the order detail line. For example, you can make progress payments on a contract or an order.
You can create a voucher for units if you are paying against a unit based order. In a unit-based order, you specify payments based on the number of units completed. You should enter either the number of units for which you are paying or the units and gross payment together. The system then calculates the remaining value based on the price per unit.
For example, if you enter a voucher for 1000 square feet of drywall at a cost of 0.25 per square foot (Receipt or Order cost), the system calculates the gross payment as 250.00. Conversely, if you enter a voucher for 250.00 with 1000 units, the system calculates the unit price as 0.25.
If you have activated multicurrency, the system calculates the total values based on the currency that you select. For example, if you enter a voucher for 1000 units at 0.25 per unit, the system calculates the total payment in the currency you specify.
If you are entering a voucher for a kit, you can enter voucher information at the component level only.
You might need to reverse a voucher. For example, you might have to return the items for which you created the voucher.
You also might need to make a correction to an invoice adjustment that reflects a price change to an item or an error on a previous invoice. To make the change, you must create a new voucher that reflects the adjustment to the previous voucher.
For the two-way voucher match (informal receipt process), you do not record receipt information. You must match order detail lines to invoices to create vouchers. For example, if a supplier sends you an invoice for 100.00, you must locate and match the order detail lines that contain the corresponding 100.00 worth of items. Note that you can select multiple order detail lines to match on a single voucher.
When you add landed costs to receipt records before the voucher match process, the system might create separate detail lines for the landed costs depending on how you have set up the costs. To create a voucher for the landed costs, locate and match the landed cost line to the appropriate invoice.
(Release 9.2 Update) During voucher match, you can enable the tax option for the landed cost lines, to calculate the tax amount associated with the landed cost.
You might receive an invoice for goods or services that were never entered on a purchase order. You can set processing options for the Voucher Match program (P4314) to allow you to enter new purchase order detail lines to match an invoice. The processing options enable you to indicate whether the system adds new lines to an existing purchase order (you specify the order number, order company, order type, and order change number) or create a new purchase order. The processing options also enable you to indicate the line type and status codes for new detail lines.
You must purchase against account numbers to enter new detail lines during the voucher match process. You cannot add stock-based order detail lines during the voucher match process.
When you try to create a voucher against an order line for which a receipt is required, you receive an error.
When you try to create a voucher against an order that has a payment hold, any of these might occur:
You receive a soft warning, which indicates an outstanding log warning. You can enter and process payments as usual.
The new payments automatically have a pay status of H, which indicates that the contract hold code automatically holds payments against an order. You must manually change each voucher to approved pay status.
The system does not allow you to enter a payment voucher, which indicates that the vendor hold code for the supplier is set to not allow any payments.
You cannot enter payment vouchers until the hold is removed.
You can also enter a specific tax amount for each receipt record on the Voucher Match form. If you enter a tax amount, you must also enter the tax rate/area and an explanation for the tax.
To account for variances in the exchange rate, you can set up automatic accounting instructions (AAIs). If you enter a new exchange rate during the voucher match process, the system creates journal entries to account for the variance between costs incurred at the old exchange rate and costs incurred at the new exchange rate.
You might receive an invoice adjustment that reflects a price change to an item or an error to a previous invoice. Typically, you make price changes for products such as gasoline or for other commodity items. For example, you receive an invoice for 100 items that cost 10.00 each and later receive another invoice that adjusts the cost of the items to 9.00 each. You can create a new voucher that reflects an adjustment to the previous voucher.
You can inquire upon and adjust multiple account distribution. You can use multiple account distribution functionality only for transactions with an inventory interface of A or B. A purchase order must have account distribution information set up before you can use the functionality during voucher matching.
During two-way voucher match, the system retrieves account distribution information from the F4316 table and creates records in the F43126 table. Then the system updates the F0911 table with amounts based on the account distribution. To summarize how tables are affected by multiple account distribution during two-way voucher match:
F4311: The system updates records in this table.
F4316: The system updates records in this table.
F43121: The system writes records to this table.
F43126: The system writes records to this table.
F0911: The system writes records to this table.
F0411: The system writes records to this table based on the F4311 table.
During three-way voucher match, the system creates vouchers based on the quantity or amount received, and creates or updates records in various tables. To summarize how tables are affected by multiple account distribution during three-way voucher match:
F43121: The system writes records to and updates this table.
F43126: The system writes records to and updates this table.
F0911: The system writes records to this table.
F0411: The system writes records to this table based on the F43121 table.
Regardless of whether you are performing two-way or three-way voucher match, the system creates general ledger entries for these based on the F4316 level or F43126 level:
Amount to Voucher.
Amount Variance (except Landed Costs).
COGS Amount Variance.
Exchange Variance.
Tax Payable.
Non-Recoverable Tax.
Tax Variance.
Regardless of whether you are performing two-way or three-way voucher match, the system creates general ledger entries for these based on the F4311 level or F43121 level:
Retainage Payable (using AAI PCRETN).
Deferred VAT Payable (using AAI PCVATP).
Deferred VAT Recoverable Tax (using AAI PCVATD).
Landed Cost (using AAI 4385).
You can change account distribution information when you are performing voucher match by using the Account Distribution Adjustment program (P43146). However, you cannot change the distribution method (percent, amount, or quantity). You enter the distribution information for the new accounts and negate the distribution information in the original accounts. Note that for the new distribution accounts, the system does not write records to the F43126 table and to the F4316 table.
If the Display Service Units processing option on the Display tab of the P4314 program is selected, then the Service Quantity and Service UoM fields appear in both the header and the grid of the PO Multiple A/c Distribution form (W43146A).