Creating Prepaid Vouchers for Advances

Use Voucher Build to create prepaid vouchers for staged G-Invoicing advance performance transactions.

G-Invoicing advances can have multiple schedules but only one distribution line per schedule. Each schedule is equivalent to one prepaid voucher in PeopleSoft since PeopleSoft only supports one-line prepaid vouchers.

Navigation:

Accounts Payable, and then Batch Processes, and then Vouchers, and then Voucher Build

If there are errors in the creation of the voucher, the Entry Status will be Recycle. The errors must be manually corrected and the voucher saved to proceed.

The Prepaid Ref field is set to PO ID by Voucher Build to assist in the application of advances.

Please refer Running the Voucher Build Process and Reviewing Messages for more details.

Creating G-Invoicing Prepaid Vouchers Manually

It is possible to create G-Invoicing prepaid vouchers manually. The following items need to be considered when using this approach:

  • The Advances Workbench is populated with G-Invoicing Advances by Pull Performance API but should not be used to update Account and Entry Event.

  • The PO ID must be entered in the Prepaid Ref field on Voucher Attributes.

  • A PeopleSoft G-Invoicing PO must be entered in the Advance Payment Option PO Number field.

  • Payment should be recorded manually by either using G-Invoicing Budget Checking or creating a manual payment from the Voucher Payment page.

  • Ensure that the Invoice Date matches the G-Invoicing Performance Date.

  • Ensure that the Payment Date matches the G-Invoicing Payment Date.

Note:

A decision must be made to enter prepaid vouchers OR create them using Voucher Build. Entering them using both methods will cause errors and reconciliation issues.

Applying G-Invoicing Advances to Vouchers

Since G-Invoicing applies an advance payment to a specific order line this means that there is a many to many relationship between advance and invoice in G-Invoicing.

PeopleSoft allows you to apply multiple vouchers to multiple prepayments using the Prepaid Reference field on the Voucher Attributes page. As long as the Prepaid Vouchers and the PO Vouchers have the same Prepaid Reference value, the prepaids are appropriately applied to the Vouchers with the same Order Number by Voucher Post. ERS is updated to populate the prepaid reference field with PO ID on the prepaid voucher as well as the PO Voucher.

Generate AP Journal Vouchers for Negative Advance Transactions check box on the Federal Processing Installation Options page indicates whether Journal Vouchers are created for negative Advance Adjustment performance transactions received from G-Invoicing. Since we do not know the reason for the adjustment and whether the returned amount will be closed, this check box allows the user to handle the adjustment manually.

An adjustment to an advance can be submitted to G-Invoicing as a negative Advance Performance Transaction by the Seller to modify the advance payment previously collected from the Buyer. Adjustment quantities are negative for the entire performance transaction and must reference an existing advance performance transaction. Completion of this performance transaction automatically initiates fund settlement through the IPAC application using G-Invoicing.

Use Voucher Build to create journal vouchers for staged G-Invoicing advance adjustment performance transactions. This is the same process that creates prepaid vouchers for Advances.

If there are errors in the creation of the voucher, the Entry Status will be Recycle. The errors must be manually corrected and the voucher saved to proceed.