Purchase Order and Receiver Copy Functionality for Quick Invoices

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.

See Copying Source Documents to Create Vouchers Online.

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:

1. 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.

2. Save the voucher.

3. 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.