Quick Invoice Overview
The Quick Invoice Entry component (VCHR_QUICK_PNL) provides efficient data entry for large volumes of similar invoices and invoices for which you can use defaults to complete most of the voucher details. The Quick Invoice Entry component contains minimal online edits; default and edit processing are handled by the Voucher Build Application Engine process (AP_VCHRBLD). This makes the component easy to configure and upgrade and offers improved performance when saving data.
The Quick Invoice Entry component enables you to enter minimal invoice information, such as the business unit, supplier ID, invoice ID, invoice date, and merchandise amount. The Voucher Build process completes the other required fields for the voucher records using defaults from the PeopleSoft Payables control hierarchy. You can also use the Quick Invoice Entry component to copy purchase order and receiver information to create vouchers—either by copying purchase orders and receivers directly to the quick invoice at the time of entry, or by specifying key field information for the Voucher Build process to use in associating voucher lines with specific purchase order or receiver schedule lines. You can also set up session defaults that automatically populate voucher fields for an entire session, and you can override those defaults for a particular voucher.
The Quick Invoice Entry component comes with two templates: the complete worksheet and the simple worksheet.
The add and search page of both worksheets display the Freight Amount, Misc Charge Amount (miscellaneous charge amount) and Sales Tax Amount fields. When you complete these fields, the system uses the values to automatically populate the worksheet's Balancing region.
Both worksheets display four invoice lines by default; the system automatically deletes any unused lines when you click Save. Use the Session Defaults page to modify the number of lines that display.
The complete worksheet enables you to enter more voucher line information than the simple worksheet. If you have a purchase order-related voucher and want to copy from a purchase order or receiver, select the complete worksheet. On the complete worksheet, you can enter multiple invoice and distribution lines. In addition, you can copy purchase orders (POs) and receivers to the voucher lines or specify PO and receiver default information for the Voucher Build process to use in locating POs and receivers for completing the voucher. The complete worksheet also enables you to limit the number of voucher lines and distribution lines called up when you open a quick invoice voucher in update mode.
The simple worksheet is the default worksheet. It provides minimal voucher header and voucher line entry, leaving it up to the Voucher Build process to use the session defaults and the PeopleSoft Payables control hierarchy to fill in the rest. The combined voucher line and distribution line facilitate data entry for supplier invoices that have a limited number of ChartField distributions requiring entry. You should use the simple worksheet for vouchers with no associated purchase order. The simple worksheet also has these restrictions:
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A single distribution line per voucher line.
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No copying of purchase orders or receivers.
Both simple and complete worksheets enable you to:
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Enter and apply prepayment vouchers.
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Use on-demand processing functionality, running on-demand processes such as Voucher Build, Matching, Document Tolerance, Budget Checking, Voucher Post, and Journal Generate.
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Perform on-demand combination-edit and balancing functions above and below the invoice line level.
You can configure either worksheet to your organization's particular needs.
You also use the Quick Invoice Entry component in the update/display mode for reviewing vouchers staged by the Voucher Build process to PeopleSoft Payables from external sources, as well as for correcting Voucher Build process pre-edit errors.
Note:
If financial sanctions validation is enabled at the installation level, and the supplier has a financial sanctions status of Review or Blocked, the system displays a warning message that the supplier is under financial sanctions review. You can save the voucher, however, the system does not allow payments to suppliers with a financial sanctions status of Review or Blocked.
If you enable financial sanctions at the installation level, the system validates the supplier against financial sanctions lists (for example, the Specially Designated Nationals (SDN) list) when you attempt to save the quick invoice. The system does not perform validation during quick invoice entry if you enable financial sanctions at the bank level.
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