Voucher Life Cycle

Vouchers go through several stages from initial entry to payment to posting. PeopleSoft Payables tracks these stages using various statuses for the following status types that relate to various actions and processes that can be run on a voucher:

• Entry status.

• Match status.

• Approval status.

• Budget status.

• Document Tolerance status.

• Post status.

• Payment status.

• Payment Post status.

This table illustrates the values for each voucher status, before and after processing:

Status Type	Process	Initial Status	Post-Processing Statuses
Entry Status	Voucher Entry	Open	Deleted Recycle Postable
Match Status	Matching	To Be Matched	Exception Manually Overridden Manually Set to Credit Note Matched Match - Dispute No Match
Approval Status	Voucher Approval	To Be Approved	Pending Approval Approved Denied
Budget Status	Budget Processor (Budget checking)	Not Checked	Valid Error
Document Tolerance Status	Document Tolerance Checking	Not Checked	Valid Error
Post Status	Voucher Posting	Not Posted	Posted
Payment Status	Pay Cycle Payment Selection subprocess	Not Selected	Selected for Payment
Payment Status	Pay Cycle Payment Creation subprocess	Selected for Payment	Paid
Payment Post Status	Payment Posting	Not posted	Posted

When you first enter a voucher into PeopleSoft Payables, it has an entry status of Open. When you save the voucher for the first time, the system validates the input with information that is provided by default from the control hierarchy to ensure correct entries. If the voucher passes all validations, it goes into a Postable state. The system generates accounting entries when the Voucher Posting Application Engine (AP_PSTVCHR) process selects the voucher for posting. At this time, the voucher is available for distribution to the general ledger using the Journal Generator Application Engine (FS_JGEN) process.

If one or more of the validations fail, a couple of events can happen. For some edits, the system does not allow you to save the voucher until the error condition is corrected. For example, if you do not enter a date on the voucher header, you cannot save the voucher.

For other edits, you can choose less restrictive error handling, such as Recycle, which lets you save the voucher. However, you cannot post or pay the voucher until you correct the error. You set these rules at the business unit level of the control hierarchy and can override them at other levels: voucher origin, control group, supplier, and voucher. With duplicate invoice checking, for example, you can choose recycle error handling, which means that the system accepts the suspect vouchers but does not enable them to be posted or paid. To post and pay these vouchers, you must update the voucher with correct information.

Until a voucher has been reviewed for approval, or unless it is preapproved, it has an approval status of Pending. After that, a voucher can be approved or denied. A voucher cannot be paid unless it has been approved. However, if your business unit definitions enable you to, you can post a voucher even though it has not been approved for payment.

When you post a voucher in PeopleSoft Payables, the system creates balanced accounting entries to record the liability and sets the post status to Posted. When a voucher is in a posted state, you can make only limited changes to it. Essentially, you can change only descriptive information that does not affect the numbers on the voucher. To change the numbers on a posted voucher, you must first unpost the voucher to create reversing entries. This action puts the voucher back into a postable state, as if it had never been posted. You can then change the necessary fields.

A voucher can have one or more payment records selected for payment based on their scheduled pay date and other parameters. The payment status is Unselected, Selected for Payment, or Paid.

Note:

If you are using budget checking (through the Commitment Control feature), you cannot post or pay a voucher until it has successfully passed budget checking.