Entering PO Vouchers with Assets


Concept

In this topic, a voucher with a receiver worksheet and asset information is entered into CAPPS.


Steps:

  1. CAPPS enables you to copy source documents (including PO information with assets) into a voucher to expedite voucher creation and increase accuracy. The PO worksheet allows you to select the PO lines to copy to your voucher.

    Step 1
  2. Click the Main Menu button to begin navigating to the Invoice Information page.

    Step 2
  3. Click the Accounts Payable menu.

    Step 3
  4. Click the Vouchers menu.

    Step 4
  5. Click the Add/Update menu.

    Step 5
  6. Click the Regular Entry link.

    Step 6
  7. When looking for an existing voucher, click the Find an Existing Value tab.

     

    In this example, a new PO with assets is being added, so  the Add a New Value tab is used.

     

    Notice that in this example, the new voucher will be created in Business Unit 31300.

     

    NEXT defaults into the Voucher ID field. When the Voucher is saved, the system will assign the next available Voucher ID.

    Step 7
  8. Enter 1234567891 into the Supplier ID field.

     

    Note: If the Supplier ID field is left blank, the supplier ID will default from the PO.

    Step 8
  9. Enter 1234 into the Invoice Number field.

    Step 9
  10. You may accept the default current date, enter t for today’s date, enter the date in the format mmddyy (no slashes) or click on the Choose a date (Alt+5) button to select a date.

     

    In this case, click the Choose a date (Alt+5) button.

    Step 10
  11. Click the dropdown list to select a month.

    Step 11
  12. Click the March list item.

    Step 12
  13. Click the dropdown list to select the year.

    Step 13
  14. Click the 2014 list item.

    Step 14
  15. Click the 24 date.

    Step 15
  16. Click the Add button to continue to the Invoice Information tab.

    Step 16
  17. Use the Invoice Information tab to enter invoice information including invoice header, non-merchandise charges and voucher line and distribution information.

    Step 17
  18. Note that the Voucher ID is still NEXT as the new voucher has not yet been saved.

    Step 18
  19. The Copy from Source Document section is used to copy existing information into the voucher from the following source documents:

     

    - Non PO Receipt (non purchase order receipt)

    - PO Receipt (purchase order receipt)

    - Purchase Order Only

    - Template

     

     It will allow you to copy the entire source document or portions of it.

     

    If you are creating an adjustment voucher, you can also copy the original voucher.

     

    Click on the Copy from Source Document link.

    Step 19
  20. To copy a receipt from a purchase order, click the Copy From dropdown list.

    Step 20
  21. The PO Receipt option copies the PO's receipt details.

     

    Use this option when a receipt is required.

     

    Click the PO Receipt list item.

    Step 21
  22. Click the right arrow on the horizontal scrollbar to view the Go link.

    Step 22
  23. Click the Go link.

    Step 23
  24. The Copy Worksheet page is used to enter criteria needed to locate the receipt transaction.

     

    Once the receipt is located, you can select and copy individual lines to the voucher.

    Step 24
  25. For this exercise, you will search using the PO Business Unit field and PO number field.

     

    Enter 31300 into the PO Business Unit field.

    Step 25
  26. Enter 0000002113 into the PO Number field.

    Step 26
  27. Click the Search button to search for receipts recorded for the PO specified.

    Step 27
  28. Click the down arrow on the vertical scrollbar to review the receiver details.

    Step 28
  29. In the Select Receiver Lines section, view general information about the purchase such as the supplier, PO number, PO date and receipt date.

    Step 29
  30. Use the Select Receiver Lines section to review the line(s) and verify they are the ones related to the voucher being entered.

    Step 30
  31. Click the Select option on the line to be copied into the new PO voucher.

     

    Step 31
  32. Click the Copy Selected Lines button to copy the selected line to the new PO voucher.

    Step 32
  33. After copying the receiver's details, review the voucher lines and update data such as the Invoice Receipt Date field.

     

    Click the down arrow on the vertical scrollbar to view the voucher line details.

    Step 33
  34. Use the Inv Receipt Dt field to indicate when the invoice was received from the supplier.

     

    Click the Choose a date (Alt+5) button next to the Inv Receipt Dt field.

    Step 34
  35. Click the dropdown list to select the month.

    Step 35
  36. Click the January list item.

    Step 36
  37. Click the dropdown list to select the year.

    Step 37
  38. Click the 2014 list item.

    Step 38
  39. Click the 28 date.

    Step 39
  40. Notice that the Service Date is populated with the receipt date when a receipt is copied.

    Step 40
  41. Notice that the Order Date is populated with the purchase order date when a receipt is copied.

    Step 41
  42. Click the right arrow on the horizontal scrollbar to view the USAS Pmt Due Date.

    Step 42
  43. The USAS Pmt Due Date will be 30 calendar days after the later of either the invoice receipt date or the service date.

     

    Note: This does not change even if the Reqsted Pmt. Date field is populated.

    Step 43
  44. Click the left arrow on the horizontal scrollbar to view the Invoice Description.

    Step 44
  45. The Invoice Description is used as the USAS description field.

     

    Enter Smart Car into the Invoice Description field.

    Step 45
  46. Note that the details from the receiver have been copied into the Distribution Line.

    Step 46
  47. When creating a PO voucher to purchase an asset, the asset information must be verified. 

     

    Click the Assets tab in the Distribution Lines section.

    Step 47
  48. The Asset checkbox must be marked to identify the item purchased as an asset. 

     

    The Asset Business Unit, Profile ID and Asset ID will also ensure that the Asset checkbox is checked identifying the item purchased as an asset.

    Step 48
  49. Click the up arrow on the vertical scrollbar to return to the top of the page.

    Step 49
  50. Click the Voucher Attributes tab.

    Step 50
  51. In the Template field, verify that the defaulted accounting entry is correct. The accounting template provides the tcode that is used when creating a payment in the  USAS.

     

    If the templates needs to be changed, click the Look up Template (Alt+5) button and select the appropriate template. 

    Step 51
  52. Click the Save button.

    Step 52
  53. A Voucher ID number is assigned/displayed after saving the new PO voucher.

    Step 53

  54. Three new tabs also available: the Summary tab, the Related Documents tab, and the Error Summary tab. These tabs display additional information related to the PO voucher.

    Step 54

  55. Click the Summary tab.

    Step 55
  56. The Summary tab provides general information about the voucher, such as the posting status, the budget checking status, payment status, invoice amount, voucher source, etc.

    Step 56

Congratulations!  You have successfully completed this lesson.