Finalizing a PO on a Voucher Line Related to Multiple Receipts

Overview

This process shows steps to use the “Purchase Order Only” worksheet copy option for creating PO Receipt vouchers.  

If an invoice line is related to multiple receipts/shipments and the user needs to finalize the PO, use the “Purchase Order Only” worksheet copy option, instead of using “PO Receipt” worksheet copy option. A PO Receipt worksheet would not include information for the full PO.

• Click here for assistance with accessing the OAKS FIN AP Module.

Steps

• myOhio.gov > OAKS FIN > Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry

• Always leave NEXT in the Voucher ID field. Only OAKS FIN assigns IDs to vouchers. Unlike non-PO vouchers, do not add any information to this page before clicking Add.

1. Click Add.

   

    

   • The Invoice Information page displays.
     
     
     
2. Enter the number on the invoice sent by the supplier in the Invoice Number field.

   

    

   • OAKS FIN checks for duplicates when the voucher is saved. The check reviews the following field combinations: Business Unit, Invoice Number, supplier ID, and Amount. The check is not case sensitive.
3. Enter the date on which the state deems the invoice to be valid in the Invoice Date field in MM/DD/YYYY format.

   

    

   • This is not the date on the supplier invoice. It is the date the invoice was received and deemed a valid notice. Discounts and interest calculations are based on this field.
   • Enter the current date by typing "today" in the field. It will update after clicking Enter.
4. Enter the date on which the goods or services were received in the Last Receipt Date field.

   

    

   • A correct Last Receipt Date must be entered. Procedures for determining the correct last receipt date are issued from OBM/State Accounting.
   • Refer to the "Determining Last Receipt Date" topic for guidance.
5. Expand the Copy From Source Document section.

   

    

6. Enter the ID of the agency that received the item in the PO Unit field.

   

    

7. Select Purchase Order Only from the Copy From drop-down list.

   

    

8. Select Go.

   

    

   • The Copy Worksheet page displays.
     
     
     
9. Enter or select the purchase order number in the PO Number From field.

   

    

   • Use the PO Dt Opt and PO Date fields to specify a date range if uncertain of the PO Number
10. Click Search to locate the PO lines.

    

     

    • The search results display.
      
      
      
11. Select the check box to the left of each line that to copy to the voucher.

    

     

12. Verify that the Quantity field matches the quantity listed on the supplier invoice. If it is different, edit the quantity so that it matches that listed on the invoice.

    

     

    • For example, if two of three orders have been received, change the three from the PO to the two for which are being invoiced.
13. Click Copy Selected Lines.

    

     

    • OAKS FIN updates the voucher line and distribution line details on the Invoice Information tab based on the PO line(s) selected.

      

       

14. Click Associate Receiver(s) in the Invoice section.

    

     

    • The Associate Receiver Page displays.
      
      
      
15. Click Associate Receiver Lines.

    

     

    • The Associate Receiver Lines Page displays.
      
      
      
16. Click Search.

    

     

    • A list of all receipts related to the selected PO displays
      
      
      
17. Click View All.

    

     

18. Select the check box next to each receipt to associate with the invoice line.

    

     

19. Click OK.

    

     

    • OAKS FIN updates the Associate Receiver lines based on the selected receipts.
      
      
      
20. Edit the Quantity to Match field as necessary.

    

     

21. Click OK.

    

     

    • The Invoice Information page redisplays.
22. Edit the Quantity of the Distribution Line as necessary.

    

     

23. Finalize all or part of the PO.
    • Finalize entire PO: Click the Finalize icon in the voucher header section.

      

       

    • Finalize a particular PO line: Click the Finalize icon in the Invoice Lines section.

      

       

24. Click Yes to confirm the Finalization.

    

     

25. Click Save.