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EAP: Copy Voucher Process Creates New Voucher With a Closed PO Distribution Line (Doc ID 2853484.1)

Last updated on APRIL 11, 2022

Applies to:

PeopleSoft Enterprise FIN Payables - Version 9.2 to 9.2 [Release 9]
Information in this document applies to any platform.

Symptoms

Copy Voucher process allows users to copy a voucher from a voucher with a Closed PO Distrib Line due to a PO Rollover. The new copied voucher will update the Matched Amount but will not reduce the PO encumbrance. This is causing many issues with the existing budget(s).

Customer expects the Copy Voucher process to either stop the user from adding a new voucher if the voucher copied is tied to a Closed PO Distrib Line or generate a hard error on the new voucher letting the user know the Voucher Distib Line is tied to a Closed PO Distrib Line so changes can be made.

STEPS:

1. Setup Financials/Supply Chain > Business Unit Related > General Ledger > Ledgers for A Unit > Commitment Control turned on for US005
2. Purchasing > Purchase Order > Add/Update Express POs > Add PO3 > PO Date = 01/012021 > Total Amount = 20000.00 > Amount Only > Matching
3. Budget Check PO from link in PO > Dispatch clicking Dispatch button
4. Commitment Control > Review Budget Activities > Review Budget Detail > Budget = 1000000.00, Encumbrance = 118000.00 which 20000.00 is for PO3
5. Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Procurement > Payables Online Vouchering > box not checked for 'Copy Matched and Closed PO'
6. Accounts Payable > Vouchers > Add/Update > Regular Entry > Add Voucher POV3 from PO for a partial amount = 5000.00
7. From Voucher Action Box: Budget Check, Matching, Voucher Post
8. Commitment Control > Review Budget Activities > Review Budget Detail
    a. Expense = 7000.00 which 5000.00 is for POV3
    b. Encumbrance = 113000.00 (reduced from 118000.00)
9. Purchasing > Purchase Orders > Budget Year End Processing > Request PO Roll View > Search ID = ABCD, From PO = PO3
10. Purchasing > Purchase Orders > Budget Year End Processing > PO Rollover Workbench > BU = US005, Search ID = ABCD > Select box for ABCD > Save
11. Purchasing > Purchase Orders > Budget Year End Processing > Request PO Rollover1 > BU = US005, From Date = 01/01/2021, To Date = 12/31/2021, Budget Date = 01/01/2022
12. Purchasing > Purchase Orders > Budget Check Purchase Order > BU = US005, PO ID = PO3
13. Purchasing > Purchase Orders > Budget Year End Processing > Request PO Rollover2 > BU = US005, PO ID = PO3
14. Purchasing > Purchase Orders > Budget Check Purchase Order > BU = US005, PO ID = PO3
15 Purchasing > Purchase Orders > Add/Update Express PO > Open PO3 > PO Distrib Line 1 Status = Closed > PO Distrib Line 2 Status = Open, Merchandise Amt = 15000.00
16. Commitment Control > Review Budget Activities > Review Budget Detail > Budget Period = 2022 > Encumbrance = 15000.00
17. Accounts Payable > Vouchers > Add Update > Voucher Search > BU = US005, Voucher ID = POV3 > Search
18. Click the Copy Voucher link > enter Voucher ID, Invoice Number, Invoice Date > Click Copy button
19. Accounts Payable > Vouchers > Add/Update > Regular Entry > Open Copy Voucher added POV3A
      a. Entry Status = Recycle, Match Status = Ready, Post Status = Unposted, Budget Status = Not Chk’d
      b. Voucher Distribution Lines show Line = 1
      c. Error Summary tab shows ‘This Voucher does not have any errors'
      d. Save
      e. Voucher Entry Status = Postable
20. Accounts Payable > Batch Processes > Vouchers > Voucher Budget Check > Transaction Type = AP_VOUCHER, BU = US005, Voucher ID = POIV3A
21. Commitment Control > Review Budget Activities > Review Budget Detail > Budget Period = 2022 > Encumbrance did not reduce, still = 15000.00
22. Purchasing > Purchase Orders > Review PO Information > Activity Summary > Merchandise Matched = 5000.00 for Voucher POV3
23. Accounts Payable > Batch Processes > Vouchers > Matching > BU = US005, Voucher ID = POV3A
24. Accounts Payable > Vouchers > Add/Update > Regular Entry > Open Voucher ID POV3A > Match Status = Matched
25. Purchasing > Purchase Orders > Review PO Information > Activity Summary > Merchandise Matched = 5000.00 for Vouchers POV3 and POV3A

Changes

 

Cause

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In this Document
Symptoms
Changes
Cause
Solution
References


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