What is the difference between a Requisition, Purchase Order and Voucher?
- A Requisition is a Purchase Order (PO) that has not yet been approved. No accounting takes place on a requisition. When a requisition is approved it becomes a purchase order.
- A Purchase Order encumbers funds. Accounting takes place on a PO.
- A Voucher is like a requisition/purchase order because the system still assigns the document a Requisition and PO Number, but a Voucher does NOT encumber funds. No accounting takes place on a voucher until the Voucher is Paid.
What is the difference between a Cash Basis Voucher and a Payment Voucher?
- Payment Vouchers are vouchers that can be printed from any authorized PO. They differ from a normal printed PO because they allow you to select lines you would like to print from the PO on the voucher. They are designed mostly for blanket PO’s. Payment vouchers can be printed on either your standard PO stock, or on plain paper using a provided digital form.
- Cash Basis Vouchers are not generated from an existing Purchase Order, but rather a document by itself. Cash Basis Vouchers work the same way as normal Requisitions/PO’s with the exception that they DO NOT encumber funds. There is no accounting nor over-expending checks on these vouchers until a payment is attempted on that voucher. You can use Cash Basis Vouchers in any situation where you do not need to encumber funds.
| IMPORTANT INFORMATION ON CASH BASIS VOUCHERS |
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| To create a voucher, click Purchasing on the top menu bar, then click Create New Voucher. |
| Vouchers are assigned Requisition Numbers/PO Numbers (also called Voucher Numbers). |
| Vouchers Need to be approved before they can be paid. |
| When printing individual vouchers (clicking the print icon when displaying the voucher on the screen), only lines that have NOT BEEN PAID will print. Lines that have been previously paid will not print. This allows you to add to previous vouchers and print copies of only the new lines. |
| Vouchers Use their own pre-formatted print layout when printing individually (no form needed) BUT will use the normal PO layout/form when printing in batches. (Vouchers will issue/print like normal PO ‘s when done in batches) |
| The Open PO report has been altered to show open vouchers, and sub-total open PO’s and Vouchers. Open vouchers are NOT encumbered. |
| Vouchers can stay open from year to year. |
| Vouchers are handled like any normal PO in regard to paying, altering, etc… |
| When paying, you can specify what cash account to use for payment. |
| Vouchers are searchable and can be referenced through multiple years by their PO/Requisition Number. |
| The system will not try to police what activity should or should not be on pure vouchers. Any person who has the authority to do direct disbursement entries can create pure vouchers. |