Processing P.O. (Purchase Order) Vouchers

Learn about the requirements and steps involved in creating P.O. vouchers at Columbia University.

Details

P.O. Vouchers are vouchers that are paid against a Purchase Order. Most commonly, P.O. vouchers are used for vendor invoices for PO-based goods or services. When processing a P.O. voucher in ARC, it is important to note which of the following procedures to follow:

  • P.O. Voucher where the receipt of goods is not required
  • P.O. Voucher where the receipt of goods is required
  1. Dept Receives Invoice from Vendor.
  2. ARC Voucher Initiator Logs Into ARC AP Module.
  3. ARC Voucher Initiator Imports Information from P.O. into Voucher Page to Create Voucher.
  4. ARC Voucher Initiator Scans & Uploads Supporting Documentation for Voucher.
  5. ARC Voucher Initiator Submits P.O. Voucher.
  6. P.O. Voucher is Matched to P.O. Encumbrance amount (2-way matching). If the matching process is not successful ARC Voucher Initiator will receive notification and will need to resolve Match Failure.
  7. Once P.O. Voucher passes Matching Process, P.O. The voucher will route to ARC Voucher Approver, based on workflow rules. If the voucher meets the approval criteria, ARC Voucher Approver will approve the voucher.
  8. Approved vouchers will be budget checked. If the budget checking process is not successful, ARC Voucher Initiator will receive a notification and will need to resolve the budget check failure and resubmit the voucher.
  9. P.O Vouchers that are payments to foreign vendors, individuals, or entities will be routed to Central Accounts Payable for a tax review and to determine if any tax withholding is required. Once approved by AP, the P.O. voucher will be posted to the General Ledger and payments will be processed on a nightly basis.
  10. Approved P.O. vouchers that are not payments to foreign vendors/individuals/entities will be posted to the General Ledger and payments will be processed on a nightly basis.
  1. Dept Receives Invoice from Vendor
  2. ARC Voucher Initiator Logs Into ARC AP Module
  3. ARC Voucher Initiator Imports Information from Receipt into Voucher Page to Create Voucher
  4. ARC Voucher Initiator Scans & Uploads Supporting Documentation for Voucher
  5. ARC Voucher Initiator Submits P.O. Voucher
  6. P.O. Voucher is Matched to P.O. Encumbrance amount and Receipt (3-way matching). If the matching process is not successful ARC Voucher Initiator will receive notification and will need to resolve Match Failure
  7. Once P.O. Voucher passes Matching Process, P.O. The voucher will route to ARC Voucher Approver, based on workflow rules. If the voucher meets the approval criteria, ARC Voucher Approver will approve the voucher.
  8. Approved vouchers will be Budget Checked.  If Budget Checking process is not successful, ARC Voucher Initiator will receive a notification and will need to resolve Budget Check failure and resubmit voucher
  9. P.O Vouchers that are payments to foreign vendors, individuals, or entities will be routed to Central Accounts Payable for a tax review and to determine if any tax withholding is required. Once approved by AP, the P.O. voucher will be posted to the General Ledger and payments will be processed on a nightly basis.
  10. Approved P.O. vouchers that are not payments to foreign vendors/individuals/entities will be posted to the General Ledger and payments will be processed on a nightly basis

Still have questions?

Visit our Service Center.