Processing PO (Purchase Order) Vouchers

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

Details

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

  • PO vouchers where the receipt of goods is not required.
  • PO vouchers 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 PO into Voucher Page to Create Voucher.
  4. ARC Voucher Initiator Scans & Uploads Supporting Documentation for Voucher.
  5. ARC Voucher Initiator Submits PO Voucher.
  6. PO Voucher is Matched to PO 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 PO Voucher passes Matching Process, PO 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 PO voucher will be posted to the General Ledger and payments will be processed on a nightly basis.
  10. Approved PO 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 PO Voucher
  6. PO Voucher is Matched to PO 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 PO Voucher passes Matching Process, PO 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 PO voucher will be posted to the General Ledger and payments will be processed on a nightly basis.
  10. Approved PO 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

Users do not need to create purchase order (PO) vouchers in ARC when they make a purchase in the CU Marketplace. This is one of the top benefits of shopping in the Marketplace. When a Requisition Requestor submits purchases as a requisition within the Marketplace, an auto-sourced PO is created unless special approvals are required.

POs requiring special approvals will automatically be sent within the Marketplace to the appropriate individuals for approval. Following the creation of the auto-sourced PO or specially approved PO, the CU Marketplace platform will create an electronic invoice and auto-pay the vendor. 

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