PVQ - Quick Payment Voucher

PVQ - Quick Payment Voucher
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Changed both Document Header (Type D) and Document Line (Type L) records as follows:

  • Document Type (Columns 3-6)
    • R/O - Changed to: Optional
    • Description - Changed to: Enter document type or leave blank.
    • Field Value - Changed to: PVQ, Space
  • Agency Code (Columns 7-10)
    • R/O - Changed to: Optional
    • Description - Changed to: Enter agency code of submitting agency or leave blank.
    • Field Value - Changed to: Removed contents
  • Batch Number (Columns 11-16)
    • R/O - Changed to: Required
    • Description - Changed to: Leave blank.
    • Field Value - Changed to: Spaces

Removed Batch Header Information as follows:

  • Batch Header (Record Type B) - Completely removed from the layout
  • Document Header Record (Record Type D) - Changed Document Type, Agency Code, and Batch Number fields (Columns 3-16) to Filler fields.
  • Document Line Record (Record Type L) - Changed Document Type, Agency Code, and Batch Number fields (Columns 3-16) to Filler fields.

Financial Release 2.2

  • Fixed Asset Type field added to the Document Line Record, column 237. Subsequent filler adjusted down. This field will not be used by Missouri. Spaces should be entered.

Descriptions

  • Date of Record Description changed to: If a VIQ has been entered in SAM II for each invoice to be paid on the payment document, leave this field blank. If a VIQ has not been entered in SAM II, enter the invoice date from the vendor invoice with one invoice for each PVQ.
  • Accounting Period Description changed to: Input Optional. Defaults to the current accounting period for the current fiscal year. Nothing will appear in this field when processing the document.
  • Budget Fiscal Year Description changed to: Input Optional. Defaults to the current fiscal year. During the second year of a biennial appropriation, enter the first fiscal year of the biennium.

 

Date of Record field on PVQ documents must be populated with the vendor invoice date if a VIQ was not processed for each invoice to be paid.

Modified Description fields as follows:

  • Date of Record: If a VIQ has been entered in SAM II for each invoice to be paid on the payment document, leave this field blank. If no VIQ has been entered in SAM II, enter the invoice date from the vendor invoice.
  • Accounting Period: The value for this field is inferred from "Date of Record". Leave this field blank to accept this value. During the lapse period, hard-code the lapse accounting period's value in the format MMYY.

Document Line Record

Added Field
Field Name R/O Description Field Values Format Size Decimal Places Start Pos. End Pos.
Filler R Leave blank Spaces AN 14 0 145 158
Added Field
Field Name R/O Description Field Values Format Size Decimal Places Start Pos. End Pos.
Filler R Leave blank Spaces AN 14 0 145 158
Moved Field
Field Name Current Starting Position New Starting Position Current Ending Position New Ending Position
Amount 145 204 158 217
Filler 186 186 217 203
Size
Field Name Starting Position From To
Filler 186 32 18

Field Names

Field names were changed to clarify their meaning. Some examples from the Document Header Record are as follows:

  • Org/Sub to Organization
  • Org/Sub (sub-organization) to Sub-Org

Descriptions

Many field descriptions were changed to include additional coding instructions or to adapt it to the Missouri installation

Required/Optional Indicators (C-Conditional, O-Optional, R- Required, S-System Maintained)

Document Line Record
Field Name Position From To
Line 37 C R
Invoice 57 O R
Organization 76 O R
Sub-Organization 80 C O
Activity 82 C O
Object 86 C R
Sub-Object 90 C O
Appr Unit 173 C R
Function 182 O R

Field Values

Batch Header
Field Name Starting Position From To
Batch Date 59   Spaces
Document Line Record
Field Name Starting Position From To
Acctg Line 37 01-99 Spaces, 01-99

Field Format

Batch Header
Field Name Starting Position From To
Batch Number 11 NM AN
Net Amount 39 AN NM
Number of Documents 65 AN NM
Document Header
Field Name Starting Position From To
Batch Number 11 NM AN
Document Total 92 AN NM
Document Line Record
Field Name Starting Position From To
Batch Number 11 NM AN
Line 37 AN NM
Amount 145 AN NM
Quantity 161 AN NM

 Other Changes

Document Header

  • Starting in Column 226: Filler, Calculated Total, and Filler were combined into one Filler field - Length of 97.

Document Line Record

  • Starting in Column 92: Rev/Sub (Revenue Source , Rev/Sub (Sub-Revenue Source) were combined into one Filler field - Length of 6.
  • Starting in Column 110 - BS Account and Discount Type were combined into one Filler field - Length of 5.