When a voucher is created and it is determined that it is the last payment against the encumbrance(s), the finalize function can be used to relieve the remaining encumbrance by entire document, line item, or distribution line.
The finalize function on the voucher can also be used after the voucher has matched, budget checked, posted, and been paid, provided the accounting date is in an open accounts payable period.
NOTE: Vouchers cannot be deleted if the Finalize option is used. Undo Finalization if the voucher needs to be deleted.
IMPORTANT: If you are certain the voucher is the last payment against the PO, it is recommended that you Finalize or Undo-finalize at or around the time you are entering your Voucher. If you Finalize/Undo-finalize at a later date and your agency has closed the budgets that are applicable to these Voucher/PO lines, it could cause budget errors when running the budget checking for these Vouchers.
The key topics involved in the Advances for allowed Non – PO payments process are:
- Topic 1: Finalize and Undo – Finalize a Distribution Line Item
- Topic 2: Finalize and Undo – Finalize all Distribution lines for a Voucher Line
- Topic 3: Finalize and Undo – Finalize all Distribution lines for a Voucher
- Topic 4: Undo Finalization