> Updating Voucher Status

Refer to the following table of status values when changing the status of regular invoice voucher, credit and/or debit note voucher, and non-purchase order vouchers:

Invoice Type

Status/Description

Regular Invoice Voucher

  • Unfinished—The voucher is in creation stage. Create the voucher header and lines and add extra charges/discounts.

  • Pre match—The voucher is ready to be matched; however, not all items ordered have been received. If you set the status to Pre match, Datastream 7i automatically updates the status to Matched/completed when the items or services are received.

  • Match hold—Datastream 7i automatically assigns the voucher Match hold status if the difference between the purchase order line cost and the voucher line cost is outside the specified range of tolerance. The user must approve the difference between the purchase order line cost and the voucher line cost and manually change the status of the voucher from Match hold to another status. Additionally, if all of the voucher lines are correctly matched with purchase order lines, but one or more of the voucher lines is outside of the specified range of tolerance, Datastream 7i automatically assigns the Match hold status to the voucher. The user must manually match the voucher with the purchase order to override the voucher matching discrepancy before changing the voucher status.

  • Matched/completed—The voucher lines have been successfully matched to purchased and received items or services.

  • Approved/active—The voucher has been matched and is ready to be paid. If part charges were adjusted during the voucher process, Datastream 7i automatically updates the Average price if the PRICETIM installation parameter is set to I. If the INVUPCAT installation parameter is set to YES, the supplier’s catalog will be updated as well. Refer to Appendix A   Installation Parameters in the System Configuration Guide.

  • Cancelled—The voucher is cancelled and is no longer valid.

Credit/Debit Note

  • Unfinished—The credit/debit note is in creation stage. Create the credit/debit header and associated lines.

  • Approved/active—The credit/debit note is approved and is ready to be paid. If part charges were adjusted during the credit/debit process, Datastream 7i automatically updates the Average price depending on the value of the INCREDIT installation parameter. Refer to
    Appendix A       Installation Parameters in the System Configuration Guide.

  • Cancelled—The credit/debit note is cancelled and is no longer valid.

Non-purchase Order Invoice

  • Unfinished—The voucher is in creation stage. Create the voucher header and enter costs on the Costs page.

  • Approved/active—The voucher is approved and is ready to be paid.

  • Cancelled—The voucher is cancelled and is no longer valid.

Follow these steps to update voucher status.

  1. Open the Invoices form (PMINVO).

  2. Query for the voucher to update.

  3. Click the Record view tab. Datastream 7i displays the Record view page.

  4. Status—Click to change the status as necessary.

  5. Choose File | Save from the menu bar. Datastream 7i saves the information to the database.