SyteLine PO to voucher: why a PO won't voucher

Short answer

A SyteLine purchase order goes through four stages. Enter it (header, then lines, or all at once on Purchase Orders Quick Entry). Receive it on Purchase Order Receiving, which creates a material transaction for what arrived. Voucher it: create the A/P voucher, automatically with Generate A/P Transactions, by hand on A/P Vouchers and Adjustments, or across sites with Voucher Builder. Then post it in A/P and review it on Journal Entries. Most "this PO won't voucher" problems come down to nothing received yet, a PO with no vendor number, or the PO's distributed cost not matching the lines being vouchered.

The flow at a glance

Stage	Where	What can stop it
1. Enter the PO	Purchase Orders (header, then lines), or Purchase Orders Quick Entry	Obsolete or slow-moving item warnings
2. Receive	Purchase Order Receiving	Wrong warehouse selected; one warehouse at a time
3. Voucher	Generate A/P Transactions, A/P Vouchers and Adjustments, or Voucher Builder (multi-site)	Nothing received, blank vendor, cost distribution mismatch
4. Post and review	A/P posting, then Journal Entries	Missing accounts in setup

Stage 1: Enter the purchase order

Add the purchase order header: vendor, dates, terms.
Add the lines: item, quantity, due date, cost.

To enter a whole PO in one go, use Purchase Orders Quick Entry.

SyteLine warns when an item on a purchase order, blanket PO or requisition is flagged obsolete or slow-moving. Treat those warnings as a prompt to check, not something to click past. They often mean the item master needs attention, or a buyer is ordering the wrong part.

Stage 2: Receive

On Purchase Order Receiving:

Select a single PO (the default), or select a vendor to see all of that vendor's purchase orders.
Selecting a PO loads all its remaining lines to receive into a batch. You can add, change or remove lines, or receive everything on the PO at once.
You receive for one warehouse at a time. To receive for another warehouse, use Actions > Change Warehouse. Receiving into the wrong warehouse is a common cause of stock that "isn't there."

Each receipt creates a material transaction, the record of the stock coming in.

Stage 3: Create the voucher

A voucher is the A/P record of the vendor's invoice. SyteLine gives you three ways to create one:

Form	Use it for
Generate A/P Transactions	Creating vouchers automatically
A/P Vouchers and Adjustments	Creating vouchers or adjustments by hand
Voucher Builder	Vouchers and adjustments across sites. It shows received PO lines from Purchase Order Receiving at the target sites, and processing a record generates the voucher at that site

What SyteLine does when a PO voucher is created:

Checks the cost distribution. The PO's total distributed cost must equal the sum of the line/releases being vouchered. If it doesn't, you get an error and nothing is created.
Creates the A/P transaction and its distributions, and updates the PO's unit and detail costs.
Gives miscellaneous charges, sales tax and freight their own distribution records, using the accounts from your parameters or tax setup.
Vouchers the received quantity minus anything returned.

The accounts used come from Accounts Payable Parameters and the tax setup on Tax Systems. If an account isn't set, SyteLine warns you but carries on. Read those warnings, or the postings land in the wrong place.

Adjustments are created against an existing voucher. You select the voucher being adjusted.

Stage 4: Post and review

Post the vouchers in A/P, then review the distributions on Journal Entries (the A/P distribution option). This is where finance checks that freight, tax and variances went to the expected accounts.

When a PO "won't voucher": a checklist

Work through it in order:

Has it been received? Vouchers are created for received quantities. Check the PO lines.
Does the PO have a vendor number? Infor's documentation is explicit: a purchase order with a blank vendor number can't be vouchered.
Does the distribution balance? If the PO's total distributed cost doesn't match the line/releases being vouchered, SyteLine stops with an error. Check for changed costs, partial receipts or returns since receiving.
Was it received into the right warehouse and site? For multi-site vouchering through Voucher Builder, the receipt must be at the target site.
Returns? The vouchered quantity is received minus returned, so a return can leave less to voucher than expected.
Is a task stuck? If a background voucher or posting run never finishes, check Active Background Tasks for long-running tasks and blocking. See Why a SyteLine task runs for days.

Good habits

Receive promptly and in the right warehouse. Late or misplaced receipts cause planning noise and vouchering problems.
Fix the item master when obsolete or slow-moving warnings appear, rather than training buyers to ignore them.
Read the missing-account warnings when vouchers are created. They're telling you postings will go somewhere unexpected.
Reconcile vouchers to receipts regularly, not just at month-end. A small weekly list of received-but-not-vouchered lines catches problems while people still remember the deliveries.

For the sales-side equivalent of this flow, see SyteLine customer order to invoice.

FAQ

How do I receive a purchase order in SyteLine?

Open Purchase Order Receiving, select the PO (or the vendor), choose the lines to receive and process them. You receive for one warehouse at a time, and Actions > Change Warehouse switches warehouse.

How do I create a voucher from a purchase order in SyteLine?

Use Generate A/P Transactions to create vouchers automatically, A/P Vouchers and Adjustments to create them by hand, or Voucher Builder for multi-site vouchering. Then post them in A/P.

Why won't my SyteLine purchase order voucher?

Common causes: nothing has been received, the PO has no vendor number, or the PO's distributed cost doesn't match the lines being vouchered.

What is Voucher Builder in SyteLine?

A form that creates A/P vouchers and adjustments for the local site and other sites, from purchase order lines received at those sites.