Job Aid - Creating a Voucher

Transcription

1 1. Main Menu Reporting Tools Query Manager Query Viewer 2. Enter Query Name AA_VENDOR_REMIT. 3. Click Excel link. 4. Find Vendor based on invoice remit information a. Note the Vendor ID and Vendor Location. Both are required for creating the voucher. b. If the vendor does not exist on this list, a completed Substitute W-9 must be submitted and a Vendor ID and Vendor Location obtained before proceeding. c. If the vendor exists on this list but the invoice remit information does not match a Vendor Location, proceed with Creating a Recycle Voucher and submit a completed Substitute W-9 to obtain a Vendor Location. 5. Main Menu Accounts Payable Vouchers Add/Update Regular Entry Page 1 of 9

2 6. Enter the invoice information. a. Your Business Unit will default. Do not change. b. Voucher ID defaults to NEXT. Do not change. c. Voucher Style defaults to Regular Voucher. Do not change. d. Enter the Vendor ID from the query results. e. The Vendor Location will default based on vendor setup. If necessary, update the Vendor Location from the query results. f. Enter the Invoice Number as it appears on the vendor s invoice. i. This information will appear on the check advice and in the ACH notification to the vendor. ii. If there is not an invoice number or account number provided, use the college business unit followed by a dash (-) and the invoice date (MMDDYYYY). If there is no date, use the date you are entering the voucher. Ex: g. Enter the Invoice Date as it appears on the vendor s invoice. If there is no date, then you can use the date you are entering the voucher. h. Enter the total amount of the invoice in the Gross Invoice Amount field. Page 2 of 9

3 7. Click Add. a. Verify Vendor name and address. It must match what appears on the invoice. i. If the PeopleSoft address does not match the address on the invoice, click the beside the Location field. Select the correct location that ties to your vendor s address. 8. Click the Attachment link. a. Every voucher s first attachment must be the invoice. i. A signed BA8 must be included (a separate attachment from the invoice) ii. The account string (including the correct account code) listed on the BA8 must match what is entered in the distribution line section. b. Click the Add Attachment button. c. Click the Browse button. d. Location the document and double-click the document to attach e. Click the Upload button. f. Enter a Description. 9. If necessary, enter or select the Contract ID. a. All invoices associated with a Personal Service Contract require the contract ID to be entered on the voucher. 10. Enter a brief description of the invoice in the Description field. What are we paying? 11. Enter the distribution information in the Distribution Lines section. a. Enter/Verify the GL Unit, Account, Fund, Dept, Program, Class, and Project. Page 3 of 9

4 12. Click the Payments tab. a. If necessary, enter or select the payment Handling code. i. This is related to the payment method of check only (not ACH). See Method to know how the vendor is paid). ii. For checks needing to be returned to the college, the handling code will need to be changed to RE. b. Enter a payment Message. i. Enter your college s name (do not use college acronyms), then a dash, and then include any relevant information to identify the purpose of the payment for the vendor. (Ex: Bluegrass - payment to add postage; acct. # ) You do not need to use the invoice number since that will be pulled from the invoice id field. 13. Click Save. Page 4 of 9

5 14. Click the Invoice Information tab. 15. Click in the Action field and select Budget Checking. 16. Click Run. 17. Click Yes. 18. Click Refresh until budget checking is completed. 19. Click Print Invoice if you want documentation for what you entered. Once printed you can close out that screen. Page 5 of 9

6 20. Click Submit For Approval button. This button will only be available if the voucher was successfully budget checked. 21. Enter Additional Details. 22. Click OK. a. Enter the bona fide business purpose for this invoice. If under $500, make sure you include why a procard was not used. This is a required field. b. This field should also contain where to return the check if the check is to be returned to the college (identified with a Payment Handling code of RE). Page 6 of 9

7 23. The Approval Summary page will be displayed. 24. The status of Pending indicates that the voucher was routed to the approver(s) and is waiting on further action. The status of Not Routed indicates that the requisition has not yet been routed to the approver(s). 25. If the voucher is for under $500, there is an additional approval that needs to be done in order to confirm that the vendor does not take a procard (or that the procard cannot be used per policy). 26. If this is the case, you will get an automated from your own address (you might have to look in your junk folder). You will click on the link within the When it brings up the Voucher Approval screen, scroll to the bottom and click the green Approve box. 28. Once clicked, the voucher is complete. 29. Once the voucher has been approved and completed the entire approval process, you will receive an similar to the one below confirming the approval. 30. If a voucher is denied, you will receive an indicating the voucher was denied. In order to see why it was denied, go back into the Approval History of voucher and click View/Hide Comments. 31. Denied vouchers will need to be either rerouted for approval or deleted. Page 7 of 9

8 Payment 1. Payments are only issued on Fridays, so payment details will show up on the voucher by the afternoon of the day payment was issued. 2. To find out if you voucher paid, you will need to go back into the voucher. 3. Click Find an Existing Value, change Voucher ID from begins with to contains, and enter the 4 digit voucher number. 4. Click Search 5. Click on the link where your voucher is listed. Page 8 of 9

9 6. Once your voucher appears, click on the Payment tab. 7. Scroll down to where it says Payment Options and Schedule Payment. 8. Under Payment Options, you will see the Method of payment (CHK or ACH). 9. Under Payment Schedule, you will see Payment Date and Reference (check or ACH number). Page 9 of 9