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How to Create Voucher and Enter It

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How to Create Voucher and Enter It Powered By Docstoc
					 SUBJECT:           Voucher Workflow Training                                      Page 1 of 21


You will be completing your Voucher training in the FSTST environment. To access FSTST, click the
“FSTST Training Logon” hyperlink located at the top of the Training page:




The sign on page for FSTST will be displayed. Enter the User ID and Password IN ALL CAPITALS that
you were given to complete your training. Click          .




The UHS Portal page is displayed. Click the                  link.




Now proceed with your training.



Voucher Workflow Training                                                               4/5/2011
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In this exercise, we will create a voucher to pay for one item with two cost centers.

NAVIGATION: Accounts Payable – Vouchers – Entry – Regular Entry.
Step 1: Go to the Voucher “Add a New Value” page and click            .




Step 2: The Voucher data entry pages are displayed. Click the Vendor Lookup button   in the Vendor
        Section.




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          The Lookup Vendor page is displayed. Enter a portion of the vendor name in the Short Vendor Name
          field and click          . For our example, enter BYE.




          The search results are displayed. Select the vendor name (BYE, CATHY) from the Search Results.




          The vendor information populates the Voucher. To make sure the Remittance Address has been
          selected, click the Address magnifying glass   .




Voucher Workflow Training                                                                        4/5/2011
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          The Lookup Address page is displayed. The Remittance Address is the address preceded with an ”R”.




Step 3: Enter the Invoice Number from the Invoice if you have one. The invoice number must be a unique
        because PeopleSoft edits to make sure the same invoice number is not paid twice. If the voucher is
        for an employee reimbursement, enter REIMB + EMPLOYEE INITIALS + DATE for the invoice number.
        You can also add additional information that might be helpful to you. For our example, enter REIMB
        + your initials + the date –COFFEE SUPPLIES.

          Click the “Calc Basis Date” hyperlink.




Step 4: The Date Calculation page is displayed. Enter all four dates. For our example, enter today’s date in
        the Invoice Receipt Date and Invoice Date fields and yesterday’s date in the Goods Receipt and
          Acceptance Date fields. TIP: Click the Calendar lookup button   next to the date field to choose
          your dates.




Voucher Workflow Training                                                                         4/5/2011
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          All four of these dates are required. There are instances where all four dates could be the same such
          as an employee reimbursement for a business meal.
               •    Invoice Receipt Date. This date is when the university received the invoice. It is important
                    to date stamp the invoice when it comes into your office.
               •    Invoice Date. The invoice date is the date printed on the invoice.
               •    Goods Receipt Date. The Goods Receipt Date is the date the items were received.
               •    Acceptance Date. This date must be the same as the Goods Receipt Date.

          Click                and                    . When “Calculate” is clicked, the system will calculate 30
          days from the Invoice Receipt Date and start charging late interest to the cost center on this voucher
          if this voucher is not paid by that date. This is required by a state law called the Prompt Payment
          Law.


Step 5: Enter the total amount of the invoice. For our example, enter: 58.




Step 6: Click the box next to SpeedChart (this is the Speed Type) in the Invoice Lines section to enter the first
        cost center to pay for this invoice. Enter the Speed Type. For our example, enter: 13278.




Voucher Workflow Training                                                                             4/5/2011
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Step 7: Enter a brief item description. If there is an enclosure to be sent with the check or special handling of
        the check, enter "ENC" or "SH/RET CK UHCL" in front of the description. For our example, enter:
        SH/RET CK UHCL/Coffee Supplies.




At this point, if there is only one distribution, skip to step 9 to add the account then go to step 11 to add the
Comments. For our example, we are going to add a second distribution (cost center).


Step 8: Change the Amount in the Distribution Lines section to reflect how much will be paid from the first
        cost center. For our example, change the amount to: 50.00. $8.00 will be paid from a second cost
        center.




Step 9: Enter the account for the first distribution. For our example, enter: 53950.

          Scroll to the right and in the Distribution Lines section, click    to add another distribution line.
          Click             .




Step 10: The Amount field for distribution line 2 automatically calculates to make sure the amounts for lines 1
         and 2 add up to the total in the Extended Amt field. Enter the second distribution (cost center) and
         account on the second line. Notice, the chartfields populated with the values on the first line. For
         our example, the Account will stay the same but the cost center will change.
          Enter: 2064-C0062-F0982-NA for the cost center.




Voucher Workflow Training                                                                               4/5/2011
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Step 11: Scroll up and click the               hyperlink to enter the Purpose or Justification for the expense.
         This is required.




          The Voucher Comments page is displayed. Enter the Purpose of Justification for the expenditure.
          THIS IS REQUIRED. This needs to include the WHO, WHAT, WHEN, WHERE, WHY and the benefit to
          UHCL or the business purpose.
          If the voucher is for a Membership or a Subscription, list the beginning and ending dates.
          If the items purchased on this voucher are to be delivered to the Pearland Campus, enter the
          Pearland Campus delivery information. This field is unlimited in size.

          Click             to return to the Invoice Information page.




Step 12: Scroll down and click             if the voucher is not being paid from state funds. A voucher ID will
         be assigned. If the voucher is being paid from state funds, the Bank and Account on the Payment
         page must be changed to STATE and TREA before the voucher can be saved.




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Step 13: Click the Payments tab. Check the Vendor Address displayed to ensure it is the same address
         selected on the Invoice Information page. This address will be printed on the check.




Step 14: Change the Bank to STATE and the Account to TREA if the voucher is paid from state funds. In our
         example, the voucher is being paid from local funds so no change is needed.




Step 15: Select the Handling Lookup button         for special handling of the payment.




          The Lookup Handling page is displayed. Select the Special Handling option. If Special Handling is not
          chosen, BP defaults into the field. The choices are:
               a.   BP – defaults in if no choice is made
               b.   EN – for Enclosure
               c.   HD – not used


Voucher Workflow Training                                                                           4/5/2011
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               d.   SH – for Special Handling. This would be used if special handling is required for the check
                    such as the check being delivered back to the Cashiers Office instead of being mailed to the
                    vendor.
               e.   SR – for student refunds. This is used by the Student Financial system.
               NOTE: If Special Handling is needed for a payment to a Vendor that is set up for Direct Deposit
               payment, send an email to the Accounts Payable mailbox requesting assistance before the
               Voucher is completed.
          For our example, choose: SH for Special Handling.




Step 16: Click the Comments link on the Payments page to enter the special handling instructions for the
         payment if EN or SH was chosen as the Special Handling value.




          The Internal Payment Comments page is displayed. Enter any special handling instructions for the
          payment. Click                 to return to the Payment page. Note: For State Cost Centers (Fund
          1xxx), it is necessary to enter the word “Enclosure” both in the Payment Comments and in the Line
          Description field on the Invoice Information page. For this example, enter: SPECIAL HANDLING –
          PLEASE RETURN CHECK TO UHCL CASHIER'S OFFICE AND CALL EXTENSION 2120 WHEN READY.




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Step 17: To request that a separate check be issued for the voucher, check the Separate Payment checkbox.
         Normally, all expenses to a vendor would be combined and paid on one check in the next check cycle.




Step 18: Click the              hyperlink to check that the vendor setup is correct to refuse late interest
         charges for employee reimbursements only.




          The Late Charge Information page is displayed. The Late Charge Option should be set to “NOT
          APPLICABLE” for employee reimbursements. NOTE: Vouchers for Fund 5xxx cost centers will
          automatically refuse late interest. Click          to return to the Payment tab.

          Click             .




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Step 19: Click the Invoice Information tab. Click the budget check button       . Budget checking takes the
         funds from the cost center. The Budget Status must be “Valid” before the voucher can be entered
         into workflow. If the Budget Status is “Error”, contact your Business Coordinator for resolution.




The voucher is now ready to have supporting documentation electronically attached. This process is called
“Document Imaging”.



FOR TRAINING PURPOSES, YOU WILL READ THIS NEXT SECTION ONLY BECAUSE THE
UPLOAD PROCESS DOES NOT WORK IN THE TRAINING ENVIRONMENT.


                            HOW TO UPLOAD SUPPORTING DOCUMENTATION
                                        (Document Imaging)



READ ONLY:

These instructions assume the supporting documentation has already been saved to your PC. NOTE: UCT
recommends the scanned documentation be saved to your data directory (“D” drive/your folder) and not the
PC desktop.




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Step 1: Click the Documents tab. Click the                      button.




Step 2: The Document Upload box is displayed. Click the               button.




Step 3: The "Choose File" dialogue box is displayed. Navigate to where the supporting documentation is
          saved and select it. Click         .




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          The file name of the supporting documentation is placed in the "Select an Image" section of the
          Document Upload box. Click                     and the supporting documentation will be attached to
          the voucher.




NOTE: Always open the attachment to make sure it is viewable. This is the image the auditors will examine
when they are performing an audit.


          To see the supporting documentation that has been attached to the voucher, click the documents

          tab. Click the     to bring up the document.




Voucher Workflow Training                                                                          4/5/2011
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The voucher is now ready to be entered into workflow.

NOTE: Uploaded documents cannot be deleted. They can only be made inactive. Limit the documents
uploaded to what is required. Also, if any security sensitive information is uploaded to the voucher, the
voucher will be denied so it can be deleted. Security sensitive information is information such as social
security number, credit card number, and checking account number. A new voucher will need to be created in
its place.

Good document types for uploading are .pdf, .xls, .doc, .rtf.
Bad document type for uploading is .txt, .tif

2007 Excel and Word documents need to be saved in a lower version (2003) before they can be uploaded.


NEXT, WE WILL PREPARE TO ENTER THE VOUCHER INTO WORKFLOW. PLEASE CONTINUE
READING ABOUT HOW THE VOUCHER WORKFLOW PROCESS WORKS AND THEN YOU WILL ENTER
THE VOUCHER YOU CREATED INTO WORKFLOW.

Voucher workflow is an electronic routing and approval process for vouchers. After a voucher is created, it is
entered into workflow and moves to the next approval level electronically. Once the voucher reaches the final
approval level which is Accounts Payable and is approved by them, a check is produced in the next check cycle
so the vendor can be paid.

Key Elements of Voucher Workflow

     •    Once a voucher is placed in workflow, only the person who put the voucher into workflow can change
          it.
     •    Approvals by the:
               o voucher creator, college/division approver (Business Coordinator),
               o intermediate approver (Research Office, Tax, and Provost)
               o final approvers (Accounts Payable)
          are electronically captured in the PeopleSoft Finance system. The approval history can be reviewed
          on the Approval page.
     •    If additional approval is required, the voucher should be printed and signatures obtained. Then scan
          and upload the signed voucher to the electronic voucher as supporting documentation.
     •    Voucher information, including approval history and backup documentation, can be obtained from
          the Documents page.

Voucher Workflow Security Roles

You will be assigned one of the following security roles:

     1.   Voucher Creator – Create vouchers, select the appropriate route, and submit the voucher into
          workflow. The voucher will be sent to the College/Division approver worklist.
     2.   College/Division Approver (Business Coordinator) – Approve vouchers. The College/Division approver
          can also create vouchers and place them into workflow. The vouchers will be sent to the
          Intermediate Approvers’ worklist or the Final Approvers’ worklist depending upon the Approval
          Route selected.

Voucher Workflow Training                                                                         4/5/2011
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     3.Intermediate Approver (Tax, Research Office, Provost Office) – Approve vouchers as required by
       university policy.
   4. Final Approver (Accounts Payable) – Approver vouchers for payment.
Approval Routes (Paths)

When a voucher is submitted into workflow, an appropriate approval route (path) must be chosen. The
available routes (paths) are:

     1.   Dept/Coll/Div – AP
                 Choose this path for Vouchers that do not require approval of the Tax, Research, or Provost
                 Office.

     2.   Dept/Coll/Div – Contract & Grant – AP
                 Choose this path for Vouchers with grant cost centers.

     3.   Dept/Coll/Div – Tax – AP
                 Choose this path for Vouchers that have tax implications. NOTE: Contact the Director of
                 Accounts Payable before processing these vouchers. If the voucher contains any of the
                 following accounts, it may have tax implications:


                    Account        Description of Payment/Reimbursement
                    52404          Lecturers and Artists
                    54802          Club membership (Personal Use)
                    54804          Insurance Premium (Key employee)
                    54806          Moving (Direct payment to moving company)
                    54812          Non-student employees only
                    54814          Other taxable wage benefits
                                                               rd
                    54815          Housing allowance (paid to 3 party/provided by component university)
                    54816          Employee discount>20%
                    54819          Non-employee stipends
                    54900          Tuition Reimbursement (not job related) – Non-student employees only
                    54904          Employee Awards/Prizes/Gifts – Non-cash>$50 or cash equiv of any amt
                    54906          Tuition reimbursement (Job related) – Non-student employees only
                    56120          Moving (non-taxed travel while moving)
                    56121          Moving (taxable non-direct expenses)
                    56122          House hunting
                    56123          Moving (temporary storage > 30 days)
                    56132          Moving (temporary storage for the first 30 consecutive days)
                    56138          Spousal travel (non-business)

     4.   Dept/Coll/Div – Provost – AP
                 Choose this path for Vouchers where Provost funds (C0061) are being spent.

Approval Actions

Use the Voucher Approval page when a voucher is submitted into workflow or needs to be approved. There
are three approval actions:


Voucher Workflow Training                                                                        4/5/2011
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   1. Approve – select “Approve” to send the voucher to the next approvers worklist.
   2. Deny – select “Deny” to send the voucher back to the person who originally put it into workflow.
   3. Recycle – select “Recycle” to send the voucher back to the person who sent it to your worklist.
Voucher Worklist

     1.    Voucher Creator’s worklist – lists the vouchers denied/recycled by the College/Division approver,
          Intermediate Approver, or Final Approver.
     2.   College/Division worklist – lists the vouchers that need to be approved. Also, lists their own vouchers
          that have been denied/recycled by Intermediate or Final Approvers.
     3.   Intermediate Approvers worklist – lists the vouchers that need to be approved. Also, lists their own
          vouchers that have been denied/recycled by the Final Approvers.
     4.   Final Approvers worklist – Lists vouchers that need to be approved.

Source

Source is a three character value assigned to a Department ID. The source defaults in when a voucher is
created based upon the Department ID on the Job Record of the employee that is creating the voucher. The
Source determines which College/Division Approver’s worklist the voucher is sent to. If the voucher is to be
redirected to another College/Division approver, it is done by changing the Source on the voucher.



THIS IS THE END OF THE “READ ONLY” SECTION. WE ARE NOW READY TO ENTER THE
VOUCHER INTO WORKFLOW.



                                ENTERING THE VOUCHER INTO WORKFLOW


Step 1: On the voucher component, click the “Show Following Tab’s” button           to open the next tab.




Step 2: Click on the Approval Log tab.




Voucher Workflow Training                                                                            4/5/2011
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Step 3: Click the                         link.




Step 4: Select the Approval Route. For our example, choose the first path – Dept/Coll/Div – AP.




Step 5: Change the Source ONLY IF the voucher is being redirected for approval of a different
        College/Division approver. For our example, DO NOT change the Source.

                                                                 Do not change the
                                                                 source on your voucher
                                                                 while you are in training.




Step 6: Select the Approval Action and click          . For our example, select APPROVE.




Step 7: The system displays the following message indicating the voucher needs to be approved by the next
          approver. Click on          .




Voucher Workflow Training                                                                           4/5/2011
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Step 8: The voucher now is in workflow. The Comment History and Approval Log sections show your
        name/user id indicating the voucher was submitted into workflow by you.




NOTE: If your voucher is denied because the cost center and/or account need to be changed, you must make
the change and re-budget check the voucher. Once you have a “Valid” Budget Status, enter the voucher into
workflow again.

YOUR VOUCHER HAS NOW BEEN ENTERED INTO WORKFLOW. YOU WILL NEED TO SET UP YOUR
WORKLIST IN ORDER TO MONITOR ANY VOUCHERS THAT MAY BE RETURNED (DENIED) TO YOU.
PLEASE CONTINUE BY SETTING UP YOUR WORKLIST ON THE HOME PAGE.




Voucher Workflow Training                                                                     4/5/2011
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                    HOW TO PLACE THE PAYABLE WORKLIST ON THE HOME PAGE

Step 1: Go to your Home Page from any page by click the               link at the top right of the page. Click on the
                    link in the upper left corner of the Home Page.




Step 2: The system displays the Personalize Content Page. Place a checkmark for Payable Worklist and click
                     .




Now the Voucher Worklist Pagelet is setup on the Home Page.




Voucher Workflow Training                                                                               4/5/2011
 SUBJECT:             Voucher Workflow Training                                          Page 20 of 21


NOW YOU ARE GOING TO FIND THE VOUCHER YOU JUST ENTERED INTO WORKFLOW AND PRINT
IT OUT.



                                HOW TO FIND AND PRINT THE VOUCHER


NAVIGATION: ACCOUNTS PAYABLE – VOUCHERS – ENTRY – REGULAR ENTRY

Step 1: Enter the Invoice Number if you do not know the Voucher number on the “Find an Existing Value”

          tab. Click              .




Step 2: Select the Documents tab at the top of the page or the Documents link at the bottom of the page.
          Click the                   hyperlink.




Voucher Workflow Training                                                                       4/5/2011
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          The voucher opens in a new window. Click the Printer icon   on the Windows Explorer toolbar to
          print the voucher.




Voucher Workflow Training                                                                     4/5/2011

				
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