Invoice Ku

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Document Sample

Comptroller’s Office

Financial
System
User Manual

Last Updated – 8/13/2010
Add & Update Vouchers

Table of Contents

INTRODUCTION....................................................................................................................................... 1

SECTION 1 ADD A VOUCHER............................................................................................................... 2
GETTING STARTED .................................................................................................................................... 2
ADD A SINGLE LINE VOUCHER ................................................................................................................. 7
Invoice Information ............................................................................................................................... 7
Invoice and Distribution Lines .............................................................................................................. 8
Invoice Lines ..................................................................................................................................... 8
Distribution Lines ............................................................................................................................. 9
GL Chart Tab ................................................................................................................................ 9
Reimbursable Tab ......................................................................................................................... 9
Related Travel Authorization Tab............................................................................................... 10
ADDING A MULTI-LINE VOUCHER ......................................................................................................... 12
ADD A MULTIPLE DISTRIBUTION TO AN INVOICE LINE .......................................................................... 15
ADD A PO VOUCHER ............................................................................................................................... 18
SECTION 2 UPDATE A PENDING VOUCHER.................................................................................. 19
REGULAR ENTRY VOUCHER UPDATES ................................................................................................... 19
Update a Voucher ............................................................................................................................... 20
Delete a Voucher Invoice or Distribution Line ............................................................................... 21
SECTION 3 TRANSACTION LOGS ..................................................................................................... 22
RUNNING UKANS VOUCHER TRANSACTION LOGS ............................................................................... 22
Create a Run Control ID..................................................................................................................... 23
Open a Saved Run Control ID (UKANS) ............................................................................................ 24
RUNNING KURES VOUCHER TRANSACTION LOGS ................................................................................ 26
Open a Saved Run Control ID (KURES) ............................................................................................ 27
APPENDIX ................................................................................................................................................ 29
VOUCHER LOGS ...................................................................................................................................... 29
INDEX........................................................................................................................................................ 31

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Table of Figures
Figure 1. Regular Voucher – Invoice Information Page .............................................................................. 6

Figure 2. Regular Voucher – Single Invoice Line ..................................................................................... 11

Figure 3. Regular Voucher – Multiple Invoice Lines ................................................................................ 14

Figure 4. Regular Voucher – Multiple Distribution Lines ......................................................................... 17

Figure 5. Voucher Transaction Log – Department Copy ........................................................................... 29

Figure 6. Voucher Transaction Log for Central Accounting Services Copy ............................................. 30

Table of Tables
Table 1. Field Descriptions of Regular Voucher – Invoice Information Page ............................................. 2

Add & Update Vouchers Page ii Table of Contents
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Introduction

Vouchers are used by the University of Kansas to track and pay for goods and services.
Vouchers are created and maintained in the University of Kansas PeopleSoft – 9.0 financial
system (FSKU) by departments throughout the University. The following actions are
presented in this document:

 Getting started – how to add and access vouchers (page 2)

 Add a single line voucher (page 7)

 Add a multi-line voucher (page 12)

 Add a multiple distribution to an invoice line (page 15)

 Add a voucher from copying a purchase order (page 18)

 Update a voucher (page 20)

 Delete a voucher invoice line or a distribution line (page 21)

 Transaction logs and reports (page 22)

FSKU was upgraded in July 2008. Documentation supporting FSKU will be updated as system
procedures are evaluated and modified to help meet the needs of departmental end-users.

As a result, KU Comptroller’s Office Financial System User Manuals will update regularly. Please
check the Comptroller’s website for the most recent version available.

Add & Update Vouchers Page 1 Introduction
Add & Update Vouchers

Section 1
Add a Voucher

Getting Started
This section describes how to add a voucher to the PeopleSoft Financials – 9.0 system used by
the University of Kansas. System users administer this data from the FSKU Regular Voucher
- Invoice Information page. The following table defines the fields necessary to create a
voucher.

Table 1. Field Descriptions of Regular Voucher – Invoice Information Page

Application Fields Description

INVOICE This (tab) page is the location to add a voucher.
INFORMATION
PAGE
BUSINESS UNIT Identifies the University business unit selected for this transaction.
VOUCHER ID The unique ID automatically assigned to the voucher by the system.
The ID will display NEXT unit the transaction has been saved.
VOUCHER STYLE This value defaults to Regular.
COPY FROM A SOURCE DOCUMENT
PO Unit Identifies the University business unit on the associated Purchase
Order (PO.)
Purchase Order ID number of the associated PO to be paid in part or in full.
Worksheet Copy Not used.
Option
INVOICE NUMBER The Vendor’s invoice number. It is a 30 character alphanumeric field
that is required.
INVOICE DATE The Vendor’s invoice date.
VENDOR The unique ID assigned to each vendor.
NAME The short name of a vendor. The name will automatically populate
after the vendor ID is entered.
ADDRESS Vendor payment remit address (vendors may have multiple address
for varying business functions.)

Continued…

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Table 1. Field Descriptions of Regular Voucher – Invoice Information Page (cont.)

Menu Options/ Description
App Fields

COMMENTS This link launches a new window for users to add details that may be
relevant to the purchase request, but not covered elsewhere. Some
specific wording is needed for the following type of purchases:
Rental – State the rental period
Subscription – Identify the beginning and endings dates of the
subscription
Membership - Identify the beginning and endings dates of the
membership
Registration – State if meals are included. If yes, then list the quantity
and type of meal (breakfast, lunch, dinner)
ADDITIONAL INFO This link opens a new window with a series of check boxes for
collecting specific accounting detail related to the transaction.
 KU KSA 75-3738, 75-3740a  Fees Collected
 KLETC Expenses  State Employee – No subst
 Scholarship / Fellowship  Membership/Subscription Stay
 Receipt Request  Postage
 Certify Correct / Unpaid  Old Year / New Year
Contract and Purchasing Request ID are entered here too.
ACCOUNTING DATE Date the transaction is entered into FSKU.
TOTAL The total expenditure to be paid.
INVOICE LINE
Distribute by The distribution will either be Amount or Quantity (default = Amount.)
Quantity to be used when purchasing asset/inventory goods.
Description A summary of the item(s) being purchased.
Quantity The number of items being purchased (optional unless purchasing
asset/inventory goods.)
UOM Unit of measure of the item(s) being purchased (optional unless
purchasing asset/inventory goods.)
Unit Price The cost of a single UOM (optional unless purchasing
asset/inventory goods.)
Extended Amount The expenditure amount of the of the invoiced item(s).
Ship To Not used.
SpeedChart A shortcut entry used to populate line 1 of the Distribution Lines.
Values are only assigned to grants and projects.

Continued…

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Table 1. Field Descriptions of Regular Voucher – Invoice Information Page (cont.)

Menu Options/ Description
App Fields

DISTRIBUTION LINE
GL Chart Tab Provides access to the accounting chart fields and amount.
GL Unit The business unit (UKANS or KURES) related to the transaction and
funding.
Amount Cost of invoiced goods or services.
Quantity The number of units paid for by this funding distribution. Data is
optional if not asset related.
Account Expenditure classification number.
Fund The source of the accounting fund used to pay for the expenditure.
Dept Departmental funds used to pay for the expenditure.
Bud Ref The fiscal budget year from which funds are used to pay for the
expenditure.
Project The grant project to pay for the expenditure.
CF1 This field is optional and provides an additional reporting breakdown
on non-payroll transactions. It has a field length of 10 alpha/numeric
characters, beginning with an assigned acronym. Contact KU
Financial Management Systems to create CF1 values.
Asset Checkbox Checked for asset inventory purchase.
Business Unit Identifies the University business unit for this transaction.
Profile ID The general classification of the asset purchased.
Asset ID Always displays as NEXT.
Cost Type Identifier showing they type of funds used for an asset. Defaults to N
and is changed in the asset module
Reimbursable Tab Provides access to KURES and KUEA information.
KURES Deptid Field activates when either Fund 720 or 721 is used in the GL Chart
Tab. Identifies KURES Department to cover expenditure.
KURES Project ID Field activates when either Fund 720 or 721 is used in the GL Chart
Tab. Identifies KURES Project to cover expenditure.
KUEA Account Field activates when either Fund 725 or 925 is used in the GL Chart
Number Tab. Identifies KUEA Account to cover the expenditure.
Related Travel Provides access to additional information associated with travel
Authorization Tab expenditures.
Travel Authorization ID of the authorization related to the travel expenditure.
ID
Traveler ID Vendor number recorded on Travel Authorization.
Travel Purpose Purpose of travel recorded on Travel Authorization.
Endowment Loan Amount traveler was advanced for a travel loan from KUEA.
Amount

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 To access the Regular Voucher Invoice Information entry page:
Action Steps:
1. Sign in to the University of Kansas FSKU as described in the user guide, Sign In PeopleSoft Financials
– 9.0 (FSKU), and access the Regular Voucher Invoice Information entry page.
2. From the Menu navigation, click
Accounts Payable >> Vouchers >>
Add/Update >> Regular Entry.

The Regular Entry Voucher Page appears.
3. Ensure the Add a New Value page (tab)
opens.
4. In the following fields, Enter or Look-up
the following information:
 A. Short Vendor Name; or
B. Vendor ID
 Invoice Number = Vendor number
found on vendor invoice form.
 Invoice Date = Date of transaction
found on the vendor invoice.
 Gross Invoice Amount
 Freight Amount
 Misc. Charge Amount
 Estimated No. of Invoice Lines
(the number of accounts that will be
used to pay for the expenditure)
5. Click the Add button.

The Regular Voucher - Invoice Information
Page appears, as seen in Figure 1. Regular
Voucher – Invoice Information Page on page
6.

This procedure is for Regular Vouchers only, NOT PO Vouchers. PO Vouchers only require the
Invoice Number and Invoice Date before clicking the Add button.

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Figure 1. Regular Voucher – Invoice Information Page

Table 1. Field Descriptions of Regular Voucher – Invoice Information Page on page 2
provides a brief description of the fields and options found on this figure.

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Add a Single Line Voucher
Use the following procedures to add a single line voucher into the PeopleSoft 9.0 Financial system:

 To add a single line voucher in PeopleSoft Financials – 9.0, take the following steps:

Action Steps:
1. Navigate to the Accounts Payable > Vouchers > Add/Update > Regular Entry. Complete the fields on
the Add a New Value page with all available information and access the Regular Voucher – Invoice
Information page as described on 2.

Invoice Information

Enter the following information into the upper section of the
Invoice Information page if not previously entered:

2. Invoice Number
3. Invoice Date
For travel vouchers, no invoice exists. At departments’
discretion, enter pertinent information for the Invoice Number
(i.e. July Travel, or J.Smith Travel) and use the travel date for
the Invoice Date.
4. Vendor (ID) or Name (Short Name) information. Confirm
the vendor’s address as displayed matches the address
on the vendor’s invoice.
5. Confirm or Add Total, which will be the total gross amount
paid by this voucher.
6. Click the Comments hyperlink to open a new window and
record miscellaneous details of the expenditure. For
example, rental dates, copier rental dates, subscription
information/dates, or any other details that may be useful
for audit and/or reporting.

Payment Message – Enter text here that should be on
the payment advice sent to the vendor.
7. Click the OK button.

The Voucher – Invoice Information page returns.

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8. Click the Additional Info link to record additional
statements on the transaction are required by the State of
Kansas.
Additional Information definitions are found on the following
webpage –
http://www.comptroller.ku.edu/financial_systems_administratio
n/educational_information/additional_info_statements.aspx
9. Click-on all applicable checkboxes that are associated
with the voucher transaction.
10. Look-up the Purchasing Request ID if the voucher is
linked to an approved Purchasing Request.
11. If the voucher will pay for a transaction that is tied to a
State of Kansas Contract, enter the contract number in
the Contract ID box.
Contract numbers and information can be found on the
following webpage –
http://www.purchasing.ku.edu/contracts/index.aspx
12. Proceed to the Invoice Lines & Distribution Lines
section of the page.

Invoice and Distribution Lines

The Comptroller’s Office strongly recommends utilizing the Customize option in the Distribution
Lines header.
See the user guide, Common Tools and Hot Keys, for further information on customizing display
options – http://www.comptroller.ku.edu/user_guides/financial_system_user_guides.aspx.

Invoice Lines

Enter the following information into the lower section of the of
the Regular Voucher – Invoice Information page:

139500

Accounting System Codes are found at the following URL –
139500

http://www.comptroller.ku.edu/central_accounting_services/ac
counting_systems_code/

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13. Directly under the Invoice Lines header, the Distribute
by field defaults to Amount. The only time this field
needs to be changed to Quantity is when the expenditure
is related to an asset. Change the field when the funding
should be distributed by quantity instead of dollars.
14. Enter the following information under Invoice Lines:
 Description
 Quantity (if asset/inventory good)
 UOM (if asset/inventory good)
 Unit Price (if asset/inventory good)
 Extended Amount
 SpeedChart
See Table 1. Field Descriptions of Regular Voucher – Invoice
Information Page on page 2 for field definitions.

Distribution Lines

GL Chart Tab

15. Enter the following information under Distribution Lines
GL Chart tab:
139500

 Amount
 Account
 Fund
 Dept
Data from the Invoice Lines automatically populates the
Quantity and GL Unit fields. When used, SpeedChart
automatically populates the Fund, Dept, and Project fields.

Reimbursable Tab

16. Click the Reimbursable tab when using Fund 720, 721,
725, or 925 on the GL Chart tab.
17. Enter the applicable data under Distribution Lines
Reimbursable tab:
 KURES Deptid (Fund 720/721)
 KURES Project ID (Fund 720/721)
 KUEA Account Number (Fund 725/925)

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Related Travel Authorization Tab

18. Click the Related Travel Authorization tab when
additional travel information must be added.
19. Enter the following data under Distribution Lines
Related Travel Authorization tab:
 Travel Authorization ID
 Endowment Loan Amount
20. If necessary, under the Balancing section at the bottom
of the page, enter:
 Misc Charge Amount from the invoice.
 Freight Amount from the invoice.

Typically, this data should already be entered from the Add A
New Value page.

21. If having difficulty balancing the transaction, click a
Calculate button to determine if a discrepancy exists.
The Difference field in the vendor information section
compares the Total field to the Extended Amount field under
Invoice Lines.

When a discrepancy exists between the Extended Amount
field (under Invoice Lines) and the Amount field (under
Distribution Lines), a Difference field will appear between
139500

the Invoice Lines and the Distribution Lines.
All variance is demonstrated in -$RED.
22. Click the Save button to save the single line voucher.

23. Click-on the Add button at the bottom of the page if there
are more Vouchers to add.
The Regular Voucher – Invoice Information page is now saved with an assigned Voucher ID number. See
Figure 2. Regular Voucher – on page 11.

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139500

Figure 2. Regular Voucher – Single Invoice Line

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Adding A Multi-Line Voucher
University departments should use multi-line vouchers when expenditures are:
A. Itemized; or
B. Split between multiple Accounts in FSKU

Use the following action steps to add multi-lines to a voucher in FSKU:

 To add a multi-line voucher in FSKU:

Action Steps:
This process begins after completing the steps necessary for adding a single line voucher.
1. Complete the steps for adding Invoice Information, as
described in the section Add a Single Line Voucher, on
pages 7 - 11.

2. To create additional invoice lines, click the + button
directly under the Invoice Lines section heading.

139500

The Explorer User Prompt window opens.
3. Enter the number of additional invoice lines that will be
necessary for this transaction.
4. Click the OK button.
The additional invoice line(s) is added to the voucher.

The number or estimated number of Invoice Lines can be included on the Add a New Value page,
Estimated No. of Invoice Lines.

See page 5 for an illustration of the Add a New Value Add page.

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The Invoice Lines section will now include the additional
line(s) fields.
Additional invoices lines will be necessary when a single
139500
voucher will be used to pay a vendor for an expenditure that
must be split between different Account numbers.

5. Enter the Invoice Lines and Distribution Lines details
for the multi-line voucher. Complete the fields as
139500
described in the prior section under Invoice Lines on
page 8.
6. To help verify appropriate fields are in balance, click the
Calculate button.

7. Click-on the Save button to save the multi-line voucher.

8. Click-on the Add button at the bottom of the page if there
are more Vouchers to add.

Figure 3. Regular Voucher – Multiple Invoice Lines for an illustration of the saved multi-line
voucher.

Add & Update Vouchers Page 13 Add A Voucher
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139500

139100

Figure 3. Regular Voucher – Multiple Invoice Lines

Add & Update Vouchers Page 14 Add A Voucher
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Add a Multiple Distribution to an Invoice Line
University departments should use vouchers with multiple distribution lines (within a single
Invoice Line) when paying expenditures with multiple funding sources. Multiple distribution
lines CANNOT be used to split the Account category of a voucher.

 To add a multiple distribution to an Invoice Line in FSKU:

2. To create additional distribution lines, click the + button
directly under the Distribution Lines section heading.

139500

The Explorer User Prompt window opens.
3. Enter the number of additional distribution lines that will
be necessary for this transaction.
4. Click the OK button.
The additional distribution line(s) is added to the voucher.

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The Distribution Lines section under the Invoice Lines
section will now include the additional Distribution line(s).
Enter the Invoice Lines and Distribution Lines details for the
139500

139500
multiple Distribution voucher. Complete the fields as
described in the prior section under Invoice Lines on page 8.

5. To help verify appropriate fields are in balance, click the
Calculate button.

6. Click-on the Save button to save the multiple distribution
Invoice Line voucher.

7. Click-on the Add button at the bottom of the page if there
are more Vouchers to add.
See Figure 4. Regular Voucher – Multiple Distribution Lines on page 17 for an example of a voucher with
multiple distribution lines.

Additional Invoice Lines are used when a single voucher is used to pay expenditures that are split
between multiple Accounts.

Additional Distribution Lines are used when a single voucher is used to pay expenditures that are
split between multiple Funds.

Add & Update Vouchers Page 16 Add A Voucher
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139800

Figure 4. Regular Voucher – Multiple Distribution Lines

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Add & Update Vouchers

Add a PO Voucher
To make payments from encumbered funds, system users will need to copy the PO information
(already in FSKU) into a new voucher.

 To add a Voucher that is copied from a Purchase Order, take the following action steps:

Action Steps:
1. Navigate to the Accounts Payable > Vouchers > Add/Update > Regular Entry page.
2. Complete the following fields on the Add a New Value page (see page 5 for illustration):
 Invoice Number
 Invoice Date
3. The Regular Voucher – Invoice Information page
opens with minimal data pre-filled.
4. Go to the section, Copy from a Source Document, and
enter the following information:
 PO Unit – This will need to match the Business Unit
from the Add a New Value page.
 Purchase Order – Enter the value directly in the field
or search for the applicable Purchase Order using the
142000
Look-up tool.
5. Click the Copy PO button.
Data from the pre-existing Purchase Order now fills in the
previously blank data fields.
6. The following changes can be made to the PO Voucher:
 Total
 Invoice Line Amounts
 Account Chartfields
No other Chartfields may be changed.
7. Click the hyperlinks and complete required Comments
and Additional Info.
8. Click-on the Finalize checkbox ONLY if the voucher will
pay for the entire expenditure. Partial payment PO
vouchers do NOT check the Finalize checkbox.
9. Click the Save button.

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Section 2
Update a Pending Voucher

Regular Entry Voucher Updates
In FSKU, the page used for updating voucher information is the Regular Voucher – Invoice
Information page. Use the following action steps to open a pending voucher.

 To open a pending voucher, take the following action steps:

Action Steps:
1. Sign in to the University of Kansas FSKU as described in the user guide, Sign In PeopleSoft Financials
– 9.0 (FSKU), and access the Regular Entry Voucher Invoice Information page.
2. Using Menu navigation, click Accounts Payable >> Vouchers >> Add/Update >> Regular Entry.

Add & Update Vouchers Page 19 Updating a Pending Voucher
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The Regular Entry Voucher Page appears.
3. Click the Find an Existing Value tab.
4. Use the search criteria to locate the pending voucher.
Typically, the best method to find an existing voucher is to
enter pre-existing Voucher ID number and click the
Search button. If the Voucher ID is not known, use a
combination of fields to narrow the search for the pending
voucher.

EXAMPLE – Using the Short Vendor Name and the
Created on option will produce a search result that lists
all vouchers for a specific vendor during the date range
criteria.

5. Click the Search button.
6. Select from the returned Search Results.
The Regular Voucher – Invoice Information Page opens
and is ready to update.

Update a Voucher

 To update voucher information, take the following action steps:

Action Steps:
Open the Regular Voucher – Invoice Information page as previously described.
1. Update vendor information in the upper region data fields
as appropriate.
2. From the Invoice Lines / Distribution Lines fields,
update the fields as appropriate in all applicable tabs (GL
Chart, Reimbursable and Related Travel Authorization.)

139500

3. Click-on the Save button.

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Delete a Voucher Invoice or Distribution Line

When updating a voucher, it may be necessary to delete an Invoice or Distribution line.

 To delete an Invoice Line or Distribution Line, take the following action steps:

Action Steps:
1. Open the Regular Voucher - Invoice Information page.
2. Click the Invoice Information page tab.
3. Go to the Invoice Lines section at the bottom of the page.
4. Identify which Invoice Line or Distribution Line
requires deletion. Click the – button to the left of the
Invoice Line or Distribution Line that is to be deleted.

139100

5. Click the OK button to confirm the delete action.
6. Update the Total field or Invoice Line Extended Amount
fields to balance the transaction.
7. To help verify appropriate fields are in balance, click the
Calculate button.

4. Click the Save button.

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Section 3
Transaction Logs

Voucher transaction logs are sent to Central Accounting Services along with vendor invoices
for review and approval to complete the voucher transaction.

Running UKANS Voucher Transaction Logs

 To run a UKANS Voucher Transaction log, take the following action steps:

Action Steps:
1. Sign in to FSKU as described in the user guide, Sign In PeopleSoft Financials – 9.0 (FSKU) and open
the KU Dept Reporting Center.
2. Using Menu or Dashboard navigation, click KU Dept Reporting Center >> UKANS Reports >> UKANS
Voucher Transaction Log.

The Voucher Transaction Log page will open. From this page, system users have the option to either Create
a Run Control ID or Open a Saved Run Control ID (UKANS).

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Create a Run Control ID

A Run Control ID must exist before a Transaction Log can be
run. A Run Control ID establishes the specific parameters for
the Voucher Transaction Log per system user.
To create a new Run Control ID.
1. Click the Add a New Value tab.
2. Enter a Run Control ID name for the new transaction log
report. When system users create logs for other staff,
multiple run controls can be created for each staff
(Example: Voucher_Log_Smith, Voucher_Log_Jones,
etc.)
Click the Add button.
The Voucher Transaction Log – Report Request
Parameters page opens.
From the available menu options:
3. Enter the User ID using the Look-up tool.
4. Enter the applicable dates in the From Entered Date and
the To Entered Date fields.
5. Click the Save button.
Saving the Voucher Transaction Log Report Request
Parameters before running the report saves the parameters of
the Run Control ID for the next time it is used (see page 23.)
This helps keep track of the dates for which logs have
previously run.

Dates in the Voucher Transaction Log can be entered with different formats. Days and months
may be entered as either 1 or 2 digit numbers and years may be either 2 or 4 digits. Slashes,
dashes, or periods may be used to separate month, day, and year. For example, any combination of
the following could be used to enter March 1, 2009.
3/1/09, 03-01-09, or 3.01.2009
The letter “t” or “T” can be used as a shortcut for entering “today’s” date in FSKU date fields.

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Open a Saved Run Control ID (UKANS)

To use a saved Run Control ID to create a UKANS Transaction Log:
1. Using Menu navigation, click KU Dept Reporting Center >> UKANS Reports >> UKANS Voucher
Transaction Log.

2. Open the Voucher Transaction Log page (Find an
Existing Value tab) for UKANS Reports.

3. Click the Search button.

The Search Results appear below the Search button.

3. Click the applicable Run Control ID hyperlink for the
Voucher Transaction Log.

The UKANS Voucher Transaction Log page opens.

4. Update the applicable dates in the From Entered Date
and To Entered Date fields (this is typically necessary.)
5. Click the Save button.

Saving the UKANS Voucher Transaction Log Report
Request Parameters before running the report saves the
parameters of the Run Control ID for the next time it is used.
This helps keep track of the dates for which logs have
previously run.

6. Click the Run button to continue.

The Process Scheduler Request page opens.

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7. Click-on the Select checkbox next to the applicable PO
Transaction Log report number(s). (KU00019 is the
UKANS Voucher Transaction Log report number.)
8. Click the OK button.
This step instructs the system to generate a new Voucher
Transaction Log for the system user.

The Voucher Transaction Log page reopens. A new
Process Instance is assigned (found below the Run button.)
:166657 9. Click the Report Manager hyperlink.

The Administration page opens.

10. Click the hyperlink under the Description header to open
the report. If the hyperlink is not active, click the Refresh
button until it becomes active.

When there are multiple versions of the report available,
the most recent version is typically at the top of the list.
Take note of the Request Date/Time field to identify the
applicable report.
A separate browser window will open with the UNIVERSITY
OF KANSAS – Voucher Transaction Log PDF file.
See page 29, for an example Purchase Order Transaction
Log.
11. Print and sign (authorized signer) a copy for Central Accounting Services.
12. Print or file the PDF copy for departmental records.
13. Send the signed Voucher Transaction Log and the original receipts to Central Accounting Services.

Logs are due by the last business day of the month.
Logs may be run throught the month.

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Running KURES Voucher Transaction Logs

 To run a KURES Voucher Transaction log, take the following action steps:

The Voucher Transaction Log page will open. From this page, system users have the option to either
Create a Run Control ID (page 23) or Open a Saved Run Control ID (KURES).

Add & Update Vouchers Page 26 Transaction Logs
Add & Update Vouchers

Open a Saved Run Control ID (KURES)

To use a saved Run Control ID to create a KURES Transaction Log:
1. Using Menu navigation, click KU Dept Reporting Center >> KURES Reports >> KURES Voucher
Transaction Log.
2. Open the KURES Voucher Log page (Find an Existing
Value tab) for KURES Reports.

3. Click the Search button.

The Search Results appear below the Search button.

4. Click the applicable Run Control ID hyperlink for the
Voucher Transaction Log.

The KURES Voucher Log page opens.

The run control page allows the report to be run by date range
or by voucher range from one location.

5. Click-on either the:
A. By Date; or
B. By Voucher Range
radio button.

6. Enter the applicable date range or voucher range
information in the available fields.

7. Click the Run button to continue.

The Process Scheduler Request page opens.

Add & Update Vouchers Page 27 Transaction Logs
Add & Update Vouchers

8. Click-on the Select checkbox next to the applicable PO
Transaction Log report number(s). (KU00019 is the
KURES Voucher Transaction Log report number.)
9. Click the OK button.
This step instructs the system to generate a new Voucher
Transaction Log for the system user.

The Voucher Transaction Log page reopens. A new
Process Instance is assigned (found below the Run button.)
:166657 10. Click the Report Manager hyperlink.

The Administration page opens.

11. Click the hyperlink under the Description header to open
the report. If the hyperlink is not active, click the Refresh
button until it becomes active.

When there are multiple versions of the report available,
the most recent version is typically at the top of the list.
Take note of the Request Date/Time field to identify the
applicable report.
A separate browser window will open with The University of
Kansas Center for Research, Inc. – VOUCHER LOG -
SPECIFIED VOUCHER RANGE PDF file.
12. The report automatically splits into three sections: Sponsored, Non-Sponsored, and Split funded (Both
Sponsored and Non-Sponsored).
13. Attach the respective vouchers to the appropriate voucher log.
14. There are two signature lines: One for the operator to sign (the individual who entered the vouchers) and
a second line for second level review (a co-worker or supervisor who verifies the log.)
15. Ensure that supporting documents are attached. KUCR requires appropriate approvals on every
voucher.

Add & Update Vouchers Page 28 Transaction Logs
Add & Update Vouchers

Appendix

Voucher Logs

137100
136900
136900
139500

Figure 5. Voucher Transaction Log – Department Copy

Add & Update Vouchers Page 29 Appendix
Add & Update Vouchers

137100
136900
136900
139500

Figure 6. Voucher Transaction Log for Central Accounting Services Copy

Add & Update Vouchers Page 30 Appendix
Add & Update Vouchers

Index

A I
access the Purchase Order main page, 5 Introduction, 1
Add a Multiple Distribution to an Invoice Line, Invoice and Distribution Lines, 8
15 Invoice Information, 7
Add a Single Line Voucher, 7 Invoice Lines, 8
Add a Voucher, 2
Adding A Multi-Line Voucher, 12 M
Maintain Purchase Order – Main Page, 6
C
Multi-Line Voucher, 12
Create a Run Control ID, 23
O
D
Open a Saved Run Control ID (KURES), 27
Delete a Voucher Invoice or Distribution Lines, Open a Saved Run Control ID (UKANS), 24
21
Distribution Lines, 9 P
PO Voucher, 18
F
Field Descriptions of Voucher Detail – Invoice R
Information Panel, 2 Regular Entry Voucher Updates, 19
Figure 1. Regular Voucher – Invoice Reimbursable Tab, 9
Information Page, 6 Related Travel Authorization Tab, 10
Figure 2. Regular Voucher – Single Invoice Running KURES Voucher Transaction Logs, 26
Line, 11 Running UKANS Voucher Transaction Logs, 22
Figure 3. Regular Voucher – Multiple
Distribution Lines, 17 T
Figure 3. Regular Voucher – Multiple Invoice
Lines, 14, 30 Transaction Logs, 22
travel, 7
G
U
GL Chart Tab, 9
Update a Pending Voucher, 19
Update a Voucher, 20

Add & Update Vouchers Page 31 Index