Invoice Vouchers

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					                                    Chapter 4


             Vendors, Invoices and Vouchers


Updates

             Date                      Action            Page(s)
          03/26/09   Document created.
          06/02/09   Updated screen shots for clarity.   1, 3-6, 13-16




           Information Technology Services (ITS)
Vendors,InvoicesandVouchers9.0                                                                                                                   FMS System



                                                                  Table of Contents
Overview ....................................................................................................................................................... 3
1.0               How do I look up a Vendor in FMS? ......................................................................................... 3
2.0               Vouchers and Invoices .............................................................................................................. 4
       2.1       How do I look up a specific invoice (or voucher)? ..................................................................... 4
              2.1.1 How do I get more information about a Voucher? ............................................................ 6
              2.1.2 How do I get more information about a Payment? .......................................................... 14
              2.1.3 How do I get more information about the Documents associated with a Payment? ...... 15
              2.1.4 How do I get more information about the Documents associated with a PO? ............... 16




Financial Management System                                                                                                                      Chapter 4 - 2
Vendors,InvoicesandVouchers9.0                                                                    FMS System




Overview
In order to find out if an invoice has been paid, it is often helpful if you know the vendor ID number and/or
the name of the vendor as entered into FMS. Refer to section 1.0 below for information regarding how to
locate a Vendor in FMS.


1.0          How do I look up a Vendor in FMS?
 1.       Log into FMS Reports. From the Menu Box, click on:
          Vendors > Vendor Information > Add/Update >
          Review Vendors


                           2


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                               3




                                     4



 2.       On the Review Vendors page, enter “CWUID” into the SetID field if it does not default in.
 3.       In the dropdown box for the Name field, choose “Contains,” and then enter the vendor name or
          some portion of it in the field to the right of the Name dropdown box.
 4.       Click the              button.
                                             5
                                                                                                          6




                                         7



Financial Management System                                                                        Chapter 4 - 3
    Vendors,InvoicesandVouchers9.0                                                                 FMS System




     5.       When the Search Results appear at the bottom of the page, locate the vendor for whom you
              are searching by referring to the Name 1 column, which lists the full vendor name.
     6.       Keep in mind that your Search Results may contain more than 10 records. Refer to the right-
              hand portion of the Search Results title bar to check on this. (The above search returned 8
              records, as indicated by the “1-8 of 14.”) If your Search Results do contain more than 10
              records, then you may need to click on the View All link or the    button to view more vendors
              and locate the one for whom you are searching.
     7.       Once you have located the correct vendor, make note of the Vendor ID number, the Name 1
              and the ShortName, all of which may be helpful in looking up invoices. You may want to write
              these down somewhere if you use that particular vendor frequently.



    2.0          Vouchers and Invoices
    An invoice is a billing document that gives itemized descriptions and prices for the goods or services an
    external vendor has provided. Most of Accounts Payable activity involves making payments in response
    to invoices from vendors.
    A voucher is an invoice that has been processed by Accounts Payable. Invoices that have been entered
    into FMS are called vouchers.
    The vendor should always send invoices directly to Accounts Payable and not to the individual
    departments. If a vendor sends an invoice directly to the department, it needs to be forwarded to
    Accounts Payable with the following referenced on the invoice:
        The Purchase Order number
        Signature indicating “OK to pay”
        Project ID number and account number
        Date signed
    Make a copy of the invoice (for future reference) before sending it over to AP.



    2.1        How do I look up a specific invoice (or voucher)?
     1.       To look up an invoice, log into FMS Reports.
              From the Menu Box, click on:
              Accounts Payable > Review Accounts
              Payable Info > Vouchers > Document
              Status



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3
                                                4


5


6


    Financial Management System                                                                    Chapter 4 - 4
Vendors,InvoicesandVouchers9.0                                                                       FMS System




 2.         On the Voucher Document Status Inq page, the Business Unit should default in as “CWUID.”
            If it does not, you will need to type “CWUID” into the field.
 3.         You then have several different fields on which you may base your search. One way to carry out
            your search is by entering the Voucher ID number into the Voucher ID field.
 4.         Another way to carry out your search is by entering the Invoice Number (from the vendor
            invoice) into the Invoice Number field, as was done in the search in the screen shot above.
 5.         If you do not know the Voucher ID number or the Invoice Number, then you may need to carry
            out your search using the Vendor information. Enter either the Vendor ID number (including
            leading 0’s) in the Vendor ID field OR the Short Vendor Name in the Short Vendor Name field.
 6.         When finished entering your search criteria, click the          button.



               7



 7.         If Search Results appear at the bottom of the page, you will need to click on the row of your
            choice.
                                                                       Goes to Voucher
                                                         3             Inquiry page




      1                                                                                                 Goes to Payment
                                                                                                        Document Status
                                                                                                        Inquiry page

                                          4                                  2

                                                                                                        7


                                                                                                        8
          Goes to                  5                     Goes to
          Payment                             6          Purchase Order
          Inquiry page                                   Inquiry page                                   Goes to PO
                                                                                                        Document Status
                                                                                                        page




Tips for Working with the Voucher Document Status Page:

 1.         On the top of the Voucher Document Status page, you will see the Invoice ID number, the
            Gross Amount on the invoice, the Vendor ID number and Short Vendor Name.
 2.         Also available at the top of this page are the Voucher ID number, the Invoice Date, the
            Document Type (in this case it is a Voucher) and the Status of the document.
 3.         For more details relating to the voucher, click on the link for Voucher ID. Refer to the directions
            in section 2.1.1 below.
 4.         Below the Associated Document title bar, you will find information relating to the documents
            associated with the voucher. Make note of the Document Type, document ID number (DOC ID),
            Status, Document Date and Vendor ID number.



Financial Management System                                                                          Chapter 4 - 5
Vendors,InvoicesandVouchers9.0                                                                   FMS System




 5.       To get additional information about the payment (i.e. Check number), click on the link for the
          Payment DOC ID. Refer to the directions in section 2.1.2 below.
 6.       To get additional information about the PO, click on the link for the PO DOC ID. Doing so will
          open up the Purchase Order page for Purchase Order Inquiry. Refer to the directions for this
          page beginning with “Tips for Working with the Purchase Order Page for Purchase Order
          Inquiry” in section 3.0 of the FMS guide entitled “Chapter 3 – Purchase Orders.”

          When finished with the Purchase Order page for Purchase Order Inquiry, click the “X” in the
          upper right-hand corner of your screen to return to the Voucher Document Status page.
 7.       To inquire further about the documents relating to a Payment, click on the    Document Status
          Inquiry icon for the Payment. Refer to the directions in section 2.1.3 below.
 8.       To inquire further about the documents relating to a PO, click on the    Document Status
          Inquiry icon for the PO. Refer to the directions in section 2.1.4 below.

 If you navigated to the Voucher Document Status page from section 2.1.4 below, click the “X” in the
 upper right-hand corner of your screen to return to the Document Status page. Return to the directions
 beginning with “Tips for Working with the PO Document Status Page” in section 2.1.4 below.


         2.1.1            How do I get more information about a Voucher?


 This section assumes that you have already accessed the Voucher Inquiry page. If that is not the case,
 refer to the screen shot on page 5 above to do so before proceeding.




                                 1                               3
                                                  2


Tips for Working with the Voucher Inquiry Page:

 1.       When the Voucher Inquiry page appears, scroll to the bottom, where you will find the
          Voucher Inquiry Results. The …Results display a number of items of interest including the
          Invoice Number and Invoice Date.
 2.       Also available in the …Results is information about the Vendor.
 3.       Finally, the …Results offer the option of drilling down even further by clicking the
          Accounting Entries icon.


Financial Management System                                                                      Chapter 4 - 6
Vendors,InvoicesandVouchers9.0                                                                  FMS System




                                   5
                                                     4




 4.       On the Voucher Accounting Entries page, you may find the Monetary Amount column
          helpful.
 5.       To see the project ID number associated with the voucher, click on the |Chartfields| tab.




Financial Management System                                                                     Chapter 4 - 7
     Vendors,InvoicesandVouchers9.0                                                                                                             FMS System
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                                                                                                                                7


                                      6


6.    The Chartfields page reveals the Account code, Project ID number, Operating Unit, Fund Code and Department ID number, among other things,
      associated with the voucher.
7.    If there are a lot of entries on this page, you may want to use the Find feature to locate your specific Project ID number. To do this, click the Find link.



8.    Enter your Project ID number in the Prompt… field, and then click           .
                                                                                                                            8




     Financial Management System                                                                                                                  Chapter 4 - 8
      Vendors,InvoicesandVouchers9.0                                                                                                 FMS System
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                                       10




                9




9.     The rows with the information you requested will display.
10.    To see Monetary Amounts along with the Account codes and Project ID numbers, you may want to click the     Show All Columns icon.




      Financial Management System                                                                                                   Chapter 4 - 9
      Vendors,InvoicesandVouchers9.0                                                                                                        FMS System
                                                                                                              ________________________________________




                                                 11




11.    Now you can see the Monetary Amounts, Account codes, Project ID numbers and Operating Unit all in one screen.

When finished with the Voucher Accounting Entries page, click the “X” in the upper right-hand corner of the page to return to the Voucher Inquiry page.




      Financial Management System                                                                                                         Chapter 4 - 10
Vendors,InvoicesandVouchers9.0                                                                  FMS System




                              15
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                                                                      12


 12.      On the Voucher Inquiry page, you also have the option of clicking the    Payment
          Information icon.


                                                                                           14




                                                               13



 13.      Under the Details title bar of the page that displays, you will find such information as the
          Payment Reference ID number, Payment Date, Payment Amount, Voucher Paid Amount
          and Payment Status.
 14.      Click the Back to Voucher Inquiry link when you wish to return to the Voucher Inquiry page.
 15.      On the Voucher Inquiry page, click the |Amounts| tab for additional information regarding the
          dollar amounts associated with this particular voucher.




Financial Management System                                                                     Chapter 4 - 11
Vendors,InvoicesandVouchers9.0                                                                        FMS System




                                              17
                                                                                       16




 16.      The Amounts page will reveal the Gross Amount Paid and the Net Amount Paid as well as
          the Voucher Unpaid Balance.
 17.      Click the |More Details| tab for additional information regarding this particular voucher.




                                                    18




                                 19


 18.      The More Details page will display the Post Status, Approval Status, Close Status, and the
          Due Date of the voucher, among other things.
 19.      For additional information regarding the distribution of funds, click on the Detail Lines
          button.




Financial Management System                                                                       Chapter 4 - 12
Vendors,InvoicesandVouchers9.0                                                                                                           FMS System




                                 20




                                                    21


 20.      Below the Invoice Lines title bar of the Voucher Details page, you will find the PO Number.
 21.      Under the Distributions title bar, you will find the Amount, Account code, Project ID number, Operating Unit, Fund, Dept number,
          Program, Class, and Bud Ref numbers.

 When finished with the Voucher Details page, click the “X” in the upper right-hand corner of your screen to return to the Voucher Inquiry page.

 If you arrived at the Voucher Inquiry page by following directions in a different FMS document, see the      Caution note below. If not, when finished
 with the Voucher Inquiry page, click the “X” in the upper right-hand corner of your screen to return to the page that took you there. Return to the
 directions for that page (“Tips for Working with the Voucher Document Status Page” in section 2.1 above, “Tips for Working with the Payment
 Document Status Inquiry Page” in section 2.1.3 below or “Tips for Working with the PO Document Status Page” in section 2.1.4 below.)


          If you arrived at this document via another FMS document, you may need to use your browser’s           button multiple times in a row to
          return to the page that you were originally viewing. Please note that clicking the browser’s  button multiple times in a row will
          sometimes confuse the system. If that happens, you may need to navigate to the page of your choice again.



Financial Management System                                                                                                             Chapter 4 - 13
Vendors,InvoicesandVouchers9.0                                                                FMS System
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        2.1.2            How do I get more information about a Payment?

This section assumes that you have already accessed the Payment Inquiry page. If that is not the case,
refer to the screen shot on page 5 above or the directions in section 2.1.4 below to do so before
proceeding.




                                                     1


 1.       Scroll to the bottom of the Payment Inquiry page, where you will see the Payment Reference
          ID number, Payment Method, payment Amount, Payment Date and Payment Status.

 When finished with the Payment Inquiry page, click the “X” in the upper right-hand corner of your screen
 to return to the page that took you there. Return to the directions for that page, which is either “Tips for
 Working with the Voucher Document Status Page” in section 2.1 above or “Tips for Working with
 the PO Document Status Page” in section 2.1.4 below.
Financial Management System                                                                     Chapter 4 - 14
Vendors,InvoicesandVouchers9.0                                                                FMS System
_________________________________________________________________________________________________________


          2.1.3          How do I get more information about the Documents associated
                         with a Payment?

This section assumes that you have already accessed the Payment Document Status Inquiry page. If
that is not the case, refer to the screen shot on page 5 above to do so before proceeding.




      1

                                  2




                              3
                                      4




Tips for Working with the Payment Document Status Inquiry Page:

 1.       On the Payment Document Status Inquiry page, you will see helpful information relating to the
          payment not only at the top of the page…
 2.       …but also under the Associated Document title bar at the bottom of the page. Information you
          may find helpful includes Document Type, DOC ID number, Status, Document Date and
          Vendor ID number.
 3.       Clicking on the link for the PO DOC ID will bring up the Purchase Order page for Purchase
          Order Inquiry. Refer to the directions for this page beginning with “Tips for Working with the
          Purchase Order Page for Purchase Order Inquiry” in section 3.0 of the FMS guide entitled
          “Chapter 3 – Purchase Orders.”

          When finished with the Purchase Order page for Purchase Order Inquiry, click the “X” in the
          upper right-hand corner of your screen to return to the Payment Document Status Inquiry
          page.
 4.       Clicking on the link for the Voucher DOC ID will bring up the Voucher Inquiry page. Refer to the
          directions for this page beginning with “Tips for Working with the Voucher Inquiry Page” in
          section 2.1.1 above.

          When finished with the Voucher Inquiry page, click the “X” in the upper right-hand corner of
          your screen to return to the Payment Document Status Inquiry page.

 When finished with the Payment Document Status Inquiry page, click the “X” in the upper right-hand
 corner of your screen to return to the Voucher Document Status page. Return to the directions
 beginning with “Tips for Working with the Voucher Document Status Page” in section 2.1 above.




Financial Management System                                                                   Chapter 4 - 15
Vendors,InvoicesandVouchers9.0                                                                FMS System
_________________________________________________________________________________________________________


        2.1.4            How do I get more information about the Documents associated
                         with a PO?

This section assumes that you have already accessed the PO Document Status page. If that is not the
case, refer to the screen shot on page 5 above to do so before proceeding.




                                                                               1




Tips for Working with the PO Document Status Page:

 1.       Keep in mind that your Search Results may contain more records than those that display up
          front. Refer to the right-hand portion of the Associated Document title bar to check on this.
          (The above search returned 23 rows of information, but only the first 6 are visible, as indicated
          by the “1-6 of 23.”) If your Search Results do contain more than you are currently viewing,
          then you may need to click on the View All link or the    button to view more rows of
          information.




Financial Management System                                                                      Chapter 4 - 16
Vendors,InvoicesandVouchers9.0                                                                FMS System
_________________________________________________________________________________________________________




                                                              4

                                                                                    2
                                            5
                                                                                                7




       3




                                            6                                             8



 2.        Notice now that all 23 rows of information are visible.
 3.        The PO Document Status page provides information regarding the Vouchers and the
           Payments associated with the PO that you chose.
 4.        To get additional information about the PO, click on the link for the PO ID number. Doing so will
           open up the Purchase Order page for Purchase Order Inquiry. Refer to the directions for this
           page beginning with “Tips for Working with the Purchase Order Page for Purchase Order
           Inquiry” in section 3.0 of the FMS guide entitled “Chapter 3 – Purchase Orders.”

           When finished with the Purchase Order page for Purchase Order Inquiry, click the “X” in the
           upper right-hand corner of your screen to return to the PO Document Status page.
 5.        Clicking on the link for the Voucher DOC ID will bring up the Voucher Inquiry page. Refer to
           the directions for this page beginning with “Tips for Working with the Voucher Inquiry Page”
           in section 2.1.1 above.

           When finished with the Voucher Inquiry page, click the “X” in the upper right-hand corner of
           your screen to return to the PO Document Status page.
 6.        To get additional information about the payment (i.e. Check number), click on the link for the
           Payment DOC ID. Refer to the directions in section 2.1.2 above.

           When finished with the Payment Inquiry page, click the “X” in the upper right-hand corner of
           your screen to return to the PO Document Status page.

Financial Management System                                                                         Chapter 4 - 17
Vendors,InvoicesandVouchers9.0                                                                FMS System
_________________________________________________________________________________________________________



 7.       To inquire further about the documents relating to a Voucher, click on the    Document
          Status Inquiry icon for the Voucher. Refer to the directions beginning with “Tips for Working
          with the Voucher Document Status Page” in section 2.1 above.

          When finished with the Voucher Document Status page, click the “X” in the upper right-hand
          corner of your screen to return to the PO Document Status page.
 8.       To inquire further about the documents relating to a Payment, click on the    Document
          Status Inquiry icon for the Payment. Refer to the directions beginning with “Tips for Working
          with the Payment Document Status Inquiry Page” in section 2.1.3 above.

          When finished with the Voucher Payment Document Status Inquiry page, click the “X” in the
          upper right-hand corner of your screen to return to the PO Document Status page.

 When finished with the PO Document Status page, click the “X” in the upper right-hand corner of your
 screen to return to the Voucher Document Status page. Return to the directions beginning with “Tips
 for Working with the Voucher Document Status Page” in section 2.1 above.




Financial Management System                                                                   Chapter 4 - 18

				
DOCUMENT INFO
Description: Invoice Vouchers document sample