DE 235 Electronic Procard Vouchers by shuifanglj

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									Electronic Procard
 Vouchers (VP7)

    Online Training
On-Line Training Objectives:

• What is the procurement card process?

• How does VP7 routing work?

• How are VP7 documents processed?

• What other information is available?
What is the procurement card process?
Procurement Cards (Procards) are issued
through Purchasing.
http://www.utexas.edu/admin/purchasing/procard/index.html

VP7 documents are automatically created
after Procards are charged.

Departments are notified with a deadline.
What is the procurement card process?
Departments should verify VP7 charges against
their receipts.

VP7 documents may be updated with different
accounts and object codes.

VP7 documents should be approved by the
designated deadline.

Departments keep their receipts.
How does VP7 routing work?
When a Procard is issued by Purchasing, an account
number is assigned for its charges.

When the VP7 documents are created, the creators
are determined by the routing for those accounts.

Managers may set up special VP7 routing for these
accounts. This is recommended, but not required.

Routing sequences are set up in the Electronic
Office Management (EOM) application:
https://utdirect.utexas.edu/ew
How does VP7 routing work?
When VP7 documents are automatically created,
they are assigned to a designated creator desk.

The creator desk must be linked to a view that
contains the Procard account and be authorized
for VP7 with Update or Super status.
How does VP7 routing work?
The first person on this desk will be the assigned
creator and the VP7 documents will appear in their
electronic in-box.




Special Note: The first person on this desk
must NOT be a substitute!
How does VP7 routing work?
If special VP7 routing is set up, then the first desk
in the routing sequence will be the designated
creator desk and the first person on this desk
will be the assigned creator.

If special VP7 routing is NOT set up, the Office
Manager’s desk will be the designated creator desk
and the first person on the Office Manager’s desk
will be the assigned creator.
To set up special routing, the creator must be designated with
an asterisk (*), and the special VP7 desk must be in the first
desk in the routing sequence. It must be a Normal desk.




In this example, “VP7 Desk” is the desk name.
The special desk must also have update or super status
for VP7 and be linked to a view with the VP7 account.
How are VP7 documents processed?

Go to the YB2 inbox for the creator.

Select the same desk/view of the creator.

Then you can travel to the VP7 document from the
creator’s inbox!
Mark the document you wish to view:
     >> Electronic documents awaiting review for ACMMM <<
     *DEFINE          DOCUMENT IN-BOX: DOCUMENT LISTING - YB2           Year: 09 10
     Command: YB2                Logon ID: ACMMM              Misc: _______________
     ==============================================================================
     To review documents: 1. Mark any documents you wish to select and press PF3
     ** PROFILE ON ** OR 2. Press PF2 to select all documents (maximum 100).
     * = Document accessible only on the web                         View 3 of 7
      Document ID Creator                   Summary                      Created
     * U0PBO948375 ACMMM ELECTRON MULTIPLER                            12/14/2009 N
     _ U0VP2555923 ACMMM DOCUMENT IN PROGRESS                          12/14/2009 C
     _ U0VP2555179 ACMMM DOCUMENT IN PROGRESS                          12/14/2009 C
     _ U0VP7555133 ACMMM Procard payment - George Jungle               12/14/2009 C
     _ U0VP7555132 ACMMM Procard payment - George Jungle               12/14/2009 C
     _ U0VP7555275 ACMMM Procard payment - Eduardo Cigar               12/14/2009 C
     _ U0VP7555274 ACMMM Procard payment - Eduardo Cigar               12/14/2009 C
     _ U0VP7555199 ACMMM Procard payment – Brandy Alexander            12/14/2009 C
     X U0VP7555108 ACMMM Procard payment – Brandy Alexander            12/14/2009 C
     _ U0VP9555155 ACMMM VWR SCIENTIFIC - Order: 55556890              12/14/2009 C
     _ U0VP9555154 ACMMM VWR SCIENTIFIC - Order: 55550611              12/14/2009 C
     _ U0VP9555150 ACMMM VWR SCIENTIFIC - Order: 55553817              12/14/2009 C
     _ U0VP9555143 ACMMM VWR SCIENTIFIC - Order: 55553605              12/14/2009 C
     _ U0VP9555142 ACMMM VWR SCIENTIFIC - Order: 55551240              12/14/2009 C
     _ u0VP9555139 ACMMM VWR SCIENTIFIC - Order: 55553981              12/14/2009 C
     -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 12/21/09 8:48 AM --




Then press ENTER to see the document.
Review each section of the document and make any changes
needed:
     >> You are currently authorized to VIEW this document <<
     *DEFINE               PRO CARD PAYMENT VOUCHER - VP7                Year: 09 10
     Command: VP7     Account: __________      Misc: _______________      Month: DEC
     ==============================================================================
    Status: CREATED               -- COVER SHEET --        Document ID: U0VP7555108
    Action: ___       Summary: JP MORGAN CHASE BANK NA
        Created: 12/14/09 by ACMMM – MOUSE, MICKEY                  Category:
                            Template:
        Format: 01___          Voucher Date: 121409           Voucher Nbr:
        Separate Check:                                     Check Distribution: U
        Default Service Dates Begin: 110609 End: 120509     DTN: _______
     Vendor ID: 1 UT EID: 2xxxxcy_ MC: 026 JP MORGAN CHASE BANK NA
       Address: ** Direct Deposit **


               SECTIONS:   X   _ 1. Voucher Description and
                                    Payee Reference Info and Amounts
                           X   _ 2. Line Items: 6
                               _ 3. Define Codes (optional)

    Total Reference Amt:          655.90   Total Payment Amt:               655.90

     -- 0 UT Austin   ------ PF1=Options ------ PF8=Exit ------ 12/21/09 08:28 AM --
The voucher comments may be updated.
   +-----------------------------------------------------------------------------+
   |                                                                             |
   |     **** For Instructions on how to enter information press PF6 ****        |
   |                                                                             |
   | Comments to be printed on voucher description:        Page    1 of    1     |
   |                Procard payment for Brandy Alexander________________         |
   |                ____________________________________________________         |
   | Information to be printed on check stub which helps Payee identify payment: |
   |                 Payee Reference Info             Amount                     |
   |                5500000000013724_________             655.90_                |
   |                _________________________     _______________                |
   |                _________________________     _______________                |
   |                _________________________     _______________                |
   |                _________________________     _______________                |
   |                _________________________     _______________                |
   |                _________________________     _______________                |
   |                _________________________     _______________                |
   |                _________________________     _______________                |
   |                _________________________     _______________                |
   | MORE: +                            TOTAL:            655.90                 |
   | Send USAS: _   Reimbursable: N Doc Type: 2 PCC Code: H                      |
   |                                                                             |
   |          To page forward mark MORE. To page backward press PF4.             |
   +-----------------------------------------------------------------------------+
The accounts may be updated if necessary. The object codes
must be updated.
    +-----------------------------------------------------------------------------+
    | >> Final page of voucher items <<                                            |
    | Action: ___ Begin at Acct: __________             Document ID: U0VP7555108   |
    |                Voucher Date: 12/14/09                                        |
    |                Voucher Nbr.:                   Entries:      6               |
    |                                                                              |
    |      ACCOUNT D/C TYPE OBJ      AMOUNT                   REFERENCE NBR        |
    | => 3055555050 D EX 1000                    220.00 55417555555555534024354    |
    |       11/29/09         A A P S                          703-2432800,VA     > |
    | => 3055555050 D EX 1000                     63.00 05445555555555529718990    |
    |       11/28/09         FEDEX KINKO'S #0122              AUSTIN,TX          > |
    | => 3055555050 D EX 1000                    126.00 05444555555555529718818    |
    |       11/28/09         FEDEX KINKO'S #0122              AUSTIN,TX          > |
    | => 3055555050 D EX 1000                    133.59 55548555555555562463127    |
    |       11/27/09         WOLF CAMERA #1624                AUSTIN,TX          > |
    | => 9999999999 D EX 1000                     89.31 05444555555555580207933    |
    |       11/19/09         SOLUTIONS4SURE.COM               DELRAY BEACH,FL    > |
    | => 9999999999 D EX 1000                     24.00 55480555555555552903873    |
    |       11/20/09         MYFONTS.COM C/OBITSTRE           6174976222,MA      > |
    |                  _             __________________                            |
    |         / /                                                                + |
    |                  _             __________________                            |
    |         / /                                                                + |
    +-----------------------------------------------------------------------------+
How are VP7 documents processed?

Accounts may be changed to other accounts within
the same Routing (Master) View.

Object codes must be changed to reflect the items
purchased.

Once items have been verified with the receipts,
the VP7 documents should be approved—before
the deadline!

Departments should maintain permanent file
of the receipts & documentation!
What other information is available?


VP7 Online Instructions = Press the PF6 key

Procard Experts = Purchasing, 471-4266

askUS

VP7 Routing Experts = User Services
             Helpline: 471-8802
             or email: askUS@austin.utexas.edu
Thank you for viewing this presentation.




                         For more information, contact:

                                        User Services
                       Financial Information Systems
                                       512-471-8802
                            askUS@austin.utexas.edu

								
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