Business Process Document Financials 9.0: Creating a Control Group and Vouchers. Creating a Control Group and Vouchers

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1 Version 9.0 Document Generation Date 2/24/2009 Last Changed by Jeff Joy Status Final Navigation Creating a Control Group and Vouchers 1. Click the Control Groups link. 2. Click the Group Information link. Procedure 3. On the Group Information page, click the Add a New Value tab. Last changed on: 2/24/ :29 PM Page 1

2 4. In the Control Group ID field, enter an ID. 5. Click the Add button. Page 2 Last changed on: 2/24/ :29 PM

3 6. On the Assignment page, enter the desired information into the Gross Amt field. Last changed on: 2/24/ :29 PM Page 3

4 7. Enter the desired information into the Nbr of Vouchers field. Page 4 Last changed on: 2/24/ :29 PM

5 8. Click on the drop-down arrow in the Status field. Last changed on: 2/24/ :29 PM Page 5

6 9. From the drop-down list select Assigned. Page 6 Last changed on: 2/24/ :29 PM

7 10. In the Assignment section, enter the appropriate emplid into the Assigned to field. Last changed on: 2/24/ :29 PM Page 7

8 11. In the Voucher Numbering section, click the Reserve Voucher Numbers checkbox. 12. Click the Save button. Page 8 Last changed on: 2/24/ :29 PM

9 13. From the Financials menu, click the Vouchers link. 14. Click the Add/Update link. 15. Click the Regular Entry link. Last changed on: 2/24/ :29 PM Page 9

10 16. On the Voucher page, enter the appropriate Vendor ID into the Vendor ID field. Page 10 Last changed on: 2/24/ :29 PM

11 17. In the Vendor Location field, click the Look up Vendor Location button. Last changed on: 2/24/ :29 PM Page 11

12 18. Click on the appropriate Vendor Location to select it. Page 12 Last changed on: 2/24/ :29 PM

13 19. The Invoice Information page opens. Enter the invoice number into the Invoice Number field. Last changed on: 2/24/ :29 PM Page 13

14 20. In the Invoice Date field, click the calendar button to select the appropriate date. Page 14 Last changed on: 2/24/ :29 PM

15 21. If it is necessary to change the Payment Terms, in the Pay Terms field, click the Look up Pay Terms button. Last changed on: 2/24/ :29 PM Page 15

16 22. From the Search Results list, click on the appropriate Payment Term to select it. Page 16 Last changed on: 2/24/ :29 PM

17 23. In the Total field, enter the appropriate total amount. Last changed on: 2/24/ :29 PM Page 17

18 24. In the Invoice section, enter an invoice description into the Description field. Page 18 Last changed on: 2/24/ :29 PM

19 25. Enter the invoice quantity into the Quantity field. Last changed on: 2/24/ :29 PM Page 19

20 26. Enter the appropriate unit of measure into the UOM field. Page 20 Last changed on: 2/24/ :29 PM

21 27. Enter the unit price into the Unit Price field. Last changed on: 2/24/ :29 PM Page 21

22 28. Enter the extended amount into the Extended Amount field. Page 22 Last changed on: 2/24/ :29 PM

23 29. In the Distribution Lines section, enter the amount into the Amount field. Last changed on: 2/24/ :29 PM Page 23

24 30. Enter the quantity into the Quantity field. Page 24 Last changed on: 2/24/ :29 PM

25 31. Enter the appropriate ChartField combination. Last changed on: 2/24/ :29 PM Page 25

26 32. Scroll to the top of the page and click the Payments tab. Page 26 Last changed on: 2/24/ :29 PM

27 33. If it is necessary to have a check returned to your campus location, in the Payment Method section of the page, click the Look up Handling button adjacent to the Handling field. Last changed on: 2/24/ :29 PM Page 27

28 34. On the Search Results page, click on the appropriate Payment Handling to select it. Page 28 Last changed on: 2/24/ :29 PM

29 35. Click the Save button on the Payments page. 36. Click the Add button. Last changed on: 2/24/ :29 PM Page 29

30 37. On the Voucher page, click the Look up Vendor Location button. Page 30 Last changed on: 2/24/ :29 PM

31 38. On the Search Results page, click on the appropriate Vendor Location to select it. Last changed on: 2/24/ :29 PM Page 31

32 39. On the Voucher page, enter an invoice number into the Invoice Number field. Page 32 Last changed on: 2/24/ :29 PM

33 40. Click the calendar icon on the calendar button adjacent to the Invoice Date field to lookup and select the appropriate date. Last changed on: 2/24/ :29 PM Page 33

34 41. Enter the Gross Invoice Amount in the Gross Invoice Amount field. 42. Click the Add button. Page 34 Last changed on: 2/24/ :29 PM

35 43. If the payment terms have changed, on the Invoice Information page, click the Look up Pay Terms button. Last changed on: 2/24/ :29 PM Page 35

36 44. On the Search Results page, click on the appropriate Payment Term to select it. Page 36 Last changed on: 2/24/ :29 PM

37 45. On the Invoice Information page, enter an item description into the Description field. 46. Enter the item quantity in the Quantity field. 47. Enter the appropriate unit of measure into the UOM field. 48. Enter the appropriate unit price into the Unit Price field. Last changed on: 2/24/ :29 PM Page 37

38 49. In the Distribution Lines section, enter the appropriate quantity into the Quantity field. 50. Enter the appropriate Chartfield combination. Page 38 Last changed on: 2/24/ :29 PM

39 51. When finished, click the Payments tab. Last changed on: 2/24/ :29 PM Page 39

40 52. If it is necessary to change the handling code, on the Payments page, click the Look up Handling button in the Payment Method section of the page. Page 40 Last changed on: 2/24/ :29 PM

41 53. On the Search Results page, click on the appropriate Payment Handling to select it. Last changed on: 2/24/ :29 PM Page 41

42 54. Click the Invoice Information tab. 55. On the Invoice Information page, click the Save button. Page 42 Last changed on: 2/24/ :29 PM

43 56. Click the Cancel button. Last changed on: 2/24/ :29 PM Page 43

44 57. When prompted to enter withholding information click the OK button. Page 44 Last changed on: 2/24/ :29 PM

45 58. On the Invoice Information page, click the Withholding link. Last changed on: 2/24/ :29 PM Page 45

46 59. On the Withholding Information page, enter the appropriate code into the Withholding Code field. 60. Press [Tab]. Page 46 Last changed on: 2/24/ :29 PM

47 61. Click the Back to Invoice link. Last changed on: 2/24/ :29 PM Page 47

48 62. Click the Save button. Page 48 Last changed on: 2/24/ :29 PM

49 63. When asked if you would like to proceed to the next control group, click the No button. Last changed on: 2/24/ :29 PM Page 49

50 64. Next, from the Financials menu, click the Control Groups link. 65. Click the Group Information link. Page 50 Last changed on: 2/24/ :29 PM

51 66. If the Control Group balances, on the Assignment page, click on the drop-down arrow in the Status field. Last changed on: 2/24/ :29 PM Page 51

52 67. Click on Verified from the drop-down menu. 68. Click the Save button. Page 52 Last changed on: 2/24/ :29 PM

53 69. Click the Vouchers tab. Last changed on: 2/24/ :29 PM Page 53

54 70. Click the Assignment tab. Page 54 Last changed on: 2/24/ :29 PM

55 71. End of Procedure. Last changed on: 2/24/ :29 PM Page 55

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