Access the Financial Production database: NAVIGATION / PATH INSTRUCTIONS

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1 Access the Financial Production database: Or, See the SignOn Financial Production job aid. NAVIGATION / PATH Remember to use ALL CAPS From the Menu select: Accounts Payable Vouchers Entry Regular Entry Be sure to add to Favorites! Option: In order to have more viewing of Voucher panel, minimize the Menu by clicking on the red minus sign. It will then appear as an Expand button needed again. if STEP 1: Under the Add a New Value tab: INSTRUCTIONS only. LEAVE THE DEFAULTS: Business Unit: Voucher ID: NEXT (should always be NEXT) Voucher Style: Regular Voucher (should always be Regular Voucher.) Voucher Create PO.doc - 2/16/2010 2:42 PM Page 1 of 6

2 Under the Invoice Information tab: STEP 2: Enter PO information in the Copy from a Source Document section. ** PO Unit (00765). Purchase Order number - Requires leading 0s; - can click on to look up. on Copy PO to bring in all PO data. Make sure that the Finalize Document (pink) and Undo Finalization (green) icons appear to the right of the ) icon. (top right of Budget Check ( panel) (If not, you need to check with Finance.) STEP 3: Verify Vendor Information, including address. If needed Click on next to Address to select the correct address for the vendor. Note: Remit to address is located on Payments Tab. STEP 4: Insert Description and Purpose/Benefit: Comments: Click to enter Description and P/B This is for showing Voucher Comments from legacy vouchers Enter Brief description of purchase and Purpose/Benefit for the voucher when finished. This will take you back to the Invoice Information panel. Voucher Create PO.doc - 2/16/2010 2:42 PM Page 2 of 6

3 STEP 5: Enter Invoice No. STEP 6: Enter Invoice Dates: Calc Basis Date Will bring up the Date Calculation Window In Date Calculation panel, enter the appropriate dates: Invoice Receipt Date = the date invoice was rec d by University personnel. Invoice Date = the date from the invoice, if none use rec d date. Goods Receipt Date and Acceptance Date = the date rec d from the receiving report (Both fields must be the same) on to return to the Invoice Information panel. STEP 7 Save to get a voucher ID. at bottom of Invoice Information Panel Processing will appear in the top right corner. You may receive a warning that is does not balance, but it will save correct amts later. Record the voucher number, which is located at the top of the screen. Voucher Create PO.doc - 2/16/2010 2:42 PM Page 3 of 6

4 STEP 8 Compare the Total amount on voucher to invoice. Change to match the invoice, if necessary. Under the Invoice (voucher) Lines section: DO NOT PUT IN THE SPEEDTYPE THE COST CENTER IS ALREADY THERE (If there are multiple Invoice Lines, then check each line for expense(s) being billed and delete if not needed.) A STEP 9: Check the Description to make sure you are on the matching invoice line. STEP 10: Check the Extended Amount. To change, if necessary (i.e., monthly service contracts): A - Dist. by needs to be Qty B - adjust Quantity to 1, at the bottom of the screen (the Extended Amount will recalculate.) Then, check Extended Amount to make sure it is correct. B If the Amount is still not correct, please contact Purchasing, Lydia Huber. Under the Distribution Lines section: (If there are multiple Distribution Lines, then check the first line for expense being billed and delete if not needed.) STEP 11: Check the following: Amount should have populated from Extended Amt. Account should have populated due to PO information. Cost Center should have populated due to PO information verify. Check Bud Ref; should have populated with Budget Reference as shown on Purchase Order. NOTE: For Project/Grants only, the Bud Ref field will be blank. ** Make sure that the Finalize Document (pink) and Undo Finalization (green) icons appear on the right side of the Invoice Line (If not, you need to check with Finance.) Voucher Create PO.doc - 2/16/2010 2:42 PM Page 4 of 6

5 Under the UHS Data Line tab: STEP 12: Check PCC Code. (Default is a 9 for purchase vouchers.) Under the Payments tab: STEP 13: Verify vendor address: Address: If necessary, click on to match the address on the invoice & on Invoice Information panel. STEP 14: Verify payment information: Bank. Account. Note: This remit to name and address must be the same as the remit to name and address on the actual invoice. Once the voucher balances: STEP 15: Save before Budget Checking. at the bottom of the Payments panel. Note: Read any warnings you may receive, make a note, and correct those items after voucher has saved. Record the voucher number, which is located at the top of the screen. Voucher Create PO.doc - 2/16/2010 2:42 PM Page 5 of 6

6 STEP 16: BUDGET CHECK A VOUCHER: ** on Invoice Information panel. Make sure that the Finalize Document (pink) and Undo Finalization (green) icons appear to the right of the Budget Check ( ) icon. (top right of panel) to budget check voucher Processing will appear in the top right corner. Now Valid appears in Budget Status. STEP 17: PREVIEW OR PRINT COVER SHEET: on Documents tab. Print Voucher Coversheet link Processing will appear in the top right corner. Voucher coversheet will appear in it s own window in PDF format. Check/Verify the voucher contents After printing, you may close the PDF window by clicking in the in the top right corner. STEP 18: DOCUMENT IMAGING: Scan backup documentation into PeopleSoft. Refer to the Document Imaging job aid for requirements: STEP 19: SUBMIT PO VOUCHER TO WORKFLOW: Refer to Voucher Workflow Job aid for requirements: NOTE: Do NOT change vendor payment terms (please be especially careful on payment tab). Voucher Create PO.doc - 2/16/2010 2:42 PM Page 6 of 6

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