Access the Financial Production database: NAVIGATION / PATH INSTRUCTIONS

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Access the Financial Production database: https://my.uh.edu/psp/paprd/?cmd=login&languageCd=ENG& Or, See the SignOn Financial Production job aid.

NAVIGATION / PATH

From the Menu select:

X Accounts Payable X Vouchers

X Entry

X Regular Entry

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 _if needed again.

INSTRUCTIONS

STEP 1: Under the Add a New Value tab:

¾Click

only.

LEAVE THE DEFAULTS:

Business Unit: 00765 Voucher ID: NEXT (should always be NEXT)

Voucher Style: Regular Voucher (should always be Regular Voucher.)

Be sure to add to “Favorites”! Remember to use

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Under the Invoice Information tab:

STEP 2: Enter PO information in the Copy

from a Source Document section. ¾PO Unit (00765).

¾Purchase Order number - Requires leading 0s; - can click on _{to look up.}

¾Click on Copy PO to bring in all PO data. ¾Make sure that the Finalize Document

(pink) and Undo Finalization (green) icons appear to the right of the Budget Check ( _{) icon.}(top right of panel) (If not, you need to check with Finance.)

STEP 3: Verify Vendor Information, including

address.

¾If needed Click on next to Address to select the correct address for the vendor.

STEP 4: Insert Description and

Purpose/Benefit:

¾Comments: Click to enter Description and P/B

¾Enter Brief description of purchase and Purpose/Benefit for the voucher

¾Click _{when finished}.

This is for showing Voucher Comments from legacy

vouchers

**

Note: Remit to address is located on

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STEP 5: Enter Invoice No.

STEP 6: Enter Invoice Dates:

¾Click Calc Basis Date

Will bring up the Date Calculation Window

In Date Calculation panel, enter the appropriate dates:

¾Invoice Receipt Date = the date invoice was rec’d by University personnel.

¾Invoice Date = the date from the invoice, if none use rec’d date.

¾Goods Receipt Date and Acceptance Date = the date rec’d from the receiving report (Both fields must be the same)

¾Click on to return to the Invoice Information panel.

STEP 7 Save to get a voucher ID.

¾Click _{at bottom of Invoice} Information Panel

Processing will appear in the top right corner.

¾You may receive a warning that is does not balance, but it will save—correct amts later.

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STEP 8 Compare the Total amount on voucher to invoice.

¾Change to match the invoice, if necessary.

Under the Invoice (voucher) Lines section:

(If there are multiple Invoice Lines, then check each line for expense(s) being billed and delete if not needed.)

STEP 9: Check the Description to make sure you

are on the matching invoice line.

STEP 10: Check the Extended Amount.

¾To change, if necessary (i.e., monthly service contracts):

A - Dist. by needs to be “Qty” B - adjust Quantity to “1”,

¾Click at the bottom of the screen (the Extended Amount will re-calculate.)

¾Then, check Extended Amount to make sure it is correct.

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:

¾Amount should have populated from Extended Amt.

¾Account should have populated due to PO information.

¾Cost Center should have populated due to PO information—verify.

¾Check Bud Ref; should have populated with Budget Reference as shown on Purchase Order.

¾Make sure that the Finalize Document (pink) and Undo Finalization (green) icons

NOTE: For Project/Grants only, the Bud Ref field will be blank.

DO NOT PUT IN THE SPEEDTYPE—T

HE

C

OST

C

ENTER

IS ALREADY THERE

**

B A

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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:

¾Address: If necessary, click on to match the address on the invoice & on Invoice Information panel.

STEP 14: Verify payment information:

¾Bank. ¾Account.

Once the voucher balances:

STEP 15: Save before Budget Checking

.

¾Click _{at the bottom of the} Payments panel.

¾Record the voucher number, which is located at the top of the screen.

Note: Read any warnings you may receive, make a note, and correct those items after

voucher has saved.

Note: This remit to

name and address

must be the same

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STEP 16: BUDGET CHECK A VOUCHER: ¾Click on Invoice Information panel. ¾Make sure that the Finalize Document

(pink) and Undo Finalization (green) icons appear to the right of the Budget Check ( _{) icon.}(top right of panel)

¾Click 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:

¾Click on Documents tab.

¾Click Print Voucher Coversheet link

Processing will appear in the top right corner.

Voucher coversheet will appear in it’s own window in PDF format.

¾Check/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:

http://www.uhv.edu/peoplesoft/pdf/Vouchers/Document%20Imaging%20Attaching%20Documents.pdf

STEP 19: SUBMIT PO VOUCHER TO WORKFLOW:

Refer to Voucher Workflow Job aid for requirements:

http://www.uhv.edu/peoplesoft/pdf/Vouchers/Voucher%20Workflow.pdf