FAQ - Accounts Payable and Purchasing
- How can a voucher for one distribution be entered when the PO has multiple distributions?
- When creating a reversal voucher, what should go in the Invoice Number field?
- Why must non-PO vouchers be budget checked?
- My voucher has not been posted. What's wrong?
- I've requested a new vendor. How do I know if it has been approved?
- How is void check processing handled?
- How are credits handled so that they are assigned to the correct bookstore (one vendor, multiple bookstores)?
- Who verifies the ChartFields on vouchers?
- How is it possible to tell if an adjustment voucher has been entered?
- How is an invoice that is spread over multiple fiscal years handled (i.e. some payments for the invoice are in one fiscal year, and some payments are in another)?
1. How can a voucher for one distribution be entered when the PO has multiple distributions?
Use the Copy PO option and all the distribution lines from the Purchase Order will copy to the voucher.
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2. When creating a reversal voucher, what should go in the Invoice Number field?
It is recommended to use the invoice number followed by a dash and the word "Reverse."
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3. Why must non-PO vouchers be budget checked?
We are using Commitment Control, and all vouchers must be budget checked.
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4. My voucher has not been posted. What's wrong?
Most likely the system process that posts the vouchers has not run yet.
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5. I've requested a new vendor. How do I know if it has been approved?
You can do a vendor search for your vendor and check the Vendor Identifying Information page for the status. Alternatively, you can ask the person in charge of Vendor Creation on your campus.
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6. How is void check processing handled?
See pages 41-43 of the Accounts Payable Manual for a detailed look at this process.
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7. How are credits handled so that they are assigned to the correct bookstore (one vendor, multiple bookstores)?
The system will automatically apply credit vouchers during the Pay Cycle process. The system applies credits from greatest to smallest. If credits exceed debits, the system issues a zero-amount check and, on the check advice, identifies the debit vouchers applied against the credit. The system reschedules any unapplied credit for the next pay cycle. Debit and credit vouchers must have the same:
- Transaction Currency
- Pay-to-Bank
- Remit-to-Vendor
- Payment Method
- Payment Handling
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8. Who verifies the ChartFields on vouchers?
The system will run an automatic process called ChartField Combo Editing to verify ChartField data. There will also be a daily report called the Voucher List Report that will be available to the Accounts Payable people under the University of Maine option in the Portal menu. You will be able to run this report at any time - there is no need to wait for system processes to run overnight.
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9. How is it possible to tell if an adjustment voucher has been entered?
Perform a Voucher Lookup and search for Adjustment Vouchers. Narrow your search by entering as many fields as possible.
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Create a separate Voucher for each fiscal year. The Accounting Date is the field that must be changed to create a voucher for an upcoming fiscal year.
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June 30, 2005