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Electronic Procard Vouchers (VP7)

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?.

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Electronic Procard Vouchers (VP7)

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  1. Electronic Procard Vouchers (VP7) Online Training

  2. 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?

  3. What is the procurement card process? • Procurement Cards (Procards) are issued through Purchasing. • VP7 documents are automatically created after Procards are charged. • Departments are notified with a deadline.

  4. 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.

  5. 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.

  6. How does VP7 routing work? • If no special routing is set up, then VP7 documents are automatically created by the first person on the Office Manager’s Desk. +-------------------------------------------------------------------------+ 2| >> ALL DESK DESCRIPTION DISPLAYED, PLEASE ENTER NEXT REQUEST << | T| E L E C T R O N I C D E S K S | =| +--------------------------------------------------------------+| Action Des | >>> Your desk specifications were updated <<< || v ACC | <= Desk Name: ACCOUNTING Desk owned by: ACCOUNTING || _ DAV | Description: DEFAULT DESK OF THE OFFICE MANAGER______ || _ PR3 | Number of Assignees: 4 || | View/Select Assignees from a List: _ || | List of the Desk Assignees: Page: 1 || | -------------------------------------------------------- || | _ ACJTK JAMES T KIRK _ ACRB_ RHONDA BOATASHOR || | _ ACRMW MARSHALL DILLON _ ACOF_ ANN E OAKLEY || | _ _____ _ _____ || | _ _____ _ _____ || | _ _____ _ _____ || | _ _____ _ _____ || | _ _____ _ _____ || | _ _____ _ _____ || | _ _____ _ _____ || | _ _____ _ _____ |+----------- +--------------------------------------------------------------+- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 10/17/07 11:28 AM --

  7. To set up special routing, the creator must be designated with an asterisk (*), and the special desk must be in the first desk position. +-------------------------------------------------------------------------+ | >> Your routing sequences have been updated << | | D E P A R T M E N T A L R O U T I N G | | | | Master View: EXAMPLE Title: ROUTING FOR PROCARD DOCUMENTS | | Office: ACCOUNTING Office Manager: JAMES T KIRK | | | | List routing sequences from Form: ___ and Creator: __________ | | | | FORM/ CREATOR DESKS IN ROUTING SEQUENCE | | NAME STATUS | | ------ ---------- -------------------------------------------------- | | *__ *_________ __________ __________ __________ __________ SIGNER | | _ _ _ _ | | VP7 *_________ VP7_DESK__ __________ __________ __________ SIGNER | | _ _ _ _ | | ___ __________ __________ __________ __________ __________ | | _ _ _ _ | +-------------------------------------------------------------------------+ The special desk must also have update or super status for VP7and be linked to a view with the VP7 account. In this example, the first person on the VP7 will be the assigned creator.

  8. 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!

  9. Mark the document you wish to view: • >> Electronic documents awaiting review for CHTKM << • *DEFINE DOCUMENT IN-BOX: DOCUMENT LISTING - YB2 Year: 07 08 • 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 • * T0PBO948375 ACMMM ELECTRON MULTIPLER 12/14/2007 N • _ T0VP2555923 ACMMM DOCUMENT IN PROGRESS 12/14/2007 C • _ T0VP2555179 ACMMM DOCUMENT IN PROGRESS 12/14/2007 C • _ T0VP7555133 ACMMM Procard payment - George Jungle 12/14/2007 C • _ T0VP7555132 ACMMM Procard payment - George Jungle 12/14/2007 C • _ T0VP7555275 ACMMM Procard payment - Eduardo Cigar 12/14/2007 C • _T0VP7555274 ACMMM Procard payment - Eduardo Cigar 12/14/2007 C • _ T0VP7555199 ACMMM Procard payment – Brandy Alexander 12/14/2007 C • XT0VP7555108 ACMMM Procard payment – Brandy Alexander 12/14/2007 C • _ T0VP9555155 ACMMM VWR SCIENTIFIC - Order: 55556890 12/14/2007 C • _ T0VP9555154 ACMMM VWR SCIENTIFIC - Order: 55550611 12/14/2007 C • _T0VP9555150 ACMMM VWR SCIENTIFIC - Order: 55553817 12/14/2007 C • _ T0VP9555143 ACMMM VWR SCIENTIFIC - Order: 55553605 12/14/2007 C • _ T0VP9555142 ACMMM VWR SCIENTIFIC - Order: 55551240 12/14/2007 C • _ T0VP9555139 ACMMM VWR SCIENTIFIC - Order: 55553981 12/14/2007 C • -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 12/21/07 8:48 AM -- Then press ENTER to see the document.

  10. 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: 07 08 • Command: VP7 Account: __________ Misc: _______________ Month: DEC • ============================================================================== • Status: CREATED -- COVER SHEET -- Document ID: T0VP7555108 • Action: ___ Summary: JP MORGAN CHASE BANK NA • Created: 12/14/07 by ACMMM – MOUSE, MICKEY Category: • Template: • Format: 01___ Voucher Date: 121407 Voucher Nbr: • Separate Check: Check Distribution: U • Default Service Dates Begin: 110607 End: 120507 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 ------ 12/21/07 08:28 AM --

  11. 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. | • +-----------------------------------------------------------------------------+

  12. The accounts may be updated if necessary. The object codes must be updated. • +-----------------------------------------------------------------------------+ • | >> Final page of voucher items << | • | Action: ___ Begin at Acct: __________ Document ID: T0VP7555108 | • | Voucher Date: 12/14/07 | • | Voucher Nbr.: Entries: 6 | • | | • | ACCOUNT D/C TYPE OBJ AMOUNT REFERENCE NBR | • | => 3055555050 D EX 1000 220.00 55417555555555534024354 | • | 11/29/07 A A P S 703-2432800,VA > | • | => 3055555050 D EX 1000 63.00 05445555555555529718990 | • | 11/28/07 FEDEX KINKO'S #0122 AUSTIN,TX > | • | => 3055555050 D EX 1000 126.00 05444555555555529718818 | • | 11/28/07 FEDEX KINKO'S #0122 AUSTIN,TX > | • | => 3055555050 D EX 1000 133.59 55548555555555562463127 | • | 11/27/07 WOLF CAMERA #1624 AUSTIN,TX > | • | => 9999999999 D EX 1000 89.31 05444555555555580207933 | • | 11/19/07 SOLUTIONS4SURE.COM DELRAY BEACH,FL > | • | => 9999999999 D EX 1000 24.00 55480555555555552903873 | • | 11/20/07 MYFONTS.COM C/OBITSTRE 6174976222,MA > | • | _ __________________ | • | / / + | • | _ __________________ | • | / / + | • +-----------------------------------------------------------------------------+

  13. How are VP7 documents processed? • Accounts may be changed to other accounts (within the same 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!

  14. What other information is available? • VP7 Online Instructions = Press the PF6 key • Procard Experts = Purchasing, 471-4266 • VP7 Routing Experts = Office of Accounting Helpline, 471-8802

  15. Thank you for viewing this presentation. For more information, contact: User Services Financial Information Systems 512-471-8802 oa.askme@austin.utexas.edu

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