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VP1 - CROSSWALK

VP1 Crosswalk. What is Crosswalk ?What has improved ?What resources are available ?. ? What is Crosswalk ? . ?CROSSWALK" is a software program which translates Purchasing information into accurate Accounting transactions!?VP1-Crosswalk" will automatically create transactions on the VP1 document

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VP1 - CROSSWALK

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    1. VP1 - CROSSWALK IMPROVED PAYMENT VOUCHERS!

    2. VP1 Crosswalk What is Crosswalk ? What has improved ? What resources are available ?

    3. ? What is Crosswalk ? “CROSSWALK” is a software program which translates Purchasing information into accurate Accounting transactions! “VP1-Crosswalk” will automatically create transactions on the VP1 documents!

    4. Requistion Items in PointPlus display Recommended Object Codes

    5. Commodity Code + First Account + Price per Item = Recommended Object Code

    6. ? What has improved ? VP1 Cover Sheet Sections more descriptive Section 2 includes quantities from the Purchase Order Section 3 creates transactions with accurate object codes

    7. VP1 – Cover Sheet displays a new section >> Select a Document or a new ACTION and press ENTER to continue.<< *DEFINE PURCHASE ORDER PAYMENT REQUEST - VP1 Year: 03 04 Command: VP1 Account: __________ Misc: _______________ Month: OCT ============================================================================== Status: -- COVER SHEET -- Document ID: ___________ Action: ___ Summary: Created: 10/07/03 ACBOB Category: Format: _____ Voucher Date: ______ Voucher Nbr: P.O.Nbr: __________ Type: Partial/Complete: _ Dep Req: _______________ Separate Check: _ Check Distribution: _ Goods/Service Received Begin: ______ End: ______ Invoice Receive Date: ______ Requested Pmt Date: ______ Requested Pmt Reason: _________________________ Vendor ID: ______________ Address: SECTIONS: _ 1. Voucher Description and Comments _ 2. Items Billed to be Paid _ 3. Transactions: _ 4. Define Codes (optional) Payment Due Date: Total of Invoice(s): Total Payment Amt: -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 10/07/03 09:28 AM --

    8. Section 1 is the same +-----------------------------------------------------------------------------+ | | | **** For Instructions on how to enter information press PF6 **** | | Comments to be printed on voucher description: Page 1 of | | ____________________________________________________ | | ____________________________________________________ | | Invoice information and comments to be printed on check stub: | | | | Comments Invoice Number Amount | | _________________________ _________________________ _______________ | | _________________________ _________________________ _______________ | | _________________________ _________________________ _______________ | | _________________________ _________________________ _______________ | | _________________________ _________________________ _______________ | | _________________________ _________________________ _______________ | | _________________________ _________________________ _______________ | | _________________________ _________________________ _______________ | | _________________________ _________________________ _______________ | | _________________________ _________________________ _______________ | | Total: 0.00 | | | | Send USAS: _ Reimbursable: Y Doc Type: 9 PCC Code: _ | | To page forward mark here + To page backward press PF4. | +-----------------------------------------------------------------------------+

    9. Section 2 is NEW +-----------------------------------------------------------------------------+ | >>Enter the Item quantity to be billed for this Purchase Order.>> | | | | Document ID: P0VP1952688 Purchase Order Nbr: 2003B01588 | | Voucher Nbr: | | | | Please select all of the items that will be paid for by this voucher by | | filling in the quantity billed for each item. | | | | Item Description Obj Qty.Outstanding Qty. Billed | | ---- ------------------------- ---- --------------- -------------- | | 1 PERVASIVE SQLV8 20 WIN C/ 1307 1.0000 ______________ | | 2 PERVASIVE SQLV8 WORKGROUP 1307 1.0000 ______________ | | 3 AE PCANYWHERE 10.5 H&R, P 1307 10.0000 ______________ | | 4 CR 9, PROFESSIONAL FULL P 1307 1.0000 ______________ | | 5 CRYSTAL REPORTS 9 PROFESS 1307 1.0000 ______________ | | 6 UPGRADE-V BACKUP EXEC NT/ 1307 1.0000 ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ------------------------ Press ENTER to continue --------------------- | | | +-----------------------------------------------------------------------------+

    10. Quantities based on the Purchase Order +-----------------------------------------------------------------------------+ | >>Enter the Item quantity to be billed for this Purchase Order.>> | | | | Document ID: P0VP1952688 Purchase Order Nbr: 2003B01588 | | Voucher Nbr: | | | | Please select all of the items that will be paid for by this voucher by | | filling in the quantity billed for each item. | | | | Item Description Obj Qty.Outstanding Qty. Billed | | ---- ------------------------- ---- --------------- -------------- | | 1 PERVASIVE SQLV8 20 WIN C/ 1307 1.0000 ______________ | | 2 PERVASIVE SQLV8 WORKGROUP 1307 1.0000 ______________ | | 3 AE PCANYWHERE 10.5 H&R, P 1307 10.0000 ______________ | | 4 CR 9, PROFESSIONAL FULL P 1307 1.0000 ______________ | | 5 CRYSTAL REPORTS 9 PROFESS 1307 1.0000 ______________ | | 6 UPGRADE-V BACKUP EXEC NT/ 1307 1.0000 ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ------------------------ Press ENTER to continue --------------------- | | | +-----------------------------------------------------------------------------+

    11. Enter Quantities Received +-----------------------------------------------------------------------------+ | The Items billed have been updated. Press ENTER to continue. | | | | Document ID: P0VP1952688 Purchase Order Nbr: 2003B01588 | | Voucher Nbr: | | | | Please select all of the items that will be paid for by this voucher by | | filling in the quantity billed for each item. | | | | Item Description Obj Qty.Outstanding Qty. Billed | | ---- ------------------------- ---- --------------- -------------- | | 1 PERVASIVE SQLV8 20 WIN C/ 1307 1.0000 1.0000 | | 2 PERVASIVE SQLV8 WORKGROUP 1307 1.0000 1.0000 | | 3 AE PCANYWHERE 10.5 H&R, P 1307 10.0000 8.0000 | | 4 CR 9, PROFESSIONAL FULL P 1307 1.0000 1.0000 | | 5 CRYSTAL REPORTS 9 PROFESS 1307 1.0000 ______________ | | 6 UPGRADE-V BACKUP EXEC NT/ 1307 1.0000 1.0000 | | ______________ | | ______________ | | ______________ | | ______________ | | ------------------------ Press ENTER to continue --------------------- | | | +-----------------------------------------------------------------------------+

    12. Section 3 – Quantities will generate transactions +-----------------------------------------------------------------------------+ | >>Enter any addition, updates or remove account number to delete an entry<< | | Action: ___ Begin at account: __________ Document ID: P0VP1952688 | | Begin at item: ____ | | Voucher Date: 080503 Voucher Nbr.: Entries: 6 | | | | Item Description Qty Billed Price/Item | | Account D/C Ty Obj Amount DTN Receive Beg/End | | Inv Recv Invoice Number Interest Flag/Reason Due Date | | --------------------------------------------------------------------------- | | N/A SHI/GOVERNMENT SOLUTIONS | | 2904109150 C EN 0200 3,347.00 _______ 080103 080103 + | | 080103 _________________________ _ __ 083103 | | #1 SHI/GOVERNMENT SOLUTIONS 1.0000 1761.00 | | 2904109150 D EX 1307 1,761.00 _______ 080103 080103 > | | 080103 _________________________ _ __ 083103 | | #2 SHI/GOVERNMENT SOLUTIONS 1.0000 25.00 | | 2904109150 D EX 1307 25.00 _______ 080103 080103 > | | 080103 _________________________ _ __ 083103 | | #3 SHI/GOVERNMENT SOLUTIONS 8.0000 82.00 | | 2904109150 D EX 1307 656.00 _______ 080103 080103 > | | 080103 _________________________ _ __ 083103 | | | +-----------------------------------------------------------------------------+

    13. Additional transactions may also be added +-----------------------------------------------------------------------------+ | >> Please enter an invoice number. << | | Action: ___ Begin at account: __________ Document ID: P0VP1952688 | | Begin at item: ____ | | Voucher Date: 080503 Voucher Nbr.: Entries: 6 | | | | Item Description Qty Billed Price/Item | | Account D/C Ty Obj Amount DTN Receive Beg/End | | Inv Recv Invoice Number Interest Flag/Reason Due Date | | --------------------------------------------------------------------------- | | #4 SHI/GOVERNMENT SOLUTIONS 1.0000 360.00 | | 2904109150 D EX 1307 360.00 _______ 080103 080103 > | | 080103 _________________________ _ __ 083103 | | #6 SHI/GOVERNMENT SOLUTIONS 1.0000 358.00 | | 2904109150 D EX 1307 358.00 _______ 080103 080103 > | | 080103 _________________________ _ __ 083103 | | N/A SHI/GOVERNMENT SOLUTIONS | | 2904109150 D EX 1314 10.00 _______ 080103 080103 + | | 080103 ABC2500 / FREIGHT________ _ __ 083103 | | | | __________ _ ____ __________________ _______ 080103 080103 + | | 080103 _________________________ _ __ | | | +-----------------------------------------------------------------------------+

    14. Section 4 is the same +-----------------------------------------------------------------------------+ | >> CODE SCHEME CH OF ACCT DOES NOT EXIST << | | Action: ___ DEPARTMENT CODES Section 04 of 04 | | ------------------------------------------------------------------------- | | Transaction Date: 080503 Month: ___ Start at Account: __________ | | Audit Codes? N | | ACCT NBR LEDGER DESCRIPTION TYPE AMOUNT D/C | | | | DTN TAG A TAG B COMMENTS | | 1 2904109150 SHI/GOVERNMENT SOLUTIONS_ EN 3,347.00 C | | 141 ___ 94200 _______ _________ ______________ | | _______ _ _ ________________________________________ + | | 2 2904109150 SHI/GOVERNMENT SOLUTIONS_ EX 1,761.00 D | | 141 ___ 94200 _______ _________ ______________ | | _______ _ _ ________________________________________ + | | 3 2904109150 SHI/GOVERNMENT SOLUTIONS_ EX 25.00 D | | 141 ___ 94200 _______ _________ ______________ | | _______ _ _ ________________________________________ + | | 4 2904109150 SHI/GOVERNMENT SOLUTIONS_ EX 656.00 D | | 141 ___ 94200 _______ _________ ______________ | | _______ _ _ ________________________________________ + | | | +-----------------------------------------------------------------------------+

    15. VP1 is ready to approve >> Select a Document or a new ACTION and press ENTER to continue.<< *DEFINE PURCHASE ORDER PAYMENT REQUEST - VP1 Year: 03 04 Command: VP1 Account: __________ Misc: 2003B01866_____ Month: OCT ============================================================================== Status: CREATED -- COVER SHEET -- Document ID: P0VP1937044 Action: ___ Summary: DELL DIRECT SALES LP Created: 10/07/03 by ACBOB – KIRK, JAMES T Category: Format: 01___ Voucher Date: 100703 Voucher Nbr: P.O.Nbr: 2003B01866 Type: 1 Partial/Complete: P Dep Req: 100-SERVERS____ Separate Check: _ Check Distribution: U Goods/Service Received Begin: 100103 End: 100603 Invoice Receive Date: 100603 Requested Pmt Date: ______ Requested Pmt Reason: _________________________ Vendor ID: 17426168047007 DELL DIRECT SALES LP Address: ONE DELLWAY ROUND ROCK , TX 78682000199 SECTIONS: X X 1. Voucher Description and Comments X X 2. Items Billed to be Paid X X 3. Transactions: 4 X X 4. Define Codes (optional) Payment Due Date: 110503 Total of Invoice(s): 3,827.00 Total Payment Amt: 3,827.00 **> FINAL INBOX SELECTION <** -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 10/07/03 09:38 AM --

    16. ? What resources are available ? PF6 Help for each VP1 screen Help on the web Other Assistance

    17. Press PF6 for on-line help Press PF6 for help in each section +-----------------------------------------------------------------------------+ | >> You have view only for this voucher and items. >> | | | | Document ID: P0VP1999997 Purchase Order Nbr: 2003135261 | | Voucher Nbr: L522419 | | | | Please select all of the items that will be paid for by this voucher by | | filling in the quantity billed for each item. | | | | Item Description Obj Qty.Outstanding Qty. Billed | | ---- ------------------------- ---- --------------- -------------- | | 1 TIRE GAUGES AND RELATED I 1836 48.0000 ______________ | | 2 TIRE GAUGES AND RELATED I 1836 25.0000 ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ------------------------ Press ENTER to continue --------------------- | | | +-----------------------------------------------------------------------------+

    18. A Help Screen will appear Press PF6 for help in each section +-----------------------------------------------------------------------------+ | >> You have view only for this voucher and items. >> | | | | Document ID: P0VP1999997 Purchase Order Nbr: 2003135261 | | Voucher Nbr: L522419 | | | | Please select all of the items that will be paid for by this voucher by | | filling in the quantity billed for each item. | | | | Item Description Obj Qty.Outstanding Qty. Billed | | ---- ------------------------- ---- --------------- -------------- | | 1 TIRE GAUGES AND RELATED I 1836 48.0000 ______________ | | 2 TIRE GAUGES AND RELATED I 1836 25.0000 ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ______________ | | ------------------------ Press ENTER to continue --------------------- | | | +-----------------------------------------------------------------------------+

    19. Help on the web Commodity Class Code information: https://utdirect.utexas.edu/acct/gen/crosswalk/index.WBX

    20. Enter a Commodity Code to view allowable object codes

    21. You may also CLICK on a commodity code list

    22. Allowable object codes are displayed per account & amount

    23. Help on the web PointPlus Help: https://utdirect.utexas.edu/pointplus/help/help_toc.html

    24. Other Resources Accounts Payable vp1-crosswalk@lists.cc.utexas.edu Office of Accounting Help Line 471-8802

    25. Other Resources

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