Statewide Automated Accounting System

1. Statewide Automated Accounting System 5901 - PV Document Referencing Purchase OrderV3 Accounts Payable with PO Click to begin.

2. Introduction • Payment vouchers are required for all payables. • Payment vouchers require a purchase order for encumbered transactions previously entered.

3. Overview This presentation: • Describes online data entry procedures. • Gives instructions for entering individual documents. • Provides examples for entering individual documents.

4. Payment Voucher Data Entry Instructions PV Referencing Purchase Order

5. Payment Voucher Enter the following: • Action: S • Function: N • Document type • Agency number • Automated document number and press Enter Note: Payment Voucher entry begins on the Document Suspense File (SUSF).

6. Payment Voucher

7. Payment Voucher Enter the following: • Budget FY • Document Total • EFT-Flag – ‘C’ (PayMode payment) • HIPAA-Flag – N or Y • Vendor Code • Single Check Flag (OPTIONAL) • Privacy-Flag (N or Y) and Hit Enter Glossary

8. Payment Voucher Document

9. Payment Voucher Enter the following: • Line Number • Reference Code • Reference Agency • Reference Purchase Order Number • Reference Purchase Order Line • Reference Purchase Order Commodity Line Glossary

10. Payment Voucher Continue and Enter the following: • Vendor Invoice • Description • Dollar Amount • Press the ‘Home’ key • Type ‘Q’ in Function field and Hit Enter Note: System prompts ‘Ready for Approval.’ Glossary

11. Payment Voucher Document

12. Payment Voucher Document

13. SAAS Glossary • Vendor Code – The code of the vendor to be paid. • Single Check Flag – A code to indicate a single check per payment voucher entered. • Privacy-Flag – A code used to indicate the level of confidentiality give to name/address of payee, i.e. ‘Y’ = confidential and ‘N’ = non confidential. • Line Number – The sequential number representing the number of lines on the document.

14. Payment Voucher Have a Problem? MMRS Call Center Phone # (601) 359-1343MMRS Fax # (601) 359-6551 mash@dfa.ms.gov Revised 8/20/2009