EXPRESS VOUCHER USER MANUAL
Contents
1. EXPRESS VOUCHER USER MANUAL Chapter 4 The Spectrum System Georgia State University PeopleSoft Financials Version 7 5 Bs INTRODUCTION vasito AAA A a 3 Ll USE OR THE XPRESS VOUCHER tratada 3 2 HOW TO ENTER AN EXPRESS VOUCHER eeeeeocecoccccccccccccccccccccececcccccccccccccccecccececececccececeeseesee 4 Da SELECTING YOUR PNB GROUP orior e N 4 22 CREATING AN EXPRESS V QUCHER lt a 5 PRAD Adding Express Voucher DIAL BOK scenici ienne aN A is 5 Dios DISCLAIMER MESSAGE ice 6 2 4 INVOICE HEADER PLANEE a 7 2 4 1 SOLECE VOUT VEN GOP tadas 7 2 4 2 TAVOICE TA CALC MOr MaN ON ertir aeee in 10 2 4 3 DVO CE Dat A eR 10 2 4 4 TVO e N ia 11 2 4 5 OTOS AOUT EE EE E E E TEETE NEO ENE UOI ER 11 2 4 6 Voucher INPC dada tiara ta iseada 11 2 4 7 Proreectianad Deparment T ls 12 2 4 8 RECOWEODA Praia tati 13 2 4 9 PD DUC DN atacada 13 ZAAO ALMEDES NON al aii 13 2AIL Specdchart Selecion AAA E ES 14 Ss COMMENTS PANEL TA B ria cts cc el a ca eee a cls ce ee ca eee ceca ee ace dea ee Guide 15 d BUDGET CHECK PROCESS zoan ias 16 Ale RUNNING THE BUDGET CHECK PROCESS sais 16 Date 08 02 07 Page 2 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 1 Introduction 1 1 Use of the Express Voucher The Express Voucher can be used to pay for supplies subscriptions memberships conference registration third party payments etc where you have an invoice or other documentation to verify the amount of the2. 0 00 USD Use pA 0 00 Date Sales 0 00 al Schedule Freight 0 00 Tspe a an Date 2 4 5 Gross Amount Enter invoice total amount of invoice in field shown below This must include all related charges freight taxes and other charges that will be paid with this invoice Terms NOV O kaross 30 Use 0 00 Date sales ey Schedule Freight 0 00 T e Date 2 4 6 Voucher Type Enter voucher type this a requirement for the transaction Workflow To view all vouchers types available hit the drop down button and then select by double clicking or highlighting and pressing enter Terms Now al Gross 0 00 USO Use ey 0 00 Date Sales 0 00 al Schedule Invoice TS nt ll El tae a Yad Yalues SA DAG Department Regular Department Special Project Regular Aule PAS Project Special Date 08 02 07 Page 11 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 2 4 7 Project and Department ID Depending on the type of voucher you have selected you will be required to enter a Project or Department ID If the user selects DRG Department Regular or DSP Department Special type the system will require that an Organization be assigned If the user selects PRJ or PRS the system will required that a project be assigned These are important fields as it will help determine Workflow requirements Terms NOW OQ aro
3. payment The Express Voucher is used to generate a payment for requisitioned items of less than 4 999 99 At Georgia State University the Express Voucher replaces the Non personal Services NPS form which was a manual process Date 08 02 07 Page 3 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 2 How to Enter an Express Voucher Each step in the online process of entering an express voucher will be described below Compare your screen to the ones shown in the example for each step 2 1 Selecting your panel Group Click on GO Administer Procurement Enter Voucher Information Enter Voucher Information Administer Procurement w Enter Voucher Information Date 08 02 07 Page 4 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 2 2 Creating an Express Voucher Click on Use Express Voucher Add ME ES Enter Voucher Information File Edit View Go Favorites MIE Process Inquire Report Help PO Voucher ch E Voucher i Express Youcher Invoice Information Adjustment Schedule Payment Update Display Journal Voucher a Record Payment 7 Peet ree gt ia ae Mate ing Complete Posted Youcher O ete Complete Unposted Voucher ene Template Information Error Correction Status Summary Selective Line Update i Comments b Selective Line Update Errors F Group Information a Update Stat
4. e date on which goods where received or date invoice was received whichever is later This is a required field Tes NOW a Pree 99 99 USO Use ey 0 00 Date 112102000 sales 0 00 ey Schedule h Freight 0 00 Tape Invoice 1103 00 4155 p Q i im IE Received 5 Jate 2 4 9 Distributed By This field will be defaulted to Amount Tab into the Distributed by field to select between Amount and Quantity Mstribute by 5peedChart a ld Reference Description Quantity UOM Unit Price sE E i E 2 4 10 Line Description Tab into the description field and enter payment description This could be an item goods services or a general description Tab into the quantity field and enter the amount Tab into the unit of measurements field and select by using the drop down button to see all valid values Y ou can select by double clicking your selected value or highlighting and pressing the enter key Distribute by 5peedChart Am E ld Reference Amount Item Description Quantity UOM Unit Price 39 39 l To delete a line you do not wish to use place your cursor in one of the fields in the line description and press the F8 function key or the Delete Row icon To insert a row place your cursor in one of the fields in the line item and press the F7 function key or press the Insert Row icon al INSERT ROW Icon same as F7 function key E DELETE ROW Icon same as F8
5. endor gt l l Add gt Tems Qfuross 0 00 uso use A Dae Sales 0 00 A Schedule invoice evened Qj 4 Distribute by SpeedChart Amt 1 A ld Reference A Amount Description Quantity UOM Unit Price l Amount Account Fund DeptiD Program Class Bdgt Pd 1 ProjiGrt GL Unit Exch Rate Quantity Suspense Asset Stat GSUFS a A fasors Il TE Inw oice Information Add E 2 4 1 Selecting your Vendor There are a four ways a Vendor can be selected e Enter Short Name in Name field The user will write vendor short name in name field and then tab to the next field If short name is correct Vendor information will appear in screen Name BAKER e Drop Down Button Will allow you to look at the first 300 Vendor in table Name BA Date 08 02 07 Page 7 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 e Select from Vendor Table Enter a couple of letters in Vendor name field and then double click for all possible options Yalid Yalues GSUFS DONNELLKO 001 DONNELL KOLLEEN 001 1 800 BATT 001 20THCENTUR 001 21NORTHMAI 001 XLCORPORA 001 34 PEACHTR 001 301 001 3COM CORPO 001 34 Peachtree Associates L P 3Cl 3com Corporation Date 08 02 07 Page 8 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 e Search for Vendor By selecting the flashlight icon
6. function key Date 08 02 07 Page 13 Georgia State University Chapter 4 The Spectrum System Entering an Express Voucher 2 4 11 Speedchart Selection In order for the system to allow you to select or enter a Speedchart you must click on the checkbox Amt bi B Amount ltem Description Quantity UOM Unit Price N a ann To select a Speedchart use the drop down box or enter a partial description and double click to get all available options A dialog box will appear see below Distribute by peedChart Yalid Values SetiD GSUFS S peedChart Kep lA Effective Date 11 10 2000 SeD SpeedChart Eff Date Descr GSUFS A1653 2000 06 01 GAA Global Infect Dis rit GSUFS 471654 2000 06 01 GAA Equip Tech Dey Ctr GSUFS 42024 1999 07 01 Third amp Long Workshop GSUFS 42025 2000 06 01 FRec Aquatics Fy 01 GSUFS A2026 2000 06 01 Rec Claszses PY 01 GSUFS 42027 2000 06 01 Rec Trips FY 01 GSUFS 42028 2000 06 01 Rec Comm Ed Fr 01 GSUFS 42029 2000 06 01 Rec Snow Sking Fr 01 GSUFS 42041 D00 06 07 Community Music Programs GSUFS 42044 2000 06 01 Model LN Prograrn GSUFS 42045 D00 06 07 Fall Semposium Co Mediation GSUFS 42054 0000 06 01 Ethical Decision Making GSUFS 42055 2000 06 01 4 Community Work 2000 amp Beyond of More matching enties were found than can be displayed After selecting your Speedchart all Chartfields combination fields except account will be populated see be
7. ired information has been completed you need to proceed with the Budget Checking Process To start this process you need to move to the Accounting Information panel tab Enter Voucher Information Use Express Youcher Miil ES File Edit View Go Favortes Use Process Inquire Report Help ev aja lex E Ga a ul Approvals and Matching Accounting Information Currency Template Information Status Summary Comments 4 Unit GSUFS Invoice 1105 00 4155 Vendor BARKER DISTRIBUTING COMPANY Voucher NEXT Date 11710 2000 ID 0000000823 Pay Group Accounting Instruction gt Woucher Processing Petty Cash A ipt Accounting Date in 1 10 2000 i Post Youcher Elly Lan hecelp Delete Voucher Accounting Template STANDARD JA Close Voucher Accounting Policy Hon Becoverable YAT y 4 Account At Gross r Prorate Non Recoverable VAT Youcher Proration Rules Budget Checking Y Sales Tax Late Charge Budget Check Not Chk d W Use Tax Disc Eam Lost M Freight Accounting Information Add 2 4 1 Running the Budget Check Process To run Budget Check the Voucher click on the Budget Check Button Budget Check Process E The Voucher successfully met Budget Checking Requirements Do you want the panel refreshed 9340 44 No Cancel Explain If the transaction meets Budget Check requirements a Dialog Box like this will appear Click o
8. low The account field is required and needs to be completed by the voucher creator Amount 1 99 55 Asset Stat Pro fGrt GL Unit Bdgt Pd a nd Dept Program Class Esch Rate Quantity Suspense a To select an account press F4 or enter a partial description and double click to get all available options A dialog box will appear see below If you press F4 you will only be able to see the first 300 valid values Cancel Search SetlD GSUFS Account 71 Acct Descr Type Motor Vehicle Exp Gasoline Oil Fluids Outside Repais svc vehicles Supplies and Materials Supplies Test Books amp Publications Supply Room Charges Office Supplies amp Materials Boise Cascade Office Supply Administrative Charge Postage Reimbursements Postage Freight Expr Mail Svc Cleaning Materials mm m m m m m m m m m miga Date 08 02 07 Page 14 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 3 Comments Panel Tab You may enter comments in your voucher You can do that by selecting the Comments Panel Tab This field is unlimited in both comment fields Voucher and Payment These comments will not be printed in any document or check that may be sent to the vendor Enter Voucher Information Use Express Youcher Date 08 02 07 Page 15 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 4 Budget Check Process Once all requ
9. n Yes to refresh the panel and validate the transaction Clicking on Yes will automatically save the transaction Date 08 02 07 Page 16 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 If Voucher Budget Check process was successful the Accounting Information panel should show a valid status see below Enter Voucher Information Use Express Youcher 11 10 2000 STANDARD Note If the process fails it will show Error instead of Valid You will need to review your Invoice Header Panel for possible errors in selected chartfields Date 08 02 07 Page 17
10. red fields Invoice date Invoice Number Gross Amount This should include all related charges Voucher Type Received Date Distributed By Description of payment concept Speedchart Enter Youcher Information Use Express Voucher Aa File Edt View Go Favyortes Use Process Inquire Report Help 88 81 X of El Eja SE EA v Invoice Information Schedule Payment Record Payment Approvals and Matching Accounting Information Currency Tei Mame BAKERDISTR 001 Lot 000001 gt BAKER DISTRIBUTING COMPANY 2351 Button Gwinnett Drive endor 0000000823 4 Addr 1 gt Doraville GA 20340 1549 F Terms NOW A eee G 0 00 Dae Sales 0 00 2 Schedule voice caved ajme 4 Distribute by O eeh al Amt 1 CN Id Reference Amount Item Description Quantity UOM Unit Price 0 00 A a aa oo Amount Account Fund DeptiD Program Class Bdgt Pd al _ Prof Grt GL Unit e SUE DAS Asset _ Stat _ jasurs H _ a Invoice Information Add oe 2 4 3 Invoice Date Enter Invoice date This date will be obtained from received invoices Terms Now Q aross 0 00 USD Use 9 6 00 E De T o _ E o o ES Date 08 02 07 Page 10 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 2 4 4 Invoice Number Enter invoice number in the field shown below Terms Now Q aros
11. ss 0 00 USD Use 0 0 00 Date 1121012000 sales 0 00 9 Schedule Freight 0 00 Invoice 1109 00 A155 y Fl H Received Date 1140577000 Terms NOW Q eros Us Use O pA 0 00 Date friiorzooo Sales 0 00 C chedule Freight 0 00 Invoice 1103 00 4155 2 EI H Received Date 1170572000 To select an Organization or a Project ID use the Drop Down Box or enter criteria and then double click in the selection If you decide to use the Drop Down Box the system will only allow you to see the first 300 items in the table Search Box looks like the one below for both the Organizations and Projects Valid Values E SetlD GSUFS Uk Project Grant lA e 5 h Project Grant Type Fo Seac SetID Prop Grt Froj Grant Descr GSUFS 41007 Project Sus Vill Pan Card Cabling Sparkes 1st Fl Ren Health CI Alum Hall Renow off heatre Phys Ed Bldg Recoat Roof A amp H Rep Heat Ex In Boilers Gen Cla Rep Chill Con Loop EH Replace Lab Fume Hoods GCE Rep Chill Con to Loop CBA Upgrade Elevator LS Rep Ext Walls Des Test NSC Ren of HVAC Controls EH Rep Two Air Hand Units Up Eley Fireman Level 2 Phe 7 More matching entries were found than can be displayed Date 08 02 07 Page 12 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 2 4 8 Received Date This field is used for entering th
12. tate University and payment has not been requested nor paid by any other source The Governor s Exec Order requires payment of Invoices within thirty 30 days of the later of the date of the Invoice receipt of goods or receipt of invoice Payment requests that do not meet this requirement must be accompanied by an explanation Fee for Service The services are essential and cannot be met in the time required by persons receiving salary support in the area the individual selected is the most qualified available for the nature and extent of the services required time and compensation constraints and the fee it appropriate for the qualitications of the individual and his her normal charges Registration Fee Payment This i the only Registration Fee payment request for this tem and a subsequent claim will not be filled 7 Date 08 02 07 Page 6 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 2 4 Invoice Header Panel After accepting the Disclaimer Message you will begin entering data for the transaction The first panel will be Invoice Header Enter Youcher Information Use Express Voucher Aa File Edt View Go Favorites Use Process Inquire Report Help 8 8 81 X TENE Ta 5 11 SE Aaa v Invoice Information Schedule Payment Record Payment Approvals and Matching Accounting Information Currency Tei gt Unit GSUFS Youcher MEST 1 Balance Name tor Y
13. the system will take you into a panel for Vendor search Enter Youcher Information Use Express Youcher A ES File Edit Yiew Go Favorites Use Process Inquire Report Help Cl B x Search Criteria 81 1181 El cu al aja Ele j jl Origin Add Yendor Manage Search Results Max Ro s o JELI q to 10 of 45 Name Baker City CP O O State ShortHame Pel Country usa Type Postal Class Search Results a Yendor ID Address Wendor Name OO00000s25 1 BAKER DISTRIBUTING COMPANY 00050181 1 Baker Latarsha D 7 000502372 1 BakerJoy Elizabeth eat Ei 000503095 1 Baker Jermiter M Ei 000505301 1 Baker Barbara Nash sl endo ea In order to do a search you need to enter some data or input into the name field Once the criteria have been established you should press the search button dog This will bring the Vendors that match your criteria into the bottom of the screen Review details by selecting the magnifying glass button next to the vendor you would like to select If the details match the vendor criteria press the select button green checkmark This will load vendor data into the Invoice Header Panel Tab You can proceed with the transaction data entry Date 08 02 07 Page 9 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 2 4 2 Invoice Header Information To complete this panel the user will need to fill requi
14. us EntryPeople Delete Control Group Post Control Group Openltem Update Budget Control Exceptions 2 2 1 Adding Express Voucher Dialog Box Add Express Voucher Business Unit GSUFS GSUFS a K Youcher ID NEXT Cancel You will see a dialogue box The Spectrum System default for Business Unit is GSUFS Georgia State University Financial System The other Business Units GSUAA and GSURF will be used less frequently and by those authorized to process transactions for the Athletic Association or the Research Foundation The Voucher ID is automatically assigned by the system Caution Do not change the value in this field Click OK to proceed Date 08 02 07 Page 5 The Spectrum System Georgia State University Entering an Express Voucher Chapter 4 2 3 Disclaimer Message To proceed entering the voucher you must read and accept the disclaimer message shown below Press OK when ready to continue entering the transaction Express Youcher Disclaimer By Submitting this Express oucher certity and affirm the following Non Personal Services Under criminal penalty of a felony for false statements subject to punishment by a fine of not more than 1 000 or by imprisonment for not less than one year nor more than tive or both the statements contained herein are true The described item s are for institutional purposes only reimbursement or payment has not been previously requested nor paid by Georgia S
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