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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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on line training objectives
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
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.
what is the procurement card process4
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.
how does vp7 routing work
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.
how does vp7 routing work6
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 --

slide7
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.

how are vp7 documents processed
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!
mark the document you wish to view
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.

review each section of the document and make any changes needed
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 --
the voucher comments may be updated
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. |
  • +-----------------------------------------------------------------------------+
the accounts may be updated if necessary the object codes must be updated
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 > |
  • | _ __________________ |
  • | / / + |
  • | _ __________________ |
  • | / / + |
  • +-----------------------------------------------------------------------------+
how are vp7 documents processed13
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!
what other information is available
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
thank you for viewing this presentation

Thank you for viewing this presentation.

For more information, contact:

User Services

Financial Information Systems

512-471-8802

oa.askme@austin.utexas.edu