E-Billing Payment Vouchers (VP9) - PowerPoint PPT Presentation

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E-Billing Payment Vouchers (VP9)

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  1. E-Billing Payment Vouchers (VP9) Online Training

  2. Online Training Objectives: • What is the e-billing payment process? • How does VP9 routing work? • How are VP9 documents processed? • What other information is available?

  3. What is the e-billing payment process? • VP9 documents are designed to pay for supplies purchased on the Web from vendors set up with the University for e-billing, such as Office Depot, and other approved online vendors.

  4. What is the e-billing payment process? • VP9 documents generated as purchasing charges are received from the online vendors. • Departments should verify VP9 charges against their receipts and purchase dates. • VP9 documents may be updated with different accounts and object codes. • VP9 documents should be approved by the designated deadline. • Departments keep their receipts.

  5. How does VP9 routing work? • When an e-billing payment process is established, an account number is assigned for the charges. • When the VP9 documents are created, the creators are determined by the routing for those accounts. • Managers may set up special VP9 routing for these accounts. This is recommended, but not required. • Routing sequences are set up in the Electronic Office Management (EOM) application: https://utdirect.utexas.edu/ew

  6. How does VP9 routing work? • When VP9 documents are automatically created, they are assigned to a designated creator desk. • The creator desk must be linked to a view that contains the e-billing account and be authorized for VP9 with Update or Super status.

  7. How does VP9 routing work? • The first person on this desk will be the assigned creator and the VP9 documents will appear in their electronic inbox. Special Note: The first person on this desk must NOT be a substitute!

  8. How does VP9 routing work? • If special VP9 routing is set up, then the first desk in the routing sequence will be the designated creator desk and the first person on this desk will be the assigned creator. • If special VP9 routing is NOT set up, the Office Manager’s desk will be the designated creator desk and the first person on the Office Manager’s desk will be the assigned creator.

  9. To set up special routing, the creator must be designated with an asterisk (*), and the special VP9 desk must be in the first desk in the routing sequence. It must be a Normal desk. In this example, “VP9 Desk” is the desk name. This desk must also have update or super status for VP9and be linked to a view with the VP9 account.

  10. How are VP9 documents processed? • Go to the YB2 inbox for the creator. • Select the same desk/view of the creator. • Then you can travel to the VP9 document from the creator’s inbox!

  11. Mark the document you wish to view: Then press ENTER to see the document.

  12. Review each section of the document and make any changes needed.

  13. The voucher comments may be updated.

  14. The accounts and object codes may be updated if necessary.

  15. How are VP9 documents processed? • Accounts may be changed to other accounts within the same routing (master) view. • Object codes must be changed to reflect the items purchased. • Once items have been verified with the receipts, the VP9 documents should be approved before the deadline! • Departments should maintain permanent file of the receipts and documentation!

  16. What other information is available? • VP9 Online Instructions = Press the PF6 key • E-Billing Experts = Purchasing, 471-4266 • askUS • VP9 Routing Experts = User Services Helpline: 471-8802 or email: askUS@austin.utexas.edu

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