1. Vouchers input by Purchasing and Disbursement Services - In a decentralized environment, campus departments are responsible for the input of all vouchers to pay vendors. Some vouchers will need to be created centrally by Purchasing and Disbursement Services as follows:

   1. A payment to AVIS Rental Cars for ACTO's issued.
   2. E2E's to correct travel related prepaid items.
   3. Reversal vouchers - Once a voucher posts it can not be deleted, a reversal voucher must be input to offset the original voucher. This process will be coordinated through the department that input the original voucher.
   4. Payroll vendor vouchers.

   A block has been placed on account codes in MyUFL to prevent the use of non-expense or non-revenue account codes. If a non-expense or non-revenue account code is needed, contact Purchasing and Disbursement Services to change an account code in a voucher.

2. Deletion of vouchers - If errors are discovered in a voucher and the voucher needs to be deleted, the voucher can be deleted by departmental personnel but only on the same day as originally input. To delete a voucher, navigate to:

   Accounts Payable -> Vouchers -> Maintenance -> Voucher Delete

   Input the voucher number, click on search, and then click delete.

3. Unposting of vouchers - If errors are discovered in a voucher and the errors need to be fixed, departmental personnel will only have access to change voucher information on the same day as originally input. Once a nightly batch process has run, the voucher will post and changes can no longer be made by a department. Contact Purchasing and Disbursement Services to unpost the voucher. Once unposted, the department must make the needed changes on the same day as the unposting.

4. Voucher errors - Errors in the inputting of a voucher will force a voucher into an entry status of recycled, create a match exception, or create a budget error. A voucher in error will not proceed further into the payment process until these errors are resolved. Purchasing and Disbursement Services run daily queries of these types of vouchers in an attempt to correct errors in a timely and efficient manner.

   1. Recycled vouchers - Recycled vouchers are created by MyUFL for the following errors:
      1. Invalid Chartfield - input of an invalid chartfield string.
      2. Out of balance - invoice lines on the voucher are not in balance with the total amount entered.
      3. Duplicate invoice number - a previously entered voucher contains the same invoice number for the same vendor.
      4. Cost Accounting Standards violations.

      The department that input the voucher will be contacted for information on the above errors and the voucher will be corrected.

   2. Match exceptions - Match exceptions are created by MyUFL for the following errors when the voucher does not agree with the established purchase order:

      1. Voucher vendor does not match PO vendor:
         1. Address difference - this exception will be overridden allowing the voucher to proceed.
         2. Vendor difference - the department will be contacted. If the department intended to change the vendor, the exception will be overridden.
             

      2. Voucher payment terms do not match PO terms - the department will be contacted for a determination of why terms were altered. If legitimate, the exception will be overridden.

      3. Life to date invoiced amount for PO is greater than the total PO amount:

         1. For an outside vendor - the department will be contacted to determine the proper amount due to the vendor. If legitimate, the exception will be overridden. If overridden, the PO will be closed and no further payments can be made against that PO to the vendor.
         2. For an internal vendor - the voucher will be deleted. This will allow the PO to be increased and the selling department to re-voucher the transaction. The selling department will be notified of all deleted vouchers.

         An instructional guide for match exceptions can be found at the following website:

         hr.ufl.edu/training/myUFL/instructionguides/CheckingVouchersForErrorsAndMatchExceptions.pdf

   3. Budget errors - Budget errors are created in MyUFL when there is insufficient available budget to cover the total amount vouchered. Departments will be contacted to assist in handling all budget errors.

      MyUFL possesses the functionality to notify departmental personnel of budget errors. An instructional guide that will aid in the establishment of the required preferences to activate this feature can be found at the following website:

      hr.ufl.edu/training/myUFL/instructionguides/KK_MSS%20Notify%20Preferences.pdf