Voucher Entry Help

  Select Your Vendor Carefully  
Vendor ID: This is a numerical field.
Vendor Short Name: If you use this to search, use "contains" and just put a few letters in.
Name 1: This is the Vendor's long name. You can search with "contains" but only put a few letters in to get the best search.

  Correct Remit Address  
Check the payment tab to ensure that you have the correct remittance address. If not, notify addvendor@ufl.edu. You may still save the voucher, but once you know the correct remit address is in, go back and change the remit on the Payment tab. If you see no choices on the remit tab, unpost the voucher and then change the remit.

  Invoice Date  
Please ensure that this is the date on the invoice from the vendor. PeopleSoft uses this number to send payment to the vendor and it helps us identify any problem invoices and/or payments.

  Invoice Number  
The invoice number is critical so that the vendor can identify the payment. If you do not see an invoice number, call your vendor. In some cases, the account number can be used with a note as to what month is being paid (eg GRU). The field allows 30 characters of your choice.

  Invoices and Backup Documents  
Send invoices and backup documents only when they have a voucher number on them. Some have sent us documents when the transaction is in the requisition stage. Wait until you have a voucher number. The documents need to be sent to Purchasing and Disbursement Services as soon as possible. Checks are not sent out without the backup. Your backup documentation requirements have not changed.

  Employee Reimbursements  
Please remember that we need to know what was purchased and its purpose to the University.

  Why Do I Keep Getting Budget Problems with My E2E?  
Remember that when you are doing an E2E that all the lines in the entry will have a budget check. Even the line getting the expense reduction must have budget in it to receive the reduction. The related voucher field does not have to be filled out. Some are journaling some expenses which were recorded in the old system.

  What Happens When I Want to Pay Part of an Encumbrance?  
When you select your PO through the Worksheet Copy Option, be aware that you have the option to choose the lines you want to pay. When you pay a partial, you can choose the lines you want to pay and change the amount in the unit price field in the invoice line of the voucher. Click on the refresh button to update your page. Make sure the total in the tan-colored invoice box is the total payment. Do not change the "balance amount", PeopleSoft does that - so don't be concerned about that value.
 
Voucher Lines:

The total of the voucher lines must equal the total payment amount. The extended amount in each line (upper right of the LINE) must equal the Amount in the lower left chartfield distribution.
 
You may pay several invoices off of one purchase order. When you are finished with a PO and have made all the payments you plan to make from it, please "finalize the document" by pushing the pink button, click OK, then save and budget check to release the balance back to budget.

  What Vendor Terms Do I Use for a Wired Payment?  
When inputting a voucher for an expenditure where the payment will be wired, make sure the vendor terms are set to 30 Days. This will have no bearing on the wire. The wire will still be performed by Accounting Controls once the proper paperwork is received. But PeopleSoft is creating checks before the information can be input setting the voucher to a payment classification of wire.

  Where Can I Get Further Help with Vouchers?  
First, look at your course material and review the instruction guides on the Bridges web site.
 

Purchasing and Disbursement Services: 392-1241