Vouchers

Has check number _____ been cashed?

Go to Accounts Payable>Review Accounts Payable Info>Payments>Payment and search for the check number under the Reference field.  Go to the bottom of the screen and note the Payment Status and Reconciliation Status fields. If the check is cashed, the Payment Status field will be “paid” and the Reconciliation Status field will be “Recon.”

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Has my voucher been paid? If not, when will it be?

Navigate to: Accounts Payable > Review Accounts Payable Information > Vouchers > Voucher. Start on page 39 of the printed manual or page 43 of the PDF found here.

Another way to look this up is to go to Accounts Payable>Vouchers>Add/Update>Regular Entry and search for the voucher number. Click on the payments tab and look at the section called scheduled payment. The Payment Date field is the check date, and the Reference field is the check number.

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Avoid Duplicate Payments on VCPSs

Background: Requisitions for professional services under $3,000 are entered after the service is performed. After approvals are applied to the transaction, the system processes the VCPS and issues a check to the vendor.
Sometimes when the vendor invoice or Check Request Form is sent to the cluster to be imaged, the voucher specialist does not realize that it is a VCPS invoice just for imaging, so they enter it and it gets paid a second time.
How requisition preparers can help: To avoid paying your professional services provider twice, before sending the invoice to the cluster to be imaged, be sure to write on the Invoice or Check Request Form:
"VCPS - Do Not Enter - Submitted for Imaging Only"

Additional notes.
The system does recognize duplicate if the same invoice number is entered on the requisition and on the invoice.   If the same numbering is used the voucher specialist will get a duplicate warning or if the timing is the VCPS EDI document is created 2nd it will show in the Pre-Edit errors for the origin which the voucher specialist should be resolving.

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A voucher was denied by the approver because it needed a different remit to address. The voucher preparer fixed the transaction and resubmitted; however, the transaction appears to be stuck.

The only fields on a voucher that will cause it to reroute are the following: DeptID, PC BU, Amount or Gross Amount. A preparer can change the amount by a penny, save, then change back and save again to get it to re-route.

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