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AP2 Invoice Processing

Student Guide
Table of Contents

AP2 - Course Overview ...................................................................................................................................1-1


AP2 - Course Overview.................................................................................................................................1-2
Vendors.............................................................................................................................................................2-1
Vendors .........................................................................................................................................................2-2
Vendors - Finding Vendors .......................................................................................................................2-8
Vendors - Entering Basic Information.......................................................................................................2-13
Processing Invoices ..........................................................................................................................................3-1
Processing Invoices .......................................................................................................................................3-2
Invoices - Finding Invoices .......................................................................................................................3-7
Invoices - Reviewing Invoices...................................................................................................................3-10
Invoices - Matching Invoices to Purchase Orders .....................................................................................3-15
Invoices - Entering Invoices Not Matched to Purchase Orders .................................................................3-25
Invoices - QuickMatch ..............................................................................................................................3-33
Processing Invoices - Credit Memos .............................................................................................................3-39
Credit Memos ............................................................................................................................................3-40
Matching a credit memo using the PO match as a non-price correction....................................................3-41
Matching a Credit Memo as a Price Correction Using the PO Match .......................................................3-45
Matching a Credit Memo Using the Invoice Match and a Non-Price Correction......................................3-47
Manually Distributing the Credit Memo Using the Purchase Order Match...............................................3-50
Processing Invoices - Summary.....................................................................................................................3-53
Processing Payment Vouchers........................................................................................................................4-1
Processing Payment Vouchers.......................................................................................................................4-2
Payment Vouchers.........................................................................................................................................4-3
Payment Vouchers - Creating ....................................................................................................................4-7
Lab 1: Payment Vouchers - Prepayment ...................................................................................................4-20
Lab 1 Solution: Payment Vouchers - Prepayment .....................................................................................4-21
Lab 2: Payment Vouchers - Short Text Attachment ..................................................................................4-23
Lab 2 Solution: Payment Vouchers - Short Text Attachment...................................................................4-24
Payment Vouchers - Review and Resubmission ...........................................................................................4-27
Payment Vouchers - Resubmitting to Accounts Payable...........................................................................4-28
Payment Vouchers - Summary ......................................................................................................................4-31
Problem Invoice Resolution ............................................................................................................................5-1
Problem Invoice Resolution ..........................................................................................................................5-2
Invoices - Running Invoice on Hold Report ..............................................................................................5-5
Invoices - Releasing or Placing Invoice Holds ..........................................................................................5-11
Invoices - Canceling Invoices....................................................................................................................5-18
Problem Invoice Resolution - Summary........................................................................................................5-24
IS Folders .........................................................................................................................................................6-1
IS Folders.......................................................................................................................................................6-2
Opening and Saving a Folder Definition ...................................................................................................6-4
Querying Records in a Folder....................................................................................................................6-6
Recovering the Original Default Folder Definition ...................................................................................6-9
Deleting a Folder Definition ......................................................................................................................6-11
Exporting Information from Folders..........................................................................................................6-12
Folders - Summary ........................................................................................................................................6-16
Working with Pre-Defined Reports (PDR)....................................................................................................7-1
Overview .......................................................................................................................................................7-2
Discoverer - Logging in.............................................................................................................................7-7
Discoverer - Opening a Pre-Defined Report..............................................................................................7-9

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AP2 Invoice Processing Table of Contents


i
User Responsibility Acknowledgement and Agreement...............................................................................8-1
User Responsibility Acknowledgement and Agreement ...............................................................................8-2

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AP2 Invoice Processing Table of Contents


ii
AP2 - Course Overview
Chapter 1

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AP2 - Course Overview


Chapter 1 - Page 1
AP2 - Course Overview
Responsibilities
Having been assigned the IS responsibility listed below, you are required to attend this workshop
AP2-Invoice Processing.

This course is for the following responsibilities:

• AP Invoice Processor

Performance Objectives for AP2


At the end of this workshop, you should know the following:

• how to look for existing vendors and add new vendors to the IS vendor file

• how to research invoice information

• how to enter and change vendor invoices

• how to process credit memos from Vendors

• how payment vouchers are initiated and submitted

• how to process payment vouchers

• how to resolve problem invoices, including placing and releasing holds

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AP2 - Course Overview


Chapter 1 - Page 2
AP2 - Course Overview
Additional Assistance and Learning Resources
If you cannot perform any of the above activities, or if you are not confident in your
understanding of the processes covered in the workshop, you can get assistance from the
following resources:

• documentation and reference materials on the Integrated System web site

• help sessions that will be offered both before and after Go Live

• Subject Matter Experts (SME)

• Help Desk

• Quick Reference Guide

Information about how to access each of these help resources will be found at
www.virginia.edu/integratedsystem on the "How Do I...?" web page.

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AP2 - Course Overview


Chapter 1 - Page 3
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AP2 - Course Overview


Chapter 1 - Page 4
Vendors
Chapter 2

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Vendors
Chapter 2 - Page 1
Vendors
Section Objectives

At the end of this section, you should be able to:

• Discuss the basic concepts of vendors within IS Purchasing and Payables.

• Add a new vendor to the IS vendor file.

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Vendors
In IS, every vendor or individual receiving a non-payroll check must be listed in the vendor file.
This includes vendors, employees, students, human subjects, student groups, etc. A tax
identification number or social security number is mandatory.

Add vendors using the Vendor Add form in IS to record information about individuals and
companies from whom you purchase goods and services.

• Required vendor information includes vendor name, tax identification number or social
security number, and site information for the vendor's addresses. Vendor name and tax
ID's cannot be duplicated and must be unique.

• When you enter a vendor that does business from multiple locations, you enter vendor
information such as vendor name, and tax identification number only once, and you
enter supplier sites for each location.

• Foreign vendors might not have tax identification numbers or social security numbers.
If that is the case you must put the word "Foreign" followed by the vendor name in the
tax ID field, such as "Foreign French Institute of Technology".

• Most other vendor information (such as payment terms) automatically defaults to all
sites.

• You may add vendors to IS, but you cannot change existing vendor file information.
Once you have added a vendor and click "save" you cannot make additional changes.
All vendor file changes must be handled by Procurement Services. Any changes you
wish to make to information in the vendor file must be made by using the vendor
change form in the UVA forms directory and submitting it to Procurement Services.

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Chapter 2 - Page 3
Vendors

Integrating with Payables

Shared information

Vendor
Tax information
Payment terms
Invoicing
IS IS
Purchasing Payables

Two IS financial applications use the Supplier windows: IS Payables and IS Purchasing. Vendor
information is shared among these modules.

To enter a purchase order, IS Purchasing needs at least one purchasing site. IS Purchasing uses
vendor and vendor site information to enter default values such as freight terms and shipment
method for all of the vendor’s purchase orders.

The Vendor File/1099 Coordinator maintains vendor information. This person cannot also
process invoices or issue vendor payments.

Vendors must be in the vendor file before they are used in the IS for requisition, Limited
Purchase Orders, Purchase Orders, or Payment Vouchers. Invoices for new vendors added by
departments will remain on payment hold until the AP Vendor File/1099 Coordinator ensures all
vendor information is received and valid, and removes the payment hold.

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Vendors
Tracing the Flow of Default Values

Financials

Payables

Supplier

Supplier site

Invoice

Invoice distribution line Invoice payment schedule line

IS Payables contains a hierarchy of options and defaults to expedite and control data entry.
Options and defaults set at one level automatically cascade down to all lower levels in the
hierarchy. Although you need to define these options and defaults only once, you can update
them at any time to change controls and defaults for future transactions. You can override
options and defaults at lower levels in the hierarchy.

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Vendors
Adding Vendors and Vendor Sites

Vendor

Tokyo Paris New York

Purchasing site Purchasing site Pay site


pay site

Contacts Contacts Contacts

• For every vendor, an unlimited number of sites with different addresses and contacts
can be created. For example, for a single vendor, you can buy from several different
sites and have the payments sent to only one site.

• You can designate vendor sites as one of the following types:


− Pay Site: You can only enter an invoice or a payment voucher for a vendor site that
is designated as Pay Site.
− Purchasing Site: You can only create purchase orders in a Purchasing Site.

• For every vendor site, you can enter contact information (name, address, and telephone
number) specific to that site. If you have an e-mail address, you should use the field to
enter this information.

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Vendors
Avoiding Duplicate Vendors
Before adding a new vendor to the vendor file, verify that the vendor does not already exist in
the system. This verification eliminates the possibility of having duplicate vendors and invoices
in the system and improves the system performance. You can check whether a vendor is in IS
already by searching for the vendor name or tax identification number.

Employees and Students in the Vendor File


You do not need to individually add employees or students to the vendor file. There is a
conversion and on going interface with the Human Resources System to automatically add all
employees as vendors. Another interface is used to automatically add all students. Look for the
"HR" or "ISIS" prefix in the vendor ID number field to distinguish between traditional vendors
and employees or students.

Your IS responsibility may give you access to personal information about employees and
students. It is critical that you only use or review information that is necessary for you to do
your job. Students are protected by a federal law that prohibits the University and its employees
from sharing any student information with any outside parties. Many students have chosen to
include a privacy flag on their records to designate that they do not wish to have their personal
information shared with anyone. The descriptive flexfield in the vendor record of such students
is marked with a "Y" to designate the additional level of protection we are required to provide.
You must not provide this information to anyone.

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Vendors - Finding Vendors
Find Vendors
IS Payables/Purchasing
N → Vendor Adds
Suppliers

1. Select View → Find from the menu.

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2. Click on the [OK] button.

3. Enter search criteria as desired, to narrow your search and click on the Find button.

• Use wildcard character (%) when appropriate.

IS Payables displays all vendors that match your criteria.

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4. Select the vendor, if there is more than one based on your search criteria, and click on the
[OK] button.

5. Click on the [Sites] button to open the Supplier Sites window and view the vendor's site
information.

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6. Using your arrow keys on your keyboard, you can scroll down to see any additional sites.

7. If the vendor is a student, and the student has chosen to have a privacy flag placed on their
records, you will see a "Y" in the descriptive flexfield under the Tax Registration Number
(Suppliers window).

Click on the field to see the information contained in the flexfield.

8. Click on the [OK] button.

9. If your search retrieved no records, you can enter a new vendor.

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Vendors
Adding Vendors
Both PO Requesters and PO Purchasers have the authority to add vendors. As soon as a vendor
is added to the vendor file, it is immediately available to use in a requisition, a Limited Purchase
Order, or a Payment Voucher. However, payments to newly added vendors are placed on
payment hold, until the AP Vendor File Coordinator reviews the vendor information, makes any
necessary changes, enters additional information, and releases the payment hold.

Entering Basic Vendor Information


When you enter the basic vendor information, ensure that you follow the standard naming
conventions and that all information is correct. For example, all vendor file information must be
entered in ALL UPPER CASE LETTERS.

You must include a social security number or Tax ID number, and site information. Contact the
vendor to obtain any missing information prior to entering the information in IS.

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Vendors - Entering Basic Information
Vendors
IS Payables/Purchasing
N → Vendor Adds
Suppliers

Do NOT save vendor information until all required fields are complete. You will not
be able to add or change any information after you save the vendor record.

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1. Press the Caps Lock button on your keyboard.

It is important to enter the vendor information following the standard naming conventions,
including using ALL UPPER CASE LETTERS. It is recommended that you start with this
step to ensure the proper naming conventions are used.

2. Enter the vendor name.

Enter name using ALL UPPER CASE LETTERS.

3. Enter the 9-digit Taxpayer ID.

Do not use hyphens.

Sites Alternative Region


4. Click on the Sites button.

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5. Enter site name in Name field.

Enter name of site in ALL UPPER CASE LETTERS.


− If there is more than one site in Charlottesville, the site name should be the street
name, or general location of the site.
− If there is only one site in Charlottesville, the site name is CHARLOTTESVILLE.
− If the site is in another city, enter the name of the city.

6. Enter the street address, city, state, and postal (zip) code.

Enter street address using all UPPER CASE LETTERS.


− Do not abbreviate street name
− Abbreviate secondary and directional information (for example, W MAIN ST)
− Do not use punctuation.

7. Enter state using standard two letter state abbreviation.

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8. Change supplier notification method to NULL.

Adding Another Site

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8. To add another site, click on the toolbar icon with the green plus sign (the cursor is pointing
to it in the example above.)

9. Add the site information as described in steps 5 through 7.

Contact Information is required for the site. However, once you enter the contact
information you will be asked to save your work. For this reason:
− contact information should be added last (after you have entered all sites);

10. Add the contact information for one of the sites by selecting the Contact Alternative region
for the site and entering the information in the appropriate fields.

• Use the field to enter the contact's email address, if available.

11. Save your work only after you have entered all vendor information. Once you save the
vendor record you cannot add or change any information.

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Vendors
Summary
In this lesson you should have learned how to do the following:

• Find vendors in the vendor file

• Add new vendors to the vendor file, entering basic vendor information, including site
information

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Processing Invoices
Chapter 3

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Chapter 3 - Page 1
Processing Invoices
Section Objectives

At the end of this section, you should be able to:

• Demonstrate an understanding of the function of invoices in IS Payables.

• Find and review invoices

• Enter and change vendor invoices.

• Place invoices on hold

• Approve invoices for payment.

• Enter credit memos received from vendors.

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Processing Invoices
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Processing Invoices
Responsibility
The AP Invoice Processor is responsible for entering vendor invoices, reviewing invoices on
hold, releasing holds, placing holds on problem invoices, and processing payment vouchers.

Invoices for New Vendors


Invoices for new vendors will remain on payment hold until the AP Vendor File/1099
Coordinator ensures all vendor information is received and valid, and removes the payment hold.

Payments for Invoices


The Prompt Payment Act (Code of Virginia, Article 2.1) requires that all state agencies pay at
least 95% of all invoices in 30 days. Agencies must report their prompt pay status to the State
Comptroller on a quarterly basis.

Invoices are processed daily in the order in which they (or other requests for payment) are
received. Invoices are paid on the system-calculated due date. The accounting entry to reduce
accounts payable liability and cash accounts is made at that time.

The University's standard payment terms:

• are 30 days from receipt of a valid invoice or receipt of goods or services, whichever is
later.

• are always "Net 30" unless the Director of Procurement Services establishes a pre-
agreed-upon contract with a vendor.

• are established by the Vice President for Budget and Management in accordance with
the state's Prompt Payment Act

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Processing Invoices
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Processing Invoices
• are reflected on every payment, unless pre-agreed upon terms are established by a
contract

• can be changed only with the appropriate approvals

• always take precedence over the terms reflected on the vendor's invoice

Vendor invoices reflecting prices that exceed purchase order prices will not be paid and will be
placed on hold, except for invoices that fall within University tolerances, established by the
Director of Procurement Services.

Financial liability is recognized at the time payment is approved; that is, inventory and
departmental accounts are debited at the time Accounts Payable enters and approves the invoice.
The process charges the departmental account for the payment and credits the accounts payable
liability account.

Proof of delivery documents, for example, supplier packing lists or purchase receipt tags, are
filed and maintained by the receiver; they are not forwarded to the accounts payable department
for filing and reference.

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Processing Invoices
Invoice Types

Type Description
Standard An invoice from a supplier representing an amount due for
goods or services purchased. Standard invoices can be either
matched to a PO or not matched.
PO Default An invoice you enter for matching to a purchase order. You
enter a PO number, and IS Payables automatically provides
supplier information.
Credit memo A memo from a supplier representing a credit amount toward
goods or services for which you have already been invoiced
Prepayments A type of invoice you enter to pay an advance payment for
expenses to a supplier or employee
QuickMatch An invoice you enter for matching to a purchase order. You
enter a PO number, and IS Payables automatically provides
supplier information and matches to each shipment on the
purchase order.
Withholding Tax An invoice you enter to remit taxes withheld to the
appropriate tax authority
Mixed An invoice you enter for matching to both purchase orders
and invoices. You can enter either a positive or a negative
amount for a Mixed Invoice.

You can select the type of invoice you are entering on the invoice entry screen.

Invoice Distribution Types

Type Description
Item Records the amount a supplier charges for goods or services
purchased
Tax Records the sales or other tax amount due on goods or services
purchased
Freight Records the amount a supplier charges for shipping & handling
Miscellaneous Records the amount for miscellaneous expenses on an invoice
Withholding Records the amount of taxes withheld from an invoice

You can select the type of distribution line you are entering on the invoice distribution screen.

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Processing Invoices
Invoice Inquiry
You can find invoices to respond to supplier inquiries including questions about invoice payment
status, invoice payment date, reasons an invoice has not been paid, and total balance due for a
supplier or supplier site. You can also find invoices to make adjustments to them or to perform
actions on them such as approval or cancellation.

You can find invoices in the Invoice Workbench either by using the Find Invoices window or by
entering query criteria directly into the Invoices Summary window or the Invoices detailed
window. In the Find Invoices window, you can enter a greater variety of criteria including
invoice status and ranges for invoice amounts, invoice dates, and voucher numbers. You then
click Find to navigate to the Invoices Summary window, where Payables displays all invoices
that match your find criteria.

You may also review just the high-level information for one particular invoice.

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Invoices - Finding Invoices
Find Invoices
IS Payables
N → Invoices → Entry → Invoices
Invoices

1. Select View → Find from the menu.

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2. Enter desired search criteria to find the invoice, including the name of the vendor in the
Name field, the invoice number in the Invoice Number field, and/or the voucher number in
the Voucher Audit Number field to find the invoice.

• Click on the Find button.

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3. If your query retrieved more than one record, select the invoice by clicking on the current
record indicator next to it.

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Invoices - Reviewing Invoices
Review Invoices
IS Payables
N → Invoices → Inquiry → Invoice Overview
Invoice Overview

1. Enter name of Supplier, Invoice number, or other criteria, using the wildcard (%) as
necessary, to narrow your search

• Click the Find button.

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This window is a summary of the following information:

• Vendor information

• Invoice information

• Active holds

• Scheduled payments

• Actual payments

2. Since this is a display-only window, navigate to the Invoices window by clicking on the
Invoices button to see more information about the invoice.

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3. Click in the Paid By field (under Actual Payments) and then on the Payment Overview
button to see payment information.

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Processing Invoices
Entering Vendor Invoices
When Procurement Services receives a paper invoice from a vendor, the mail clerk will forward
all invoices referencing a PO# to the AP Invoice Processor.

The AP Invoice Processor will enter the invoice information. The AP Invoice Processor will
enter and approve (or place on hold) the invoice according to the navigation instructions for
entering invoices matched to purchase orders.

After the review of the invoice, the AP Invoice Processor will approve the invoice, which will
make it available for payment. System tolerance will be validated during approval. The AP
Invoice Processor will record the IS Voucher Number and the Delivery Location on the paper
invoice. The paper invoice will be copied and sent to the originating department to file.

If the AP Invoice Processor cannot approve the invoice (because of discrepancies, lack of
supporting documentation, etc.) then they will place the invoice on the appropriate hold. The
mail clerk will make one copy of the invoice: the original will be given back to the AP Invoice
Processor, and the copy will be sent to the originator of the purchase.

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Invoices - Matching Invoices to Purchase Orders
Invoices
IS Payables
N → Invoices → Entry → Invoices
Invoices

1. Open AP Invoice folder by clicking on the folder icon and selecting AP Invoice from the
list.

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2. For invoice Type, select PO Default from the list of values for an invoice matched to a
purchase order.

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3. Enter purchase order number and click on OK button.

Supplier Name, Supplier Number, and Supplier Site will default from the purchase order.

• Verify that the address matches the remit to address on the vendor's invoice by viewing
the list of values.

• If Supplier Site does not default from the Purchase Order, select the site from the list of
values.

4. Enter the Invoice Date by selecting the date from the calendar.

Enter the date on the vendor's invoice.

5. Enter the Invoice Number from the vendor's invoice.

Use all CAPS when entering invoice information.

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If you press Tab to go to the next field, the default invoice number will appear as the current
date, so you must enter the actual invoice number.

6. Enter the customer account number in the Description field.

7. Enter the date the invoice was received in Accounts Payable in the Date Invoice Received
field.

8. Enter entire dollar amount including any freight in the Invoice Amount field

9. Change Pay Group field if necessary, by selecting from the list of values.

10. Click on the Match button.

11. Record the voucher number on the paper invoice.

12. Click on the OK button.

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13. Click on the Find button.

14. Select Check Boxes for invoiced item(s) matching PO lines.

15. If invoice billed is different from PO Quantity Invoiced or Unit Price, click in the Quantity
invoiced field or the Unit Price field and change to match invoice.

16. Determine if freight must be paid or if the vendors paid freight.

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If freight field is blank, UVa pays the freight costs.

If freight should not be paid, the freight field will indicate "Vendor pays freight".

17. Click on Match button.

Vendor Pays Freight

Return to the invoice header after all PO lines are matched.

• Change the invoice amount to reflect the total amount less the cost of the freight.

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• Go to step #21.

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UVa Pays Freight

• If freight must be paid, click on the Distributions button.

• Click on the folder icon, and select AP Distributions1

• Place the current record indicator (blue box) on next line.

• Type

In the Type field, choose Freight from the list of values.

• Amount

• Enter amount of freight.

• Project, Task, Award

• Select appropriate Expenditure Type

• Enter Organization

If you need more than one line of distribution select [Edit, Duplicate Field Above] from the
menu for the Project, Task, Award, Expenditure Type and Organization fields.

• Description field will default

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18. Click on [Reverse 1] to reverse distributions.

If you accidentally matched to the wrong purchase order shipments or distributions, you can
reverse matched distributions and create new distributions by matching to new purchase
order shipments or distributions of the same purchase order or of another purchase order. If
you add or reverse invoice distributions you must also change the scheduled payment
amounts to match the new invoice total, or IS Payables will place holds on the invoice
during approval.

19. Close Distributions form to return to Invoice Header.

20. Validate invoice or place the invoice on hold.

Validate the Invoice

• Click on the Actions...1 Button.

• Select the Validate Check Box and click on the OK button.

• Click on the OK button to return to the Invoice header.

Status will change to Validated on the Invoice header.

• Close the invoice.

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Place the Invoice on Hold

You may also see instructions for Invoices - Releasing or Placing Invoice Holds for
additional information on placing invoices on hold.

• Click on the Holds button.

• Select appropriate hold name from the list of values for the Hold Name field.

• Save your work.

• Return to invoice header.

21. Close the invoice.

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Invoices - Entering Invoices Not Matched to Purchase Orders
IS Payables
N → Invoices → Entry → Invoices
Invoices

Open the AP1 folder.

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1. For Invoice Type, select Standard from the list of values.

Standard is the default type.

2. Select vendor name from the list of values for the Supplier Name field.

If the vendor is not available from the list of values, refer to procedure for Adding Vendors.

3. Select the site from the list of values for the Site field.
− If there is just one site, the information will default. Press Tab in field to accept the
default.
− This is the site to which the payment will be sent.
− The address for this site will be printed on the payment.

4. Enter the Invoice Date by selecting the date from the calendar.

Enter the date from the vendor's invoice.

5. Enter the Invoice Number from the vendor's invoice.

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If you press Tab to go to the next field, the default invoice number will appear as the current
date, so you must enter the actual invoice number.

6. Enter the customer account number in the Description field.

7. Enter the date the invoice was received in Accounts Payable in the Date Invoice Received
field, by selecting the date from the calendar.

8. Enter entire dollar amount of invoice including any freight in the Invoice Amount field.

9. Change Pay Group if necessary, by selecting from the list of values.

10. Select Distributions button.


− Voucher number will appear.
− Voucher number should be recorded on the paper invoice.

Distributions
12. Open Invoice Entry Distributions folder by clicking on the folder icon.

• Select AP Distributions 1

11. Enter invoice amount in the Amount field.

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12. Enter PTAEO information by choosing from the list of values for the Project, Task, Award,
Expenditure Type, and Expenditure Organization fields.

13. Save your work.

14. Close Distributions form to return to Invoice Header.

15. Validate the invoice or place the invoice on hold.

• Click on the Actions...1 button.

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• Validate the invoice, by clicking on the Validate check box.

• Click OK.

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Status will change to Validated.

You may also see instructions for Invoices - Releasing or Placing Invoice Holds for
additional information on placing invoices on hold.

• Click on the Holds button.

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• Select appropriate hold name from the list of values for the Hold Name field.

• Save your work.

• Return to invoice header.

16. Close the invoice.

End of activity.

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Processing Invoices
Adjusting Invoices
Once you have matched an invoice to a purchase order or processed an invoice not matched to a
purchase order you can review the invoices make adjustments as necessary. You can:

• Identify and resolve Matching issues

• Adjust purchase order matched invoices

Identifying and Resolving Matching Issues


You can review all holds by submitting the Invoice on Hold Report. Submit the Invoice on Hold
report for all holds or specify different parameters to narrow down the list. The AP Invoice
Processor must run this report to see Payment Vouchers and invoices on hold that require
problem resolution.

You should run the Invoice on Hold Report each day to identify which invoices are on matching
or other holds. Running this report will be covered in the section on Problem Invoice
Resolution.

QuickMatch Invoices
You can use QuickMatch to enter invoices when you know the entire invoice amount matches
the entire PO amount.

Enter QuickMatch as the invoice type if you want to match an invoice to all shipments on a
purchase order. When you enter a QuickMatch invoice in the Invoice Workbench, IS Payables
prompts you to enter the purchase order number and automatically enters the vendor name,
vendor number, site, and the purchase order currency for the invoice currency. When you
choose the Match button, IS automatically matches to each shipment. You can choose to
complete the match or override the matching information.

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Invoices - QuickMatch
IS Payables
N → Invoices → Entry → Invoices
Invoices

Open the AP1 folder.

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1. For the Type field, select QuickMatch from the list of values.

2. Enter the Purchase Order number and click on the OK button.

3. Verify the correct site from the List of Values. This should be the remit to address from the
invoice.

4. Enter Invoice Date, Invoice Number, Description, Date Invoice Received, and Invoice
Amount.

5. Click on the [Match] button.

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6. Record the voucher number on the invoice.

7. Click [OK].

The Match to Purchase Orders window opens.

8. Open the folder icon and select the po match folder. Click [OK].

9. Verify that the quantity invoiced agrees with the invoice.

If the quantity invoiced is wrong, correct it and [Tab]. The Match Amount will default in.

Oracle Payables fully matches the invoice to the distributions of the matched shipments and
automatically creates invoice distributions.

You can adjust any of the matches by overriding the defaults.

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10. Click [Match] to navigate to the Invoices window.

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11. Click [Actions..1].

12. Check Validate and [OK].

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Processing Invoices - Credit Memos
Credit Memos
A vendor will issue a credit memo in response to the return of discrepant goods or over billing.
When a credit memo is received, the Invoice Processor will enter the credit memo using the
same forms as entering an invoice.

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Credit Memos
A credit memo can be matched to either the purchase order or invoice on the invoice screen. It
appears that matching a credit memo using the purchase order match uses fewer screens to
complete the match. Both methods are shown in this document, Matching Credit Memos to
Invoices.

A credit memo can be matched as either of the following:


− a price correction
− or for returned goods.

If the price correction box is not checked, AP assumes that goods were returned and it calculates
the equivalent amount of goods returned based on the Purchase Order unit price divided into the
credit memo amount.
− For instance if the unit cost of an item is $5 and the credit memo is for $10, then the
quantity billed will be reduced by 2 units which will allow matching another invoice
for the 2 units that were covered by the credit memo. After the credit memo is
matched the quantity billed will be reduced by the amount of the equivalent units.

Note if you match a credit memo using the invoice match, the equivalent quantity for the credit
memo must be manually calculated and entered along with the amount of the credit memo.

A price correction matched credit memo does not change the quantity billed.

If a credit memo is matched to an invoice with multiple distribution lines you can either have the
system distribute the credit memo amount on a prorated basis or you can manually select the
amount to match to each line.

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Matching a credit memo using the PO match as a non-price
correction
IS Payables
N→ Invoices → Entry → Invoices
Invoices

1. Select Credit Memo as the Invoice Type.

2. Complete the credit memo information and select Purchase Order to match credit memo to
the purchase order for the Match button.

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This credit memo is a result of returning goods versus a price correction. Do not check the
price correction box.

3. Record the invoice # in the invoice # box.

4. Click [Find].

You can also search by PO #.

If you are matching a Credit Memo as a Price Correction, go to step # 8.

If you are matching a Credit Memo using the Invoice Match and a Non-Price Correction, goto
task# ? .
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If you want to manually distribute the Credit Memo using the Purchase Order Match, goto task#
?.

5. Check the box next to the line you wish to apply the credit memo against.

6. Enter a negative amount.

7. Press the Tab key on your keyboard.

This amount will default into the Matched Amount field.

8. Click [Match].

The quantity billed is decreased by the amount of the credit memo.

The Invoices screen opens.

9. Click [Actions ..1] to validate the Invoice.

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10. Click [Overview] to see Invoice information.

You may click [View PO] to see that the quantity billed has been reduced by the credit
memo amount.

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Matching a Credit Memo as a Price Correction Using the PO
Match
1. Check [Price Correction] checkbox on the Find Purchase Orders for Matching window.

2. Record the invoice # in the invoice # box.

3. Click [Find].

You can also search by PO #.

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4. Check the box next to the line you wish to apply the credit memo against.

5. Enter a negative amount.

6. Press the Tab key on your keyboard.


− The amount will default into the Matched Amount field.

7. Click [Match]. The credit memo is matched to the invoice.

Note: The quantity column is now blank.

8. Click [Actions..1] to Validate the invoice.

9. Click [Overview] to the Invoice information.

The quantity has not changed with the price correction credit memo.

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Matching a Credit Memo Using the Invoice Match and a Non-
Price Correction
1. Select [Invoice] from the list of values for the Match window.

2. Find the invoice by recording the invoice # and clicking [Find].

3. Select the line to be matched and enter the credit amount. You must enter the credit
quantity.

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Note: You must calculate the equivalent units. AP will not calculate the number of units
for you.

4. Click [Match].

The following message appears.

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5. Click [OK].

6. Click [Distribution] to match the credit memo to the invoice.

7. View distributions to see the account credited and the number of units credited, if this is not
a price correction.

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Manually Distributing the Credit Memo Using the Purchase Order
Match
1. Find the invoice to match the credit memo against.

2. Select the line you want to match.

3. Click on the [Distribute].

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4. Select the line.

5. Enter the amount you want to match for the line.

6. Click “Match”. The credit memo will be ready for validation.

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7. Validate the Invoice.

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Processing Invoices - Summary
Summary
In this lesson you should have learned how to do the following:

• Find Invoices to respond to a vendor inquiry or to manually select an invoice to review.

• The types of invoices including Standard, PO Default, Credit Memos, and Payment
Vouchers.

• How to match an invoice to a purchase order.

• How to enter an invoice that is not matched to a purchase order.

• How to place an invoice on hold.

• How to enter a credit memo received from a vendor.

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Processing Payment
Vouchers
Chapter 4

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Processing Payment Vouchers
Section Objectives

At the end of this section, you should be able to:

• Discuss the basic concepts of Payment Vouchers within IS Purchasing.

• Demonstrate an understanding of how departments initiate Payment Vouchers and what


paper documentation is required

• Demonstrate an understanding of how departments resubmit rejected Payment


Vouchers

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Payment Vouchers
The Payment Voucher allows payments to be made without the prior issuance of a purchase
order, limited purchase order, or the use of the University Procurement Card. However, the
Payment Voucher has very specific uses and should not be used to circumvent normal
procurement procedures.

As of July 2001, the IS Payment Voucher will be the only method by which departments can
submit Payment Vouchers. The E-form Payment Voucher will no longer be available.

Unlike purchase requisitions or LPOs, it is not possible to electronically forward Payment


Vouchers in IS to a departmental approver. Whoever enters and approves the Payment Voucher
is the only system departmental approver. Other departmental approvals must be handled via e-
mail or paper.

Appropriate Use of the Payment Voucher


A Payment Voucher may be used for:

• Payments that require documentation of purpose or reason as required under the State
Department of Accounts or University policy and procedures (e.g., food, flowers,
framing, gifts)

• Reimbursements to individuals for small-dollar transactions that could have been


purchased with a Limited Purchase Order (LPO) or procurement card.

• Travel Reimbursements for official University travel, as documented on a travel


workbook.

• Reimbursements to petty cash custodians

• Other payments defined on the University's demand payment list for items where
competition is not practical (e.g., subscriptions, conference registrations)

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Payment Vouchers
Demand Payments
The demand payment list and related policies and procedures can be found on the Procurement
Services website at www.virginia.edu/procurement. The commodities listed on the Procurement
Guide list may be purchased directly from the vendor by departments and paid with a Payment
Voucher if these conditions are also met:

• the purchase does not require a vendor-supplied contract, and

• the purchase is within the dollar limits specified.

Generally, vendor-supplied contracts must be processed on a purchase requisition and submitted


to Procurement Services.

Procurement Services reviews all transactions prior to payment.

Review of Payment Vouchers


The AP review of Payment Vouchers depends on the Hold Type identified on the Invoice on
Hold Report.

The types of holds for Payment Vouchers include the following:

• Petty Cash Hold

Ensure that supporting paper documentation (Petty Cash Reimbursement Form) has been
received.

• Restricted Item Hold (includes Payment Vouchers for Travel Reimbursement

Ensure that any necessary supporting paper documentation (i.e., Travel Workbook) has been
received.

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Payment Vouchers
• Attachment Required Hold
− Wait for paper documentation (i.e., subscription, etc.) from department.
− Forward paper documentation to the AP Payment Processor

• Resubmit Payment Voucher Hold

Review to determine if appropriate corrections have been made.

Once the Payment Voucher is reviewed, the AP Invoice Processor can approve it, which makes it
available for payment, or place it on hold. If placing the Payment Voucher on hold, the Invoice
Processor will release the original hold and place it on "Voucher Returned to Department" hold.
The department will then have a chance to make corrections and resubmit the Payment Voucher
to AP.

If the AP Invoice Processor places the Payment Voucher on hold after the review, an explanation
of why it is being returned should be attached using the attachment function (the paperclip icon)
in IS.

This will be addressed in greater detail in the section on Problem Invoice Resolution.

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Payment Vouchers
Paper Documentation for Payment Vouchers
There are two types of Payment Voucher that require paper documentation:

• Travel Reimbursement - The Travel Workbook must also be submitted in paper form to
Accounts Payable

• Petty Cash Reimbursement - The Petty Cash Reimbursement Form must also be
submitted in paper form to Accounts Payable.

These documents may also be attached electronically in IS, but departments are required to send
in the paper documentation as well. The supporting documentation must be completed and
approved by the originating department prior to sending the paper documentation to Accounts
Payable. The department originating the Payment Voucher will maintain the documentation for
all other types of Payment Vouchers.

Accounts Payable cannot release Travel or Petty Cash reimbursements until this paper
documentation is received.

In addition to sending the paper documentation, the supporting documentation may also be
attached electronically to the IS Payment Voucher using the attachment function (the paperclip
icon) in IS.

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Chapter 4 - Page 6
Payment Vouchers - Creating
Integrated System Purchasing
N → Payment Voucher
Payment Voucher

1. Open the Payment Voucher folder by clicking on the folder icon. Select "Payment
Voucher" from the list of available folders.

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2. Complete the Payment Voucher header.

• Type

Standard will default, which is the correct type for Payment Vouchers. (Do not change).

• Supplier

Select Supplier (e.g., vendor, employee, student) from the list of values for the Supplier
field.

The supplier you pick must be the name of the person or company that you are paying.
This is the name that will appear on the check.

“Recently added Vendor note”: If vendor has recently been added, and their eVA status
is not known, you will be warned by the note below. Please ensure vendor is fully
aware off all implications of eVA terms and conditions unless all goods and services
you are purchasing are eVA-exempt.

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eVA supplier note: If the supplier you selected does not accept eVA terms, you will be
warned by the note below. At that time you may select another supplier or proceed with
the supplier you chose.

• Site
− Select site from the list of values.
− This must be the pay site.

• Invoice Date
− If you have an invoice from the vendor, enter the date printed on the invoice.
− If you do not have an invoice, enter the current date.

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• Invoice Number
− Enter actual invoice number.
− This number cannot be a duplicate for the Supplier.
− If the payment voucher is for payment to an employee or student, and there is
no invoice, enter your email address prefix, followed by the current date (e.g.,
dhw5y 02-JAN-05)

This information appears on the check stub or Direct Deposit Notification and will help
identify the payment.

• Description

Enter a description
− If you are paying a vendor, enter your customer account number. For Example:
− FedEx, enter your FedEx account number.
− Detailed explanations describing purpose/reasons for purchase should be explained
using the paperclip. This field is used to help the vendor identify the payment.
− This information appears on the check stub or Direct Deposit Notification and will
help identify the payment.

• Date Invoice Received

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− Enter the actual date the invoice was received by the department.
− If you do not have an invoice, enter the current date.

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• Date goods received.

Enter date goods/services were received.

• Invoice Amount.

Enter the total amount.

• Voucher Number

This number is system-generated and the field is populated when the transaction is
saved.

• Terms (Do not change)

Terms field defaults to Net 30 days for vendors. Students and employees default to
shorter payment terms. Never change terms of payment!

3. Save your work.

4. Record the Voucher Number on any supporting documentation.

5. Click on the [OK] button.

6. Click on the [Distributions] button to enter PTAEO information.

7. Open the "Payment Voucher Distributions" folder by clicking on the file folder icon.

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8. Enter information in Distributions section.

• Type

Item will default, which is the correct type for Payment Voucher Distributions. (Do not
change).

• Amount

Enter dollar amount to charge to the PTAEO.

• Choose from the list of values for the Project, Task, Award, Expenditure Type, and
Expenditure Organization fields.

• Enter as many distribution lines as needed to charge line items to the appropriate
PTAEOs.

9. Ensure that the distribution amount agrees with the header amount.

10. Save your work

11. Close Distributions form and return to the payment voucher header.

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12. If additional information or explanation is required, use the attachment function to document
the explanation.

• Click on the icon.

• Category

Select Miscellaneous from the list of values.

• Description

Enter a description that identifies what the payment is for.

• Data Type

Select Long or Short Text

• Enter explanation in the long or short text field, such as purpose or reason for the
reimbursement.

13. Save your work.

14. Close attachment form and return to Payment Voucher header.

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15. Place on Navigator by clicking [File], [Place on Navigator].

• Obtain additional departmental approval via e-mail or paper.

• NOTE: Do not delay getting your approvals because:


− Payment cannot be made until you have validated (approved) your Payment
Voucher.

• NOTE: Delay will cause more work for you because:


− You will need to check the vendor file to see if there are any changes to the
vendor status since the Payment Voucher was created.
− Appropriate action must be taken to ensure that you are purchasing
goods/services from an eVA-accepting vendor.

The Navigator window has two tabs. When there is a document on the Navigator the
Documents tab is the default. To see Functions click the Functions tab.

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16. Click on the [Actions... 1] button to approve Payment Voucher.

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17. Select the appropriate option(s) and click on the [OK] button.

• All Approvals Have Been Obtained

Check this box if you have received all necessary departmental approvals and you are
ready to submit the payment voucher to Accounts Payable.

Once you have approved the Payment Voucher it is available for processing by
Procurement Services. It is not possible to electronically route the payment voucher to
a departmental approver. Obtain additional departmental approval via e-mail or paper.

• Hold for Pickup.

Check this box only when special circumstances require that someone must physically
pick up the check. All other payments will either be mailed or handled via direct
deposit.
− Enter name of individual who will pick up the check.
− Enter phone number of individual who will pick up the check.

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• Paper Document Must be Mailed With Check

Check this box if a paper document must accompany the payment. Forward the paper
document to Procurement Services with information such as voucher number, payee,
invoice date, and amount to allow Procurement Services to match the document with
the Payment Voucher. This Payment Voucher will remain on hold until Procurement
Services has received your documentation.

If the check attachment is not required to be on original document, you may fax it to
Procurement Services at (434) 924-3077. Please include a cover sheet with the voucher
number, and number of pages.

• Foreign/Wire Transfer Request Form.

See Procurement Services web site for Foreign/wire instructions

• Prepayment

Check this box if payment must be made prior to receiving the goods or services. You
must state the reason that prepayment is required, either in the description section or by
clicking on the attachment icon on the toolbar.

• Resubmit to Accounts Payable.

Check this box if your voucher had been returned and you have supplied requested
information on the attachment.

18. Depending on the expenditure type selected or the dollar amount of the payment voucher,
you may receive a message that the payment voucher requires Accounts Payable review.

19. Click on the [OK] button.

20. Return to the Payment Voucher header.

Status on the Payment Voucher header will be one of the following:


− Never Validated - The "All Approvals Have Been Obtained" button has not been
selected. Procurement Services will not review or approve Payment Vouchers with
the status of "Never Validated".

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Chapter 4 - Page 18
− Needs Revalidation - Payment Voucher requires final approval by Accounts
Payable.
− Validated - Payment will be scheduled after AP review.
− Cancelled - Payment Voucher has been cancelled. Additional information will be
attached using the paper clip.

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Lab 1: Payment Vouchers - Prepayment
Using the navigation instructions for Payment Vouchers, enter a Payment Voucher to pay Oracle
for prepayment of conference registration fees for Jane Beck, a University employee, who will
be attending the Oracle users conference to be held next month. The check for $4,000 must be
made payable to Oracle and sent to the Chicago, IL office.

My voucher number is _____________.

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Lab 1 Solution: Payment Vouchers - Prepayment
Step 1: Enter the Payment Voucher Information
1. Open the Payment Voucher:

N → Purchasing → Payment Voucher → Payment Voucher

2. Enter the required information for the Payment Voucher, using the Payment Voucher form
in the folder. (All fields are required.)

• Open the Payment Voucher folder

• Supplier (Required) - Select "Oracle" from the list of values

• Site (Required) - Select "Chicago, IL" from the list of values

• Invoice Date - Enter current date

• Invoice Number - Enter any number

• Description - Enter "Prepayment of Oracle Conference Registration fees - Jane


Beck"

• Date Invoice Received - Enter current date

• Date Goods Received - Enter start date of conference

• Invoice Amount - Enter "$4,000"

3. In the Distributions Region, enter the PTAEO information from the list of values for each
field.

• Open the PV Distributions folder

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Lab 1 Solution: Payment Vouchers - Prepayment
• Project - Choose project identified by the instructor from the list of values

• Task - Select "101" from the list of values

• Award - Select Award from the list of values. If project has only one award, the
award will default when you click on the list of values.

• Expenditure Type - Choose "Training Fees and Materials " from the list of values

• Organization - Choose from the list of values

• Date - Choose the current date from the calendar

• Save your work.

Step 2: Submit the Payment Voucher to Accounts Payable


4. Click on the Actions... button.

5. Check the "All Approvals Have Been Obtained" checkbox.

6. Check the "Prepayment" checkbox.

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Lab 2: Payment Vouchers - Short Text Attachment
Using the navigation instructions for Payment Vouchers, enter a payment voucher to pay for
boxed lunches that were purchased at Foods of All Nations for a training session held in your
department for several employees. Use the attachment icon with short text to document the
purpose or reason for the lunch and specify the names of the employees who attended the
training. Use the expenditure type called "Svcs, Catering" when entering your PTAEO.

My voucher number is _____________.

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Chapter 4 - Page 23
Lab 2 Solution: Payment Vouchers - Short Text Attachment
Step 1: Enter the Payment Voucher Information
1. Open the Payment Voucher:

N → Purchasing → Payment Voucher → Payment Voucher

2. Enter the required information for the Payment Voucher, using the Payment Voucher form
in the folder. (All fields are required.)

• Open Payment Voucher folder

• Supplier (Required) - Select "Foods of All Nations" from the list of values

• Site (Required) - "CHARLOTTESVI O1" will default from the list of values.

• Invoice Date - Enter current date

• Invoice Number - Enter any number

• Description - Enter "Boxed lunches for training session"

• Date Invoice Received - Enter current date

• Date Goods Received - Enter date of training session

• Invoice Amount - Enter reasonable amount for several boxed lunches

3. In the Distributions Region, enter the PTAEO information from the list of values for each
field.

• Open the PV Distributions folder

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Chapter 4 - Page 24
Lab 2 Solution: Payment Vouchers - Short Text Attachment
• Project - Choose project identified by the instructor from the list of values

• Task - Select "101" from the list of values

• Award - Select Award from the list of values. If project has only one award, the
award will default when you click on the list of values.

• Expenditure Type - Choose "Svcs, Catering " from the list of values

• Organization - Choose from the list of values

• Date - Choose the current date from the calendar

• Save your work.

Step 2: Complete the Short Text Attachment


Complete the text attachment, using the attachment function (paperclip icon).

• Click on the Paperclip icon to open the attachment.

• Category - Select Miscellaneous from the list of values.

• Description - Enter "Boxed lunches for training session".

• Data Type - Select Short Text from the list of values.

• In the text field, enter purpose or reason (e.g., "These boxed lunches were for the
_________ training session attended by John Smith, Jane Doe, and Suzy Jones.")

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Chapter 4 - Page 25
Lab 2 Solution: Payment Vouchers - Short Text Attachment
• Close attachment form and return to the Payment Voucher header.

Step 3: Submit the Payment Voucher to Accounts Payable


4. Click on the Actions... button.

5. Check the "All Approvals Have Been Obtained" checkbox.

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Chapter 4 - Page 26
Payment Vouchers - Review and Resubmission
Rejection of Payment Vouchers
If Accounts Payable rejects the Payment Voucher, the originator will receive notification by e-
mail with the invoice number and vendor name of the rejected Payment Voucher. Accounts
Payable will document the reason(s) for rejecting the Payment Voucher by using the attachment
function in IS.

After the department has corrected and/or supplied the additional information, the Payment
Voucher will show up on the Invoice on Hold report with hold type of Resubmit Payment
Voucher.

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Chapter 4 - Page 27
Payment Vouchers - Resubmitting to Accounts Payable
Integrated System Purchasing
N → Payment Voucher
Payment Voucher

1. Open the Payment Voucher folder by clicking on the icon. Select "Payment Voucher"
from the list of available folders.

2. Find the Payment Voucher that needs correcting.

For more detailed instructions on how to find and review Payment Vouchers, refer to the
instructions Payment Vouchers - Finding and Reviewing.

Query on the Invoice number referenced in the email notification from Accounts
Payable.

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Processing Payment Vouchers


Chapter 4 - Page 28
3. Open the attachment.

• Click on the icon.

A yellow piece of paper will appear under the paperclip on the icon to signify that an
attachment is there.

4. Read the explanation provided by Procurement Services indicating why the Payment
Voucher was rejected.

5. Make necessary changes to the Payment Voucher header, Distributions form, and/or your
attachment.

6. Save your work.

7. Return to the Payment Voucher Header and click on the [Actions... 1] button.

8. Check the "All Approvals Have Been Obtained" and the "Resubmit to Accounts Payable"
checkboxes.

9. Click on the [OK] button.

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Chapter 4 - Page 29
10. Click on the [OK] button.

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Payment Vouchers - Summary
Summary
In this lesson you should have learned the following:

• Appropriate uses of a Payment Voucher

• How Payment Voucher are initiated and submitted by departments and what paper
documentation is required

• How to resubmit a rejected Payment Voucher

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Chapter 4 - Page 32
Problem Invoice Resolution
Chapter 5

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Chapter 5 - Page 1
Problem Invoice Resolution
Section Objectives

At the end of this section, you should be able to:

• Demonstrate an understanding of the different types of invoice holds.

• Resolve problem invoices and release holds.

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Chapter 5 - Page 2
Problem Invoice Resolution
Responsibility
The AP Invoice Processor is responsible working with the originator of the purchase order,
payment voucher, or the PO Buyer, as appropriate, to resolve problems with invoices.

The Invoice Processor is responsible for reviewing invoices on hold, canceling invoices in the
AP system and manually releasing holds where authorized.

The Accounts Payable Manager is responsible for authorizing the override of invoice holds in the
AP system.

Invoice Holds
There are four types of invoice holds:

• matching holds which are created when the invoiced item does not agree with the
purchase order information in either quantity or unit price

• system variance holds which are created when the header and distribution amounts do
not agree.

• other system-generated holds such as payment falls outside the open Payables period

• manual holds placed on the invoice in accordance with specific University policy

Manual holds on Accounts Payable invoices are required:

• when check requests and payment vouchers do not have the proper authorizing
signatures or require additional information.

• when errors exist in amounts or calculations in invoices, payment vouchers, or check


requests.

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Chapter 5 - Page 3
Problem Invoice Resolution
• when payment vouchers are missing receipts or receipts do not match the expensed
value.

• when originator requests hold because of a dispute.

• for restricted purchases (can be manual or system holds).

Invoice on Hold Report


The AP Invoice Processor will run the Invoice on Hold Report daily to identify what invoices are
on hold and what payment vouchers have been submitted for payment.

The AP Invoice Processor may have to work with the Originator to obtain additional
information, documentation, or approvals to resolve the problem with the invoice.

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Chapter 5 - Page 4
Invoices - Running Invoice on Hold Report
Submit Request
IS Payables
N → Other → Requests → Run
Submit a New Request

1. Choose Single Request and click on OK button.

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Problem Invoice Resolution


Chapter 5 - Page 5
2. Select Invoice On Hold Report from the list of values for the Request Name field.

3. Enter information as desired in Parameters window.

No fields are required.


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Problem Invoice Resolution


Chapter 5 - Page 6
Dates must be entered the date in the DD-MMM-YY format.

• Click on the OK button.

4. Click on the Submit button.

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Chapter 5 - Page 7
5. Place current record indicator (blue box) next to report you want to view and click on the
Refresh Data button to update the status of the report.

6. After report shows that the Phase is "Completed" and the Status is "Normal", place current
record indicator next to the report you want to view and click on the View Output button.

7. View report.

The Invoice on Hold Report will list all invoices on hold, for both Payment Vouchers and
invoices matched to Purchase Orders. The Hold Type will be used to determine if the
invoice is for a Payment Voucher. Hold Types for Payment Vouchers include but are not
limited to the following:
− Petty Cash Hold
− Restricted Item Hold (includes Travel Reimbursements)
− Requires an Attachment Hold
− Foreign/Wire Payment Hold
− Resubmit PV Hold
− Voucher Returned to Department Hold

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Chapter 5 - Page 8
Releasing Holds
Release holds from invoices to resume payment and posting of the invoices. IS Payables applies
some holds that you cannot release. You can use the Invoice Holds window to view invoices
with these holds, but you cannot manually release these holds. You must correct the exception
that caused Approval to place the hold on the invoice, then resubmit Approval to release the
holds. You can correct exceptions by updating the invoice or the purchase order.

There are three types of holds you can manually release:

• Supplier Site Hold

• Invoice Hold (includes holds on Payment Vouchers)

• Scheduled Payment Hold

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Chapter 5 - Page 9
Problem Invoice Resolution
Once you have released a manual hold, IS Payables will not reapply the same hold when you
submit for approval.

There may be times when it is necessary to obtain AP Manager approval to override a hold on
the Invoices on Hold report. When this happens, forward the invoice information including a
copy of the invoice, any supporting documentation, and the Invoice on Hold Report. The AP
Manager will review the invoice, note approval to override on the Invoices on Hold Report, and
return the annotated report to the Invoice Processor.

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Chapter 5 - Page 10
Invoices - Releasing or Placing Invoice Holds
Invoice Holds
IS Payables
N → Invoices → Entry → Invoices
M → View → Find
Find Invoices

1. Enter name of the vendor in the Name field, the invoice number in the Number field (from
the Invoice Holds Report), or the Voucher Number, for which you want to release the
invoice hold

• Click the Find button.

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Chapter 5 - Page 11
2. If your query retrieved more than one record, select the invoice by clicking on the current
record indicator next to it.

Clicking on the current record indicator will take you to the distributions screen of the
invoice.

Close the distributions screen to return to the Invoices summary screen.

3. Click on the Holds button to view invoice holds.

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Chapter 5 - Page 12
4. Release or place appropriate holds.

Release a Hold
• In the Release Name field, choose a release name from the list of values.

The Release Reason field will populate when you select the Release Name.

Place a Hold
• Click on a blank record in the Hold Name field.

• From list of values, select the appropriate hold.

The Hold Reason field will populate when you select the Hold Name

Rejecting Payment Vouchers


• To reject Payment Vouchers, select the "Voucher Returned to Department" hold, and
click on the OK button.

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Chapter 5 - Page 13
• Attach an explanation of why the voucher is being returned using the attachment
function (paperclip icon) in IS.

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Chapter 5 - Page 14
• For the Category field, select Miscellaneous from the list of values.

• Enter a description in the Description field.

• For the Data Type field, select Short Text or Long Text (depending on the length of your
explanation) from the list of values.

• Enter text.

• Close attachment to return to Invoices summary screen.

5. Save your work.

6. Return to the Invoice Header and approve the invoice, or to perform other action as
appropriate.

• Click on the Actions... 1 button.

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Chapter 5 - Page 15
• Check the appropriate Actions box.

• Click on the OK button.

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Chapter 5 - Page 16
Problem Invoice Resolution
Canceling Invoices
The originator may request that the AP Invoice Processor cancel an invoice.

You can cancel only unpaid invoices. You can cancel any unapproved invoice or an approved
invoice that does not have any effective payments or posting holds. If an invoice has a hold that
prevents posting, you must release the hold before you cancel the invoice. You cannot cancel an
invoice that has been selected for payment in a payment batch.

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Chapter 5 - Page 17
Invoices - Canceling Invoices
Canceling Invoices
IS Payables
N → Invoices → Entry → Invoices
Invoices

1. Select View → Find from the menu.

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Chapter 5 - Page 18
2. Enter desired search criteria to find the invoice, and click on the Find button.

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Chapter 5 - Page 19
3. Place current record indicator on the record of the invoice you want to cancel (if the find
retrieved more than one record.)

4. Note the reason for canceling the invoices by using the attachment function (paper clip
icon), and entering explanation in text field, and saving the attachment.

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Chapter 5 - Page 20
You may annotate the paper invoice instead and file by voucher number.

5. Click on the Actions...1 button.

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Chapter 5 - Page 21
6. Select the Cancel Invoices check box.

7. Click on the OK button.

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Chapter 5 - Page 22
8. Note that the Invoice Amount changed to zero, and Status changed to Cancelled.

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Chapter 5 - Page 23
Problem Invoice Resolution - Summary
In this lesson you should have learned how to do the following:

• Determine the type of invoice hold

• How to release and place holds on invoices.

• Cancel an Invoice.

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Chapter 5 - Page 24
IS Folders
Chapter 6

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IS Folders
Chapter 6 - Page 1
IS Folders
Section Objectives
At the end of this section, you should be able to:

• Open and save a folder definition

• Query records in a folder

• Recover the original default folder definition

• Delete a folder definition

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IS Folders
Chapter 6 - Page 2
IS Folders
The use of folders in IS allows you to rearrange and sort data on selected forms. A yellow folder
icon in the upper left portion of the form identifies the form as one with folder options. Most
folders are found on inquiry forms, but they may also be found on data entry forms.

Using folders you may:

• Rearrange columns of data in the sequence that is most useful to you

• Increase or decrease the viewable width of a column

• Hide or add available fields

• Export values from a folder form to an Excel spreadsheet for additional analysis

• Save queries to use again without having to re-enter them

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IS Folders
Chapter 6 - Page 3
Opening and Saving a Folder Definition
Order Entry
M → Folder → Open or Save or Save As
Toolbar

To Open Another Folder Definition


1. Select Folder → Open to load a predefined folder definition. Or, click the Open Folder
button located in the upper left corner of the folder block.

2. Select a private or public folder definition from the list window that is displayed, and click
OK to replace the current folder definition with the new folder definition.

3. Select Folder → Save to save any layout or query changes made to the current folder
definition or choose Folder → Save As to save the current folder definition under a new
name. If there are any pending changes to the information in the folder, you will be
prompted to commit the changes.

4. Click OK after you have completed the information requested in the Save Folder window.

If you save a folder definition to Open as Default and then open another folder definition and
save that second definition also as Open as Default, the second definition is reset as the new
default.

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IS Folders
Chapter 6 - Page 4
If you modify a public folder definition in any way, saving it makes it a private folder definition.
This means that the public folder available to all other users has not been modified, but that you
have saved your own private version of that folder in a modified way.

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IS Folders
Chapter 6 - Page 5
Querying Records in a Folder
Order Entry
N → Folder → Save As
Save Folder

Defining Query Criteria for a Folder


One advantage of a folder is that you can customize it to display only the records you want to
see. You can easily define and alter the query criteria for any folder and save that criteria in a
folder definition.

1. Run the query that you want, either by using View → Query Find or Query-by-Example. At
least one record must be retrieved for the folder to memorize the query.

2. Select Folder → Save As if you want to save this query criteria in a folder definition.

3. Enter a name for the folder definition.

4. Check Auto Query if you want this query to perform every time you open this folder
definition.

5. Click OK when you are finished.

When you save a folder definition, the query criteria is “locked in” to the folder definition. When
you perform another query on that same folder definition, you actually query on the subset of
records. If you want to perform a new Query-by- Example on the complete set of records, reset
the query for the folder definition.

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IS Folders
Chapter 6 - Page 6
For example, if you enter a query to search for all purchase orders associated with your
organization and save that query in a folder, each time you open the folder you will only see
those purchase orders associated with your organization.
IS Applications
M → Folder → Reset Query
Toolbar

Resetting the Query Criteria for a Folder Definition


1. Select Folder → Reset Query, to clear the WHERE clause from the current folder definition,
but it will retain the current folder name and its field layout. To view the query criteria for a
folder definition, select Folder → View Query.

2. Perform another query and select Folder → Save to save the new query to your current
folder definition. To alter the sorting order of data in a multiple-record folder definition,
select Folder → Show Order By. This menu item acts as a toggle switch to display the Order
By buttons for the first three fields of a multiple-record folder block. The Order By buttons
appear beneath those fields that can be changed.

3. Click an Order By button to switch the fields to any one of three settings:

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IS Folders
Chapter 6 - Page 7
4. Select Query → Run to rerun the query in your folder definition to apply any ordering
changes to the records.

5. Select Folder → Save or Folder → Save As to save this query criteria to a folder definition.

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IS Folders
Chapter 6 - Page 8
Recovering the Original Default Folder Definition
IS Purchasing
N → Payment Voucher → M → Folder → Save As → Folder "Original"
Save Folder

Recovering the Original Default Folder Definition for a Folder


If you like the original default folder definition, give it a name, like "Original", and save it
(without making any changes) before you create any new folder definitions. This way, you can
open the original folder definition by choosing it from a list of all your predefined folder
definitions.

How to Recover the Original Default Folder Definition

1. Select Folder → Save As.

2. Clear Open as Default in the Save As window.

3. Click OK when you are finished.

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IS Folders
Chapter 6 - Page 9
4. Navigate to this folder again to display the original default folder definition.

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IS Folders
Chapter 6 - Page 10
Deleting a Folder Definition
Order Entry
M → Folder → Delete
Toolbar

Deleting a Folder Definition


1. Select Folder → Delete.

2. Select a folder definition from the list that is displayed and click OK to delete the definition.
Note that you can only delete folders you have created. If another user is referencing that
folder definition as their Open as Default folder, that reference is deleted as well.

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Chapter 6 - Page 11
Exporting Information from Folders
Integrated System Purchasing
N → Purchasing : Item Search
Item Search

This navigation path is just an example of exporting information from folders. You can
follow these steps to export information from any folder.

1. Click on the Action menu and select Export.

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Chapter 6 - Page 12
2. Click on the [Save] button

3. Select the folder where you want to save the document and click on the [Save] button.

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IS Folders
Chapter 6 - Page 13
4. Click on the [Open Folder] button.

5. Right click on the folder, and Select Open With and Choose Program....

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IS Folders
Chapter 6 - Page 14
6. Choose Microsoft Excel (or other appropriate program) from the list and click on the [OK]
button.

7. Click on the [OK] button.

8. View information.

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IS Folders
Chapter 6 - Page 15
Folders - Summary
Summary
In this lesson you should have learned the following:

• How to open and save a folder definition

• How to query records in a folder

• How to recover the original default folder definition

• How to delete a folder definition

• How to export information from an IS folder to an Excel spreadsheet.

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IS Folders
Chapter 6 - Page 16
Working with Pre-Defined
Reports (PDR)
Chapter 7

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Working with Pre-Defined Reports (PDR)


Chapter 7 - Page 1
Overview
There are three types of reports used with the Integrated System:

• Standard Reports - Contained in and run from their Oracle applications

• Pre-Defined Reports (PDR) - Created by developers and opened with Discoverer from
the Operational Data Store

• User-Defined Reports (UDR) - Created by users with Discoverer, shared with other
users, also run from the Operational Data Store.

Oracle's Discoverer is the only application that will open Pre-Defined (PDR) reports. It must
also be used to create User-Defined (UDR) reports or modify Pre-Defined reports to your needs.
Users with or without access to Oracle applications may use Discoverer to open the PDR or the
UDR. It is not necessary to run Oracle's financial applications for access to PDR or UDR.

The information you see in Pre-Defined or User-Defined Reports comes from a copy of the
Production database called an Operational Data Store (ODS). ODS data is refreshed once a day,
and will be at least 24 hours old in most cases.

You must have Discoverer installed on your PC to open and run PDR. Your Local Support
Partners (LSP) will have copies of the Discoverer CD and will install it for you. If your
department does not have a LSP call the ITC Help Desk (924-3731) for instructions on getting
Discoverer installed.

Refer to Integrated System homepage http://www.virginia.edu/integratedsystem/ and select


the Reports link for information on gaining access to the ODS.

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Chapter 7 - Page 2
Use the link, Getting Started
http://www.virginia.edu/integratedsystem/gettingStarted/index.html to find out how to
request access to the ODS.

All users of Oracle Applications or Discoverer must establish a valid password with the first
login procedure detailed below

Note: You only need to follow these steps one time. If you have already changed your default
password for Oracle Application access, it will not be necessary to do it again for Discoverer
access until it expires. Oracle passwords expire in 45 days.

Note: Discoverer reports run on the ODS which is a copy of the Production database. Once you
establish or change a password in Production, it will take one day for the changes to be migrated
to the ODS via the refresh process.

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First Login

Open a browser and go to the Integrated System's Application Launcher to initiate your first
login.

• Click the Enter button.

• Close the System News window.

• Click the Go button next to Production and wait for the User Name and Password fields
to appear.

• Key your computing ID into the User Name field.

• Key the default password (received in email) in the password field then click the button:
Connect.
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• An information screen will appear telling you that the password has expired. Click the
button: OK.

• A screen will appear showing three fields; Old Password, New Password, and Confirm
Password. The Old Password field should contain the default password. You must
create a password for the New Password field (NOTE: see the section titled
Troublesome Password Characters before completing this step); then, retype it in the
confirmation field.
Click the button: OK.

• You have finished the first login. You should see the following screen. Your password
is now ready for use with Discoverer. Click the Action menu then click Exit Oracle
Applications. Close both remaining browser windows.

Troublesome Password Characters


When you create the new password do not include the @ or $ characters. Either of them causes
Discoverer logins to fail.

You will not get an error message from Oracle if you use these characters when you change your
password. This is because the other Oracle applications will accept them in a password.
Discoverer is the only Oracle application that fails to login when passwords contain these
characters.

Your password access to the ODS is based on the applications security implemented in the other
Oracle applications. This allows users of other Oracle applications to login either to the ODS or
the Oracle applications with the same user name and password.

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Chapter 7 - Page 5
MODULE ABBREVIATIONS
AP = Accounts Payable IN = Inventory
AR = Accounts Receivable OE = Order Entry
FM = Funds Management PO = Purchase Order
GL = General Ledger CM = Cash Management
HR = Human Resources PY = Payroll

Reports
Pre-Defined Reports have been created by Integrated System developers and can be identified
by their naming convention. The Report names begin with the characters IS, a period, two
characters identifying the module most of the information comes from, then an underscore
followed by the report's title.

Reports that begin with other characters are User-Defined Reports, created by an experienced
Discoverer user, and shared with others. The first 4-5 characters of the report's name are the
university computing ID of the creator, a period, and the report's title.

In the next several pages you will find step-by-step instructions with screen shots of the steps for:

• Logging in with Discoverer

• Opening and closing a Pre-Defined Report

• Changing the report's data display

• Saving a modified Pre-Defined Report

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Discoverer - Logging in
1. Start your VPN.

2. Start Discoverer.

If the username is blank, enter your login followed by a colon [:].

3. Password: Key your password.

NOTE: This is the most recent password you’ve established in the IS application.

Note: Discoverer reports run on the Operational Data Store (ODS), a copy of the Production
database. Once you establish or change a password in Production, it will take one day for
the changes to be migrated to the ODS via the refresh process.

IODS has to be typed into the Connect field.

4. Click [Connect] and the Choose a Responsibility window will open.

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Chapter 7 - Page 7
5. Select your Discoverer Responsibility.

Your Responsibility in Discoverer will be one of the following:


− UVA ODS Specialist
− UVA ODS Specialist-Limited
− UVA ODS Specialist-Restricted

6. Click [OK]

USER-DEFINED REPORT CREATORS: Information on connecting to the appropriate


development databases will be forwarded to you in email or posted on the ODS web site.
From the IS home page follow the Reports link to current information.

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Chapter 7 - Page 8
Discoverer - Opening a Pre-Defined Report
Certain Pre-Defined Reports are required for monthly financial reviews.

Refer to Monthly Expenditure Review of Project/Award Activity


[http://www.virginia.edu/finance/polproc/proc/1-4.html] for guidance on reviewing your
project/award activity.

There are several key points contained in the procedure, which are summarized below:
− Departments must review their activity at least monthly.
− Proof of the monthly review needs to be retained in the department. There must be
a reviewer’s signature and a separate approver’s signature.
− Departments are responsible for retaining original documentation (except for travel
and petty cash where copies need to be retained), and for making it immediately
available in the case of an audit.
− Finally, please remember that all questions should be directed to the Integrated
System Customer Support Center (ISCSC) at 243-7550.
Discoverer
B → Open an Existing Workbook
B→ Database
Workbook Wizard

1. Click [Open an existing workbook].

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Chapter 7 - Page 9
2. Click [Database].

3. Select the Pre-Defined Report you want to run.

4. Leave selected "Open the workbook in the current database account.."

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Chapter 7 - Page 10
5. Click [OK].

6. The following dialog box appears.

7. Click [Yes]. The report will run or the Parameter Wizard will appear.

NOTE: Click [No] only if you want to modify the report before running it, or you want to
open a different worksheet tab. The report will then open with no results. You can then
either modify the worksheet as directed in step 10 below or change worksheet tabs.

Notes on the Parameter Wizard


NOTE: Some reports will not present this selection. This screen appears only when you are
opening a Pre-Defined report created in a user account other than your own.

The user may also inhibit this screen from appearing regardless of who created the report by
Navigating to TOOLS/OPTIONS/ GERERAL tab and un-checking the ‘Display warning
when opening workbook saved in a different database account’.

NOTE: The Parameter wizard defines the selection criteria for producing the results set.
These parameters may be modified and new parameters can be defined. Users learn to
modify and create parameters in ODS 1, Creating User Defined Reports.

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Chapter 7 - Page 11
• All Pre-Defined reports may not display this Parameter Wizard. If it displays, you may
select from the List of Values (LOV) indicated by the black triangle at the far right of the
field. You may also key the value. If there is no LOV you must key in the desired
value.

NOTE: The report might allow multiple values or a single value for a given report.

NOTE: The description box shows the format masks for the values. Parameters must be
keyed in conformity with the format (i.e. case sensitivity, punctuation such as quotation
marks surrounding characters, number of digits in year, etc.).

8. Click [Finish].

9. Modify the worksheet if needed.

Some reports are very long. The default setting is to retrieve 10,000 rows, but some reports
are even longer than that. If not all data is retrieved you can modify the worksheet as
follows:

• Deselect that setting as follows:


− Select [Tools]
− [Options]

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Chapter 7 - Page 12
• Select
− [Query Governor]
− Uncheck [Limit Retrieved Data]

• Select [OK]

• You will need to Refresh the report to get all the data.

− Select the refresh [ ] icon.

• Sometimes all lines are not retrieved. You can check for that as follows:
− Select [Sheet]
− Select [Retrieve all Rows] if it is lit.

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Chapter 7 - Page 13
This will bring in all rows for the report you have run.

10. You may open more than one Pre-Defined Report at a time. Use the File Menu [File >
Open] to select any other report(s) you wish to review.

11. With more than one report open use the Window menu to choose the report you want to see.

12. You may close one report at a time by selecting the report you want to close from the
Window menu (previous example) then, clicking [File > Close].

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Chapter 7 - Page 14
13. When you have finished reviewing all reports you may close Discoverer and any reports still
open by selecting [File > Exit].

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Exporting to Excel
Discoverer offers a work environment that permits manipulation and formatting of the data in
your Pre-Defined Report. For example, column and row headings can be moved from one axis to
the other to achieve views of the data that might not be duplicated in Excel.

However, many users may need to share the data in Pre-Defined reports with others who do not
have access to the ODS or Discoverer. Also, many formatting, graphing, and sorting tasks are
done more effectively in Excel, as are several types of complex calculations. Discoverer 3.1
provides functionality for exporting all or parts of the Pre-Defined Report to Microsoft Excel.

When you export a Pre-Defined Report to Excel you will lose Discoverer's formatting (colors,
fonts, graphics) and its Page Item Detail features (i.e. the ability to drag and drop column/row
headings to other axes). Essentially, whatever data is on your screen at the time of export will be
included in the target file.

If you know you need to export data to Excel it's probably best to run the Pre-Defined report,
export its data without formatting, sorting, or totaling then use Excel's equivalent features to
complete the report.

Scheduling a Report with Discoverer 4


Users of the Operational Data Store may need to schedule one or several reports to run at another
time. Typically, this is done when:

• A report is needed on a recurring basis at a particular time of day or day of the week

• Reports that process large amounts of information must be run after normal work hours
(i.e. conserve computing resources, permit user to do other work during the work day)

Discoverer provides a tool for scheduling reports for execution at a later time.

IMPORTANT: You must have scheduling privileges to use Discoverer's scheduling


feature. You must request scheduling privileges from the ODS Administrator
(odsadmin@virginia.edu)

Once you have scheduled a report, you are the only person who can view the query and its
results. To share the results of a scheduled report requires saving them or exporting them to
another application.

This lesson covered the following topics:

• Login to the Operational Data Store with Discoverer

• Find, open, and close a Pre-Defined Report

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Chapter 7 - Page 18
User Responsibility
Acknowledgement and
Agreement
Chapter 8

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User Responsibility Acknowledgement and Agreement


Chapter 8 - Page 1
User Responsibility Acknowledgement and Agreement
Section Objectives
At the end of this section, you should be able to:

• Demonstrate an understanding of the User Responsibility Acknowledgement and


Agreement.

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Chapter 8 - Page 2
User Responsibility Acknowledgement and Agreement
User Responsibility Policy
It is the policy of the University of Virginia to protect the confidentiality of information that
resides in its information systems to include data on employees, students and other
business/financial data. Based upon your job duties and responsibilities, you have been
designated to have access to a portion of the University’s Integrated System. Your access and
use of the Integrated System and any other institutional systems interfaced to the Integrated
System is subject to the terms and conditions of the Integrated System User Responsibility
Acknowledgement and Agreement.

Each user of the University's Integrated System is required to sign and submit a copy of the
Integrated System User Responsibility Acknowledgement and Agreement prior to being granted
access to the system. Your access will not be granted until the form is received.

The forms will be distributed and collected by University Human Resources (UHR) via mail.
For questions about the form, contact the UHR Employee Relations Division.

Submit your signed copy of the form to:


University Human Resources
Attn: Division of HR Management Systems (Records)
914 Emmet Street
(Michie South Building)

A copy of the form is attached for your review. This copy is intended for review purposes only.
A paper copy will be mailed to you by UHR.

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User Responsibility Acknowledgement and Agreement


Chapter 8 - Page 3
University of Virginia
Integrated System User Responsibility Acknowledgement and Agreement

It is the policy of the University of Virginia to protect the confidentiality of information that resides in its
information systems to include data on employees, students and other business/financial data. Based upon your job
duties and responsibilities, you have been designated to have access to a portion of the University’s Integrated
System (“IS”) or referred to as “system.” Your access and use of the Integrated System and any other institutional
systems interfaced to the Integrated System is subject to the following terms and conditions.

1. I will use the system and the administrative data it contains to conduct University business only.
Access or use of the system and the administrative data it contains for my own personal gain or profit, for
the personal gain or profit of others, or to satisfy personal curiosity is strictly forbidden.

2. I will respect the confidentiality of individuals whose records I have been given access. I will observe
any ethical restrictions and will abide by applicable laws and policies with respect to access, use, or
disclosure of administrative data and information.

3. I will not give data to persons not authorized to have access to it. I understand that the University
expressly forbids the disclosure of unpublished administrative data or the distribution of such data in any
medium, except as required by my job duties and responsibilities and which have been approved in
advance.

4. I will follow control procedures and take reasonable measures to protect the administrative data to
which I have been granted access.

5. I will not disclose my access code and/or password to other individuals. I will not use another
person’s access code or password. If I have reason to believe that my access code or password, or that of
another individual has been compromised or is being used by a person other than the individual to whom it
was issued, I will report it to a supervisor or the System Administrator.

6. I understand that I will be held responsible for the consequences of any misuse occurring under my
user id and password due to any neglect on my part.

7. I will be responsible for the accurate presentation of administrative data, and will be responsible for
the consequences of any intentional misrepresentation of that data on my part.

8. I understand that the transactions processed through the IS system will be audited. The University
will take appropriate action when improper uses are detected.

9. I agree to follow the policies and procedures established by the University for the use of the IS.
Failure to do so may result in the revocation of my system privileges and/or disciplinary actions, including
termination of my employment.

My Signature indicates that I have read, understand, and agree to abide by these terms and conditions of this
agreement (Required before a personal access code and password is assigned within the Integrated System.)

_____________________________ ________________________________
Employee’s Name (Printed) Employee’s Signature

____________ _______________________________ ____________________


Date Department Social Security Number

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Chapter 8 - Page 4