Transcript Procurement Card Voucher (VP7) Online Training On-Line Training Objectives: • What is the procurement card process? • How does VP7 routing work? • How are.

Procurement Card
Voucher (VP7)
Online Training
On-Line Training Objectives:
• What is the procurement card process?
• How does VP7 routing work?
• How are VP7 documents processed?
• What other information is available?
What is the procurement card process?
Procurement Cards (Procards) are issued
through Purchasing.
http://www.utexas.edu/admin/purchasing/procard/index.html
VP7 documents are automatically created
after Procards are charged.
Departments are notified with a deadline.
What is the procurement card process?
Departments should verify VP7 charges against
their receipts.
VP7 documents may be updated with different
accounts and object codes.
VP7 documents should be approved by the
designated deadline.
Departments keep their receipts.
How does VP7 routing work?
When a Procard is issued by Purchasing, an account
number is assigned for its charges.
When the VP7 documents are created, the creators
are determined by the routing for those accounts.
Managers may set up special VP7 routing for these
accounts. This is recommended, but not required.
Routing sequences are set up in the Electronic
Office Management (EOM) application:
https://utdirect.utexas.edu/ew
How does VP7 routing work?
When VP7 documents are automatically created,
they are assigned to a designated creator desk.
The creator desk must be linked to a view that
contains the Procard account and be authorized
for VP7 with Update or Super status.
How does VP7 routing work?
The first person on this desk will be the assigned
creator and the VP7 documents will appear in their
electronic in-box.
Special Note: The first person on this desk
must NOT be a substitute!
How does VP7 routing work?
If special VP7 routing is set up, then the first desk
in the routing sequence will be the designated
creator desk and the first person on this desk
will be the assigned creator.
If special VP7 routing is NOT set up, the Office
Manager’s desk will be the designated creator desk
and the first person on the Office Manager’s desk
will be the assigned creator.
To set up special routing, the creator must be designated with
an asterisk (*), and the special VP7 desk must be in the first
desk in the routing sequence. It must be a Normal desk.
In this example, “VP7 Desk” is the desk name.
The special desk must also have update or super status
for VP7 and be linked to a view with the VP7 account.
How are VP7 documents processed?
Go to the YB2 inbox for the creator.
Select the same desk/view of the creator.
Then you can travel to the VP7 document from the
creator’s inbox!
Mark the document you wish to view:
>> Electronic documents awaiting review for ACMMM <<
*DEFINE
DOCUMENT IN-BOX: DOCUMENT LISTING - YB2
Year: 09 10
Command: YB2
Logon ID: ACMMM
Misc: _______________
==============================================================================
To review documents: 1. Mark any documents you wish to select and press PF3
** PROFILE ON ** OR 2. Press PF2 to select all documents (maximum 100).
* = Document accessible only on the web
View 3 of 7
Document ID Creator
Summary
Created
* U0PBO948375 ACMMM ELECTRON MULTIPLER
12/14/2009 N
_ U0VP2555923 ACMMM DOCUMENT IN PROGRESS
12/14/2009 C
_ U0VP2555179 ACMMM DOCUMENT IN PROGRESS
12/14/2009 C
_ U0VP7555133 ACMMM Procard payment - George Jungle
12/14/2009 C
_ U0VP7555132 ACMMM Procard payment - George Jungle
12/14/2009 C
_ U0VP7555275 ACMMM Procard payment - Eduardo Cigar
12/14/2009 C
_ U0VP7555274 ACMMM Procard payment - Eduardo Cigar
12/14/2009 C
_ U0VP7555199 ACMMM Procard payment – Brandy Alexander
12/14/2009 C
X U0VP7555108 ACMMM Procard payment – Brandy Alexander
12/14/2009 C
_ U0VP9555155 ACMMM VWR SCIENTIFIC - Order: 55556890
12/14/2009 C
_ U0VP9555154 ACMMM VWR SCIENTIFIC - Order: 55550611
12/14/2009 C
_ U0VP9555150 ACMMM VWR SCIENTIFIC - Order: 55553817
12/14/2009 C
_ U0VP9555143 ACMMM VWR SCIENTIFIC - Order: 55553605
12/14/2009 C
_ U0VP9555142 ACMMM VWR SCIENTIFIC - Order: 55551240
12/14/2009 C
_ u0VP9555139 ACMMM VWR SCIENTIFIC - Order: 55553981
12/14/2009 C
-- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 12/21/09 8:48 AM --
Then press ENTER to see the document.
Review each section of the document and make any changes
needed:
>> You are currently authorized to VIEW this document <<
*DEFINE
PRO CARD PAYMENT VOUCHER - VP7
Year: 09 10
Command: VP7
Account: __________
Misc: _______________
Month: DEC
==============================================================================
Status: CREATED
-- COVER SHEET -Document ID: U0VP7555108
Action: ___
Summary: JP MORGAN CHASE BANK NA
Created: 12/14/09 by ACMMM – MOUSE, MICKEY
Category:
Template:
Format: 01___
Voucher Date: 121409
Voucher Nbr:
Separate Check:
Check Distribution: U
Default Service Dates Begin: 110609 End: 120509
DTN: _______
Vendor ID: 1 UT EID: 2xxxxcy_ MC: 026 JP MORGAN CHASE BANK NA
Address: ** Direct Deposit **
SECTIONS:
X
X
Total Reference Amt:
-- 0 UT Austin
_ 1. Voucher Description and
Payee Reference Info and Amounts
_ 2. Line Items: 6
_ 3. Define Codes (optional)
655.90
Total Payment Amt:
655.90
------ PF1=Options ------ PF8=Exit ------ 12/21/09 08:28 AM --
The voucher comments may be updated.
+-----------------------------------------------------------------------------+
|
|
|
**** For Instructions on how to enter information press PF6 ****
|
|
|
| Comments to be printed on voucher description:
Page
1 of
1
|
|
Procard payment for Brandy Alexander________________
|
|
____________________________________________________
|
| Information to be printed on check stub which helps Payee identify payment: |
|
Payee Reference Info
Amount
|
|
5500000000013724_________
655.90_
|
|
_________________________
_______________
|
|
_________________________
_______________
|
|
_________________________
_______________
|
|
_________________________
_______________
|
|
_________________________
_______________
|
|
_________________________
_______________
|
|
_________________________
_______________
|
|
_________________________
_______________
|
|
_________________________
_______________
|
| MORE: +
TOTAL:
655.90
|
| Send USAS: _
Reimbursable: N Doc Type: 2 PCC Code: H
|
|
|
|
To page forward mark MORE. To page backward press PF4.
|
+-----------------------------------------------------------------------------+
The accounts may be updated if necessary. The object codes
must be updated.
+-----------------------------------------------------------------------------+
| >> Final page of voucher items <<
|
| Action: ___ Begin at Acct: __________
Document ID: U0VP7555108
|
|
Voucher Date: 12/14/09
|
|
Voucher Nbr.:
Entries:
6
|
|
|
|
ACCOUNT D/C TYPE OBJ
AMOUNT
REFERENCE NBR
|
| => 3055555050 D EX 1000
220.00 55417555555555534024354
|
|
11/29/09
A A P S
703-2432800,VA
> |
| => 3055555050 D EX 1000
63.00 05445555555555529718990
|
|
11/28/09
FEDEX KINKO'S #0122
AUSTIN,TX
> |
| => 3055555050 D EX 1000
126.00 05444555555555529718818
|
|
11/28/09
FEDEX KINKO'S #0122
AUSTIN,TX
> |
| => 3055555050 D EX 1000
133.59 55548555555555562463127
|
|
11/27/09
WOLF CAMERA #1624
AUSTIN,TX
> |
| => 9999999999 D EX 1000
89.31 05444555555555580207933
|
|
11/19/09
SOLUTIONS4SURE.COM
DELRAY BEACH,FL
> |
| => 9999999999 D EX 1000
24.00 55480555555555552903873
|
|
11/20/09
MYFONTS.COM C/OBITSTRE
6174976222,MA
> |
|
_
__________________
|
|
/ /
+ |
|
_
__________________
|
|
/ /
+ |
+-----------------------------------------------------------------------------+
How are VP7 documents processed?
Accounts may be changed to other accounts within
the same Routing (Master) View.
Object codes must be changed to reflect the items
purchased.
Once items have been verified with the receipts,
the VP7 documents should be approved—before
the deadline!
Departments should maintain permanent file
of the receipts & documentation!
What other information is available?
VP7 Online Instructions = Press the PF6 key
Procard Experts = Purchasing, 512-471-4266
askUS
VP7 Routing Experts = User Services
Helpline: 512-471-8802
or email: [email protected]
Thank you for viewing this presentation.
For more information, contact:
User Services
Financial Information Systems
512-471-8802
[email protected]