Payment Vouchers - Changing

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Distribution

Director of Procurement Services

AP Administrator

PO Administrator

PO Purchaser^*

Related Procedures

Payment Vouchers - Initiating [PRO5002U]

Ownership

The Director of Procurement Services is responsible for ensuring this document is necessary, reflects actual practice, and supports University policy.

Integrated System Purchasing
N ® Payment Voucher
Payment Voucher

Changes to Payment Vouchers must be made shortly after first submission. If no Holds are place on the approved Payment Voucher, then Accounts Payable has final-audited your payment vouchers. If Accounts Payable has audited the payment voucher and released any invoice holds, and changes are then made, Accounts Payable will not be notified to re-audit the payment voucher.

No changes are allowed for paid invoices. Any PTAEO adjustment required on paid invoices must be processed as a GA transaction.

Changing a Payment Voucher

1. Find the payment voucher you are going to delete by clicking on the flashlight icon on the toolbar, or selecting View ® Find from the menu.

2. Enter the search criteria and click on the [Find] button.

3. Click on the [Distributions] button.

4. Click on the folder icon , select Payment Voucher Distributions from the list, and click on the [OK] button to open the folder.

5. Enter a second line in the Distributions using a minus sign (-) in front of the dollar amount. Complete the PTAEO information, using Shift + F5 to copy fields from above.

Never copy the Account field!

6. Save your work.

7. Enter the new PTAEO information on the next available line making changes as needed. Use Shift + F5 to copy fields from above when appropriate. Never copy the Account field!

Note: In this example, we changed the Expenditure Type field.

8. Save your work.

9. Close the Distributions window and return to the Payment Voucher header.

The status will say "Needs Revalidation".

10. Click on the [Actions...1] button.

11. Select the "All Approvals Have Been Obtained" and the "Resubmit to Accounts Payable" checkboxes.

12. Click on the [OK] button.

13. Close the Payment Voucher.

Effective: 05/02/08