Payment Vouchers - Canceling

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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

Canceling Payment Vouchers

After creating a Payment Voucher you may decide it is not necessary. If the Payment Voucher has not been validated (approved) you can delete it. If it has been validated, you must cancel the Payment Voucher.

1. Find the payment voucher you are going to cancel 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 new line in the Distributions using a minus sign (-) in front of the dollar amount, so that the total distributions will equal zero (0).

6. Complete the PTAEO information, using Shift + F5 to copy fields from above when appropriate.

Never copy the Account field!

7. Save your work.

If you return to the Payment Voucher Header without saving, you will not be able to make the necessary changes to the Payment Voucher.

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

The status will now say "Needs Revalidation".

9. Change the dollar amount of the Payment Voucher to zero (0).

10. Save your work.

11. Click on the attachment icon on the toolbar.

12. Complete the following fields on the attachment form:

Category: Select Miscellaneous from the list of values.
Description: Enter a description for the attachment.
Data Type: Select Short Text from the list of values.

13. Enter the explanation of why the Payment Voucher is being canceled in the text field.

14. Save your work.

15. Close the Attachment.

To see the attachment, you must refresh the screen or requery the Payment Voucher.

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

17. Check the "All Approvals Have Been Obtained" and “Resubmit to Accounts Payable” checkboxes.

18. Click on the [OK] button.

19. Click on the [OK] button.

The Status should say "Needs Revalidation".

20. Close the Payment Voucher.

Effective: 05/13/09