About A/P entry (voucher listing)

The accounts payable entry screen lets you record a voucher to pay an invoice from a vendor.

Prerequisites

• Create fiscal years.

• Create vendors.

• Create transaction codes.

• Create semesters if expenses are associated with specific academic periods.

• Create cost centers.

• Create general ledger accounts.

Required permissions

Configure duplicate invoice checking

To assist in preventing duplicate payments, Campus Cafe checks if the invoice number entered matches an invoice number previously used for the same vendor. The voucher must have been processed; the duplicate check process won’t occur if the matching invoice number is in queue waiting to be processed. 

Campus Cafe may also be configured for what elements to check when evaluating whether the entry is a duplicate.

1. Go to Admin > Custom Control.

2. In Search enter INV_DUPE.

3. Click the pencil.

4. Parameter Value 2 if you want Campus Cafe to present a warning message if the invoice number for the vendor was previously used on a voucher regardless of the invoice amount of the previous invoice enter Y. If the custom control is set to N Campus Cafe only presents a warning if the invoice number for the vendor was previously used on a voucher and the invoice amount is also the same as the new invoice.

5. Parameter Value 2 is set to Y Campus Cafe then presents a warning message if the invoice number for the vendor was previously used on a voucher regardless of the invoice date. If the custom control is set to N Campus Cafe only presents a warning if the invoice number for the vendor was previously used on a voucher and if the invoice date is also the same.

Create voucher

1. Go to Accounting > A/P Entry.

2. In Member enter any text. Later, you may process the bills in batch based on the member name.

3. In Fiscal Year select the fiscal year in which to book the expense.

4. Click Lookup Vendor to find the vendor to pay.

5. Click Add Voucher.

6. Record the invoice information:

   • Invoice Date: The actual invoice date to record. It does not affect the accounting period for this voucher batch. The accounting period is specified when the batch is posted

   • Invoice Number: The vendor's invoice number. This information appears on the check stub to help the vendor identify the payment.

   • Invoice Amount: The total amount of the bill. All subexpenses must equal this amount.

   • Due Date: The date the vendor expects to receive payment.

   • PO Number: The purchase order number corresponding to the invoice

   • Description: Text to describe the bill. It appears on the check stub to help the vendor identify the payment.

   • Transaction Code: Utilized for student refund checks to associate the voucher with a specific transaction code.

   • Bill Semester: Utilized for student refund checks to associate the voucher with a specific term.

7. Click New Subexpense to add details:

   • Amount: The dollar value of a specific item or group of items on the bill.

   • Invoice Quantity: The number of item(s).

   • Description: Text to describe the item(s).

   • 1099?: Indicates whether the payment is 1099 reportable. Each expense line that is 1099 reportable must be indicated as such because a voucher can be split between reportable and not reportable. For example, a part-time faculty member paid for consulting (reportable) and reimbursed for expenses (not reportable). The expense line for the consulting should be indicated as 1099 reportable, and the other line should be left blank. Options set using STPARM PVTNCD

   • Pet Number: The project expense tracking number to associate with the item(s) that can be used to associate the expense with a particular initiative (e.g. a new building)

   • Override Budget: Enter O to ignore an over budget error.

   • Cost Center: Click to the magnifying glass choose the cost center associated with the items(s)

   • GL Account, Site, Number, Fund Number, Function Number. Campus Cafe completes this automatically based on the cost center you select.

8. Click Create.

9. Click Save.