Voucher Lifecycle
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Voucher Lifecycle
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Associated Business Process
Interfaces
The table below provides the Interface IDs for each interface identified with 30.3 Enter and Process Vouchers
Interface Number | Interface Description | Business Process & Sub-Process |
|---|---|---|
| API129 | Inbound Retiree Payment Load – Inbound interface to load retiree payments as AP vouchers as well as remittance information that is stored on the voucher Payments page. | |
API002 | Inbound Voucher Load – Inbound interface containing invoice data from external systems to load regular, single payment, and manual payment vouchers for select agencies. | |
API031 | Outbound Voucher and Payment Extract – Outbound interface containing voucher accounting, voucher status and payment information to source systems, transparency sites and Vendor History. | |
API041 | Inbound Voucher Spreadsheet Upload – Inbound interface to load voucher information via spreadsheet (Excel) upload. | |
| API058 | Inbound PCard Disbursement – Inbound interface containing PCard Disbursement transactions from the Purchasing Card bank and a return file containing load errors. |
The below compares voucher processes through interface and online options.
| Inbound Voucher Load (API002) | Inbound Voucher Spreadsheet Upload (API002) | Florida PALM (Online) | |
|---|---|---|---|
| Available Voucher Styles | Single Payment Regular Voucher Adjustment Voucher | Regular Voucher Adjustment Voucher | Regular Voucher Adjustment Voucher Template Voucher |
| Agency Workflow Approval | N/A | Optional | Required |
| Available Voucher Actions | Add | Add | Add Update Delete Close |
| SpeedKeys | N/A | Available | Available |
Conversions
No conversions are planned.
Reports
Key Reports are displayed as icons on the Business Process Flow Diagrams. The table below provides the reports related to Vouchers during a particular process step or used to support the completion of a process step.
Report RICEFW ID | Report Description | Business Process & Sub-Process |
|---|---|---|
APR024 | Prompt Payment Report – Lists invoices approaching Prompt Payment processing deadlines | 30.3.1 Process Vouchers |
KKR058 | Budget and Cash Checking Exceptions/Warnings Report – Lists transactions budget and cash check exceptions and warnings along with transaction amounts, to include the type of exception and where an override was applied. | |
APR009 | Voucher Register – Lists posted vouchers that can be filtered by various criteria | 30.3.1 Process Vouchers |
APR003 | Outstanding Vouchers Report – Lists all unposted vouchers | |
APR091 | AP Holds by Hold Type Report – A list of all vouchers on hold including the hold reason | 30.3.1 Process Vouchers |
APR004 | Voucher Match Exceptions Report – A listing of vouchers with match exceptions | |
APR001 | Prompt Payment Compliance Report – Measures the time elapsed between receipt of invoice, receipt of goods and services, approval of goods and services, and payment date by Business Unit | |
APR092 | Vouchers Deleted Report – A listing of vouchers deleted due to errors |
Data Structure
Voucher Type: Regular and Adjustment Vouchers
A Regular Voucher is used to enter standard vouchers (this is the default setting). This style is also used to enter purchase order vouchers and vouchers that require matching to purchase orders and receiving documents. Adjustments are used to adjust existing vouchers or to relate two vouchers to each other.
Gross Amount for Voucher Header should be equal to sum of Merchandise amounts of all Voucher lines associated to that Voucher Header. Similarly Sum of Voucher distribution line amounts associated with Voucher Line must be equal to the merchandise amount in Voucher Line.
Voucher Structure: Single Payment Vouchers
A Single Payment Voucher is used to make a payment for a one-time supplier without having to create and store the Supplier in the system.
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