Payment VouchersPV Document

Advantage Financial System

Payment Vouchers

Payment Vouchers (PV) can be used to:

Reimburse employees for goods purchased on behalf of the University

Pay an off-campus supplier for goods and services

Payment Vouchers

PV documents are commonly used for:StipendsHonorariums Employee reimbursementsRoyalties and copyright feesRepair partsSoftware and reference manuals

PV Fields

Fields to complete on PV Header:Document TotalVendor Code Check CategoryTax Code

PV Fields

Fields to complete on PV Line Detail:Line NumberInvoice (Optional)AgencyOrg/SuborgFunction (Optional)Object/SubobjectAmount (Not including tax)Description

PV Fields

PV documents require special fields that may not exist on other documents:

Check category codeTax code12/30 character descriptionsInvoice number

PV Fields: Check Category

Check category code is used to sort the check for distribution:

E1 – check will be picked up from Accounts Payable

E2 – check sent to payee without attachments (most commonly used)

E3 – check sent to payee with attachments

PV Fields: Tax Code

Tax code is used to determine the tax rate:UT – used for tangible goods from out of state vendors

T0 – used in all other cases

PV Fields: Description

The PV contains a field for descriptions

The field will allow 30 characters and the first 12 will print on the check

The full 30 character description is stored in the online tables

PV Fields: Invoice Number

The PV contains a field for invoice number

If an invoice number is entered, this will print on the check in place of the 12 character description

Use invoice number only when paying for something billed on an invoice

PV Approvals

The PV requires Level 1 and Level 4 approval

Level 1 is applied by the requesting department

Level 4 is applied by Accounts Payable after they receive all documentation and review the PV

Payment Vouchers

Enter E as this is the original document

Payment Vouchers

Enter the total amount of all the billing, including tax if charged

Payment Vouchers

Enter the vendor code from VNAS or VEN2

Payment Vouchers

Enter the appropriate check category

Payment Vouchers

Enter the appropriate tax code

Payment Vouchers

These lines complete the header portion of the PV document

Press Enter to move to the line details

Payment Vouchers

Enter line number to distinguish this line (start with 01)

Payment Vouchers

Enter a vendor invoice number, if necessary

Payment Vouchers

Enter a description of what is being paid for

Payment Vouchers

Enter the Agency/Org being charged

Payment Vouchers

Enter the Object/Sub-Object being charged

Payment Vouchers

Enter the amount being paid. If paying for tangible goods from an Out-of-state supplier, do not include tax. Otherwise, include tax if charged.

Payment Vouchers

Edit the document to validate all entries and check for errors

Enter “ED” in the Function field and EnterPress the F7 key

Payment Vouchers

After Editing, the PV will move to PEND1 status for approvals

PV: Inserting Lines

A PV may contain more than one line

A line may be entered on the PV to pay for multiple items

Each line must have a distinct line number

In the Function field, type “I” then Enter

PV: Deleting Lines

Individual lines can be deleted from a PV document

Approvals must be removed before a line can be deleted

In the function field, type “DL”

PV: Deleting Lines

Enter “DL” in the function field and place the cursor on the line numberto be deleted. Press Enter.