EBilling Payment Vouchers VP9

1
E-Billing Payment Vouchers (VP9)

• Online Training

2
Online Training Objectives

• What is the e-billing payment process?
• How does VP9 routing work?
• How are VP9 documents processed?
• What other information is available?

3
What is the e-billing payment process?

• VP9 documents are designed to pay for supplies
  purchased on the Web from vendors set up with the
  University for e-billing, such as Office Depot,
  and other approved online vendors.

4
What is the e-billing payment process?

• VP9 documents generated as purchasing charges are
  received from the online vendors.
  
• Departments should verify VP9 charges against
  their receipts and purchase dates.
  
• VP9 documents may be updated with different
  accounts and object codes.
  
• VP9 documents should be approved by the
  designated deadline.
  
• Departments keep their receipts.

5
How does VP9 routing work?

• When an e-billing payment process is established,
  an account number is assigned for the charges.
  
• When the VP9 documents are created, the creators
  are determined by the routing for those
  accounts.
  
• Managers may set up special VP9 routing for these
  accounts. This is recommended, but not required.
  

6
How does VP9 routing work?

• If no special routing is set up, then VP9
  documents are automatically created by the first
  person on the office managers desk.
  

-------------------------------------------------
------------------------ 2 ALL DESK
DESCRIPTION DISPLAYED, PLEASE ENTER NEXT REQUEST
C D E S K S
-------------------------------------------
------------------- Action Des Your desk
specifications were updated v ACC Desk owned by ACCOUNTING _ DAV
Description DEFAULT DESK OF THE OFFICE
MANAGER______ _ PR3
Number of Assignees 4
View/Select Assignees from a
List _
List of the Desk Assignees
Page 1 --------------------
------------------------------------
_ ACJTK JAMES T KIRK _ ACRB_
RHONDA BOATASHOR _ ACRMW
MARSHALL DILLON _ ACOF_ ANN E OAKLEY
_ _____
_ _____
_ _____ _ _____
_ _____
_ _____
_ _____ _ _____
_ _____
_ _____
_ _____ _ _____
_ _____
_ _____
_ _____
_ _____ -----------
-------------------------------------------------
-------------- 0 UT Austin ------ PF1Options
------ PF8Exit ------ 10/17/07 1128 AM --
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• To set up special routing, the creator must be
  designated with an asterisk (), and the special
  desk must be in the first desk position.

-------------------------------------------------
------------------------ Your routing seque
nces have been updated D E P A R T M E N T A L R O U
T I N G

Master View EXAMPLE
Title ROUTING FOR PROCARD DOCUMENTS
Office ACCOUNTING Office Manager JAM
ES T KIRK

List routing sequences from Form ___
and Creator __________

FORM/ CREATOR
DESKS IN ROUTING SEQUENCE
NAME ST
ATUS ------ ---------
- ----------------------------------------------
---- __ _________ __________ ________
__ __________ __________ SIGNER
_ _
_ _ VP9 _________
VP9_DESK__ __________ __________ __________
SIGNER _
_ _ _
___ __________ __________ __________
__________ __________
_ _
_ _ ----------------------
--------------------------------------------------
-
The special desk must also have update or super
status for VP9 and be linked to a view with the
VP9 account. In this example, the first person o
n the VP9 will be the assigned creator.
8
How are VP9 documents processed?

• Go to the YB2 inbox for the creator.
• Select the same desk/view of the creator.
• Then you can travel to the VP9 document from the
  creators inbox!
  

9
Mark the document you wish to view

• Electronic documents awaiting review for
  CHTKM
• DEFINE DOCUMENT IN-BOX DOCUMENT
  LISTING - YB2 Year 07 08
  
• Command YB2 Logon ID ACMMM
  Misc _______________
  
• 
  
  
• To review documents 1. Mark any documents you
  wish to select and press PF3
  
• PROFILE ON OR 2. Press PF2 to select all
  documents (maximum 100).
  
• Document accessible only on the web
  View 3 of 7
  
• Document ID Creator Summary
  Created
  
• T0PBO948375 ACMMM ELECTRON MULTIPLER
  12/14/2007 N
  
• _ T0VP2555923 ACMMM DOCUMENT IN PROGRESS
  12/14/2007 C
  
• _ T0VP2555179 ACMMM DOCUMENT IN PROGRESS
  12/14/2007 C
  
• _ T0VP7555133 ACMMM Procard payment - George
  Jungle 12/14/2007 C
  
• _ T0VP7555132 ACMMM Procard payment - George
  Jungle 12/14/2007 C
  
• _ T0VP7555275 ACMMM Procard payment - Eduardo
  Cigar 12/14/2007 C
  
• _ T0VP7555274 ACMMM Procard payment - Eduardo
  Cigar 12/14/2007 C
  
• _ T0VP7555199 ACMMM Procard payment Brandy
  Alexander 12/14/2007 C
  
• _ T0VP7555108 ACMMM Procard payment Brandy
  Alexander 12/14/2007 C
  
• _ T0VP9555155 ACMMM VWR SCIENTIFIC - Order
  55556890 12/14/2007 C
  
• _ T0VP9555154 ACMMM VWR SCIENTIFIC - Order
  55550611 12/14/2007 C
  

Then press ENTER to see the document.
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Review each section of the document and make any
changes needed.

• Select a document or a new action and press
  ENTER to continue
• DEQUAL E-BILLING PAYMENT VOUCHER -
  VP9 Year 07 08
  
• Command VP9 Account __________ Misc
  ____ Month DEC
  
• 
  
  
• Status CREATED -- COVER SHEET --
  Document ID T0VP9555286
  
• Action ___ Summary JP MORGAN CHASE BANK
  NA
  
• Created 12/14/07 by ACMMM MOUSE, MICKEY
  Category
  
• Template
  
  
• Format 01___ Voucher Date 121407
  Voucher Nbr
  
• Separate Check
  Check Distribution U
  
• Default Service Dates Begin 110607 End
  120507 DTN _______
  
• Vendor ID 1 UT EID 2xxxxcy_ MC 027 JP MORGAN
  CHASE BANK NA
  
• Address Direct Deposit
  
  
• 
  
  
• 
  
  
• SECTIONS _ 1. Voucher Description
  and
  
• Payee Reference
  Info and Amounts
  
• X X 2. Line Items 5
  
  
• _ 3. Define Codes
  (optional)
  

11
The voucher comments may be updated.

• -------------------------------------------------
  ----------------------------
  
• 
  
  
• For Instructions on how to enter
  information press PF6
  
• 
  
  
• Comments to be printed on voucher description
  Page 1 of 1
  
• OFFICE DEPOT -
  405555530__________________________
  
• _________________________________
  ___________________
  
• Information to be printed on check stub which
  helps Payee identify payment
  
• Payee Reference Info
  Amount
  
• 5500000000016743_________
  3,383.73_
  
• _________________________
  _______________
  
• _________________________
  _______________
  
• _________________________
  _______________
  
• _________________________
  _______________
  
• _________________________
  _______________
  
• _________________________
  _______________
  
• _________________________
  _______________
  
• _________________________
  _______________
  
• _________________________
  _______________
  

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The accounts and object codes may be updated if
necessary.

• -------------------------------------------------
  ----------------------------
  
• Final page of voucher items
  
• Action ___ Begin at Acct __________
  Document ID T0VP9555286
  
• Voucher Date 12/14/07
  
  
• Voucher Nbr.
  Entries 5
  
• 
  
  
• ACCOUNT D/C TYPE OBJ AMOUNT
  REFERENCE NBR
  
• 1955555550 D EX 1401 22.76
  05444747310046770018957
  
• 11/05/07 OFFICE DEPOT 1079
  OD 407507830
  
• 1955555550 D EX 1401 118.89
  05444747310046770018957
  
• 11/05/07 OFFICE DEPOT 1079
  OD 407507830
  
• 1955555550 D EX 1401 369.75
  05444747310046770018957
  
• 11/05/07 OFFICE DEPOT 1079
  OD 407507830
  
• 1955555550 D EX 1401 2,869.40
  05444747310046770018957
  
• 11/05/07 OFFICE DEPOT 1079
  OD 407507830
  
• 1955555550 D EX 1401 2.93
  05444747310046770018957
  
• 11/05/07 OFFICE DEPOT 1079
  OD 407507830
  
• _ __________________
  
  
• / /
  
  

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How are VP9 documents processed?

• Accounts may be changed to other accounts
  (within the same master view).
  
• Object codes must be changed to reflect the items
  purchased.
  
• Once items have been verified with the receipts,
  the VP9 documents should be approved before the
  deadline!
  
• Departments should maintain permanent file of
  the receipts and documentation!

14
What other information is available?

• VP9 Online Instructions Press the PF6 key
• E-billing Experts Purchasing, 471-4266
• VP9 Routing Experts Office of Accounting
  Helpline, 471-8802

15
Thank you for viewing this presentation.

• For more information, contact
• User Services
• Financial Information Systems
• 512-471-8802
• oa.askme_at_austin.utexas.edu