E-Billing Payment Vouchers (VP9)

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E-Billing Payment Vouchers (VP9)

• Online Training

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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?

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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.

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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.

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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.
• Routing sequences are set up in the Electronic
  Office Management (EOM) application
  https//utdirect.utexas.edu/ew

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How does VP9 routing work?

• When VP9 documents are automatically created,
  they are assigned to a designated creator desk.
• The creator desk must be linked to a view that
  contains the e-billing account and be authorized
  for VP9 with Update or Super status.

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How does VP9 routing work?

• The first person on this desk will be the
  assigned creator and the VP9 documents will
  appear in their electronic inbox.

Special Note The first person on this desk
must NOT be a substitute!
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How does VP9 routing work?

• If special VP9 routing is set up, then the first
  desk in the routing sequence will be the
  designated creator desk and the first person on
  this desk will be the assigned creator.
• If special VP9 routing is NOT set up, the Office
  Managers desk will be the designated creator
  desk and the first person on the Office Managers
  desk will be the assigned creator.

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• To set up special routing, the creator must be
  designated with an asterisk (), and the special
  VP9 desk must be in the first desk in the routing
  sequence. It must be a Normal desk.

In this example, VP9 Desk is the desk
name. This desk must also have update or super
status for VP9 and be linked to a view with the
VP9 account.
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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!

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Mark the document you wish to view
Then press ENTER to see the document.
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Review each section of the document and make any
changes needed.
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The voucher comments may be updated.
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The accounts and object codes may be updated if
necessary.
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How are VP9 documents processed?

• Accounts may be changed to other accounts within
  the same routing (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!

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What other information is available?

• VP9 Online Instructions Press the PF6 key
• E-Billing Experts Purchasing, 471-4266
• askUS
• VP9 Routing Experts User Services Helpline
  471-8802 or email askUS_at_austin.utexas.edu

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Thank you for viewing this presentation.

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