Regular Vouchers for Grants and Projects


In this topic, you will review the difference between a voucher and a voucher designated for a project.


Steps:

  1. Click the Main Menu button.

    Step 1

  2. Click the Accounts Payable menu.

    Step 2

  3. Click the Vouchers menu.

    Step 3

  4. Click the Add/Update menu.

    Step 4

  5. Click the Regular Entry menu.

    Step 5

  6. Click the Find an Existing Value tab.

    Step 6

  7. Enter the desired information into the Voucher ID field.

     

    Enter "01001448".

    Step 7

  8. Click the Search button.

    Step 8

  9. Use the Regular Entry - Summary page to review basic details about a voucher.

    Step 9

  10. Click the Invoice Information tab.

    Step 10

  11. Use the Invoice Information page to enter invoice and distribution line information for a voucher.

    Step 11

  12. Use the scrollbar to view additional information on the page.

    Step 12

  13. Other than the description, the way that vouchers will differ for Projects and Grants will be found in the Distribution Lines.

    Step 13

  14. In this voucher, notice that the ChartFields have been entered accordingly.

    Step 14

  15. Use the scrollbar to view additional information on the page.

    Step 15

  16. Also notice that this voucher has been assigned a PC business unit, a project, and an activity.

    Step 16

  17. PeopleSoft workflow routes voucher requests for approval based on ChartField values.

     

    As a result, it is important that expenses for a project are entered with appropriate ChartFields so that those expenses can be credited to a project and not to an internal department here at USC.

    Step 17

  18. By assigning this voucher a ChartField belonging to the Department of Contracts and Grants, PeopleSoft will not only charge the expense, but will also direct this transaction to that department for approval.

    Step 18

  19. Let's consider what happens if the Accounts Payable department does not submit this voucher assigned to a project, but assigned to an internal department instead.

     

    Once the voucher reaches that department approver, that person should recognize the expense as foreign and unauthorized, and as a result, deny the request.

     

    This would cause the voucher to bounce back to Accounts Payable, which would prompt further research into where this expense belongs.

    Step 19

  20. Click the Home link.

    Step 20

Congratulations, you successfully learned how to do regular vouchers for grants and projects.

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