Vouchers Updated Incorrectly on the PO Accounting Page

Perform the following steps when the PO Accounting Entries do not include a particular voucher.

1) Re-set the budget checking status by marking the voucher for PO
finalization.
2) Then save and budget check the voucher.
At that point, the voucher should be reflected on the PO Accounting
Entries.
3) If needed, then unchecked the PO finalization on the voucher, then save
and budget check the voucher once again.

Also, this same action should restore a PO in the case where a Reversal
voucher did not post properly to the PO.

Instructions for Authority Order Account 601100 Ledger Balance Correction, (133 kb)

Procedures to Finalize Purchase Orders to Reduce Encumbrances, (446 KB)

Correcting Journal Voucher
To correct a dollar amount, funding, etc. on a Journal Voucher already posted unpost the journal voucher and replace the incorrect information.  The voucher will go back through budget checking and post that evening.

6-Digit Expenditure Report Reconciliations
Agencies can use this format to assist in reconciling the three 6-Digit Expenditure reports and the Summary Receipts and Disbursements expenses on a monthly basis.

The worksheet was prepared as a solution from an actual Helpdesk case. Adjustments may not be limited to the ones listed on this worksheet but can be used as a guide.

AP GL Queries

Reversal Voucher Quick Tip
OSF creates and posts reversal vouchers that have been matched, posted, and budget checked when the agency has decided to never pay the voucher.  The agency should put the original voucher on hold, and submit a copy of the original voucher to OSF Transaction Processing with a request to create a reversal voucher to restore the funds either to the related PO or to the budget only.

Caution:  If the PO has been set to "no match" then the funds will not be returned to the PO but directly to available budget.  At that point, the only option may be to process a change order on the PO, if possible.  Again it is best to require matching on POs.

Report Quick Tip

Miscellaneous Warrant Report Quick Tip
Two ways to find out if a check or wire was paid to another state agency.

1. If you have one particular voucher that you want to find how it paid, pull up the voucher in the AP > Vouchers > Entry > Regular Entry screens and look at the Payments tab.  In the Payments Method area, a method of WIR indicates a wire transfer and a method of CHK indicates a paper warrant was issued.
2. If you want to look at several vouchers, run the Misc Warrant Report.  You can run the report on a daily basis, or for one a month.

Navigation:  AP > Reports > Payments > Misc Warrant Report (place parameters you want the report to run)

This report will show payments processed for the period selected.  If this report is ran for the prior day, it will show how vouchers from that day were paid.  The report is sorted by pay group.  There is a summary at the end of the report that shows the type of payments by total count and total amount.  It also includes a summary by Pay Group.