Procurement Card Voucher (VP7) Online Training

On-Line Training Objectives: What is the procurement card process? How does VP7 routing work? How are VP7 documents processed? What other information is available?

What is the procurement card process? Procurement Cards (Procards) are issued through Purchasing. VP7 documents are automatically created after Procards are charged. Departments are notified with a deadline.

What is the procurement card process? Departments should verify VP7 charges against their receipts. VP7 documents may be updated with different accounts and object codes. VP7 documents should be approved by the designated deadline. Departments keep their receipts.

How does VP7 routing work? When a Procard is issued by Purchasing, an account number is assigned for its charges. When the VP7 documents are created, the creators are determined by the routing for those accounts. Managers may set up special VP7 routing for these accounts. This is recommended, but not required. Routing sequences are set up in the Electronic Office Management (EOM) application:

How does VP7 routing work? When VP7 documents are automatically created, they are assigned to a designated creator desk. The creator desk must be linked to a view that contains the Procard account and be authorized for VP7 with Update or Super status.

How does VP7 routing work? The first person on this desk will be the assigned creator and the VP7 documents will appear in their electronic in-box. Special Note: The first person on this desk must NOT be a substitute!

How does VP7 routing work? If special VP7 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 VP7 routing is NOT set up, the Office Manager’s desk will be the designated creator desk and the first person on the Office Manager’s desk will be the assigned creator.

To set up special routing, the creator must be designated with an asterisk (*), and the special VP7 desk must be in the first desk in the routing sequence. It must be a Normal desk. In this example, “VP7 Desk” is the desk name. The special desk must also have update or super status for VP7 and be linked to a view with the VP7 account.

How are VP7 documents processed? Go to the YB2 inbox for the creator. Select the same desk/view of the creator. Then you can travel to the VP7 document from the creator’s inbox!

Mark the document you wish to view: >> Electronic documents awaiting review for ACMMM << *DEFINE DOCUMENT IN-BOX: DOCUMENT LISTING - YB2 Year: 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 * U0PBO ACMMM ELECTRON MULTIPLER 12/14/2009 N _ U0VP ACMMM DOCUMENT IN PROGRESS 12/14/2009 C _ U0VP ACMMM DOCUMENT IN PROGRESS 12/14/2009 C _ U0VP ACMMM Procard payment - George Jungle 12/14/2009 C _ U0VP ACMMM Procard payment - George Jungle 12/14/2009 C _ U0VP ACMMM Procard payment - Eduardo Cigar 12/14/2009 C _ U0VP ACMMM Procard payment - Eduardo Cigar 12/14/2009 C _ U0VP ACMMM Procard payment – Brandy Alexander 12/14/2009 C X U0VP ACMMM Procard payment – Brandy Alexander 12/14/2009 C _ U0VP ACMMM VWR SCIENTIFIC - Order: /14/2009 C _ U0VP ACMMM VWR SCIENTIFIC - Order: /14/2009 C _ U0VP ACMMM VWR SCIENTIFIC - Order: /14/2009 C _ U0VP ACMMM VWR SCIENTIFIC - Order: /14/2009 C _ U0VP ACMMM VWR SCIENTIFIC - Order: /14/2009 C _ u0VP ACMMM VWR SCIENTIFIC - Order: /14/2009 C -- 0 UT Austin PF1=Options PF8=Exit /21/09 8:48 AM -- Then press ENTER to see the document.

Review each section of the document and make any changes needed: >> You are currently authorized to VIEW this document << *DEFINE PRO CARD PAYMENT VOUCHER - VP7 Year: Command: VP7 Account: __________ Misc: _______________ Month: DEC ============================================================================== Status: CREATED -- COVER SHEET -- Document ID: U0VP Action: ___ Summary: JP MORGAN CHASE BANK NA Created: 12/14/09 by ACMMM – MOUSE, MICKEY Category: Template: Format: 01___ Voucher Date: Voucher Nbr: Separate Check: Check Distribution: U Default Service Dates Begin: End: DTN: _______ Vendor ID: 1 UT EID: 2xxxxcy_ MC: 026 JP MORGAN CHASE BANK NA Address: ** Direct Deposit ** SECTIONS: X _ 1. Voucher Description and Payee Reference Info and Amounts X _ 2. Line Items: 6 _ 3. Define Codes (optional) Total Reference Amt: Total Payment Amt: UT Austin PF1=Options PF8=Exit /21/09 08:28 AM --

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 | | Procard payment for Brandy Alexander________________ | | ____________________________________________________ | | Information to be printed on check stub which helps Payee identify payment: | | Payee Reference Info Amount | | _________ _ | | _________________________ _______________ | | MORE: + TOTAL: | | Send USAS: _ Reimbursable: N Doc Type: 2 PCC Code: H | | | To page forward mark MORE. To page backward press PF4. |

The accounts may be updated if necessary. The object codes must be updated | >> Final page of voucher items << | | Action: ___ Begin at Acct: __________ Document ID: U0VP | | Voucher Date: 12/14/09 | | Voucher Nbr.: Entries: 6 | | | ACCOUNT D/C TYPE OBJ AMOUNT REFERENCE NBR | | => D EX | | 11/29/09 A A P S ,VA > | | => D EX | | 11/28/09 FEDEX KINKO'S #0122 AUSTIN,TX > | | => D EX | | 11/28/09 FEDEX KINKO'S #0122 AUSTIN,TX > | | => D EX | | 11/27/09 WOLF CAMERA #1624 AUSTIN,TX > | | => D EX | | 11/19/09 SOLUTIONS4SURE.COM DELRAY BEACH,FL > | | => D EX | | 11/20/09 MYFONTS.COM C/OBITSTRE ,MA > | | _ __________________ | | / / + | | _ __________________ | | / / + |

How are VP7 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 VP7 documents should be approved—before the deadline! Departments should maintain permanent file of the receipts & documentation!

What other information is available? VP7 Online Instructions = Press the PF6 key Procard Experts = Purchasing, askUS VP7 Routing Experts = User Services Helpline: or

Thank you for viewing this presentation. For more information, contact: User Services Financial Information Systems