build is a batch process used to create vouchers from transactions sent from
the HR/CMS PeopleSoft system for payroll vendors and student refunds, as well
as quick invoices entered into the PS Financials system. Depending on the transaction type, voucher
build will have to be run daily, bi-weekly or monthly. The originator of the transactions will
communicated with Accounts Payable how many vouchers are too be created and the
total monetary amount of the transactions.
Once voucher build has completed successfully, budget check will be run
on the vouchers and a pay cycle will be run to cut payments.
Payable>Batch Process>Vouchers>Voucher Build
Choose “Add a New Value”
Run Control ID: UserID and a short description of the process. Use “_” instead of spaces.
Note: A new
value only needs to be added the first time the process is run. The run control ID can be found by searching
on the “Find an Existing Value” tab. All
run control parameters will be saved under the run control ID used.
Request ID: 1
Description: Type of
voucher build being run (Payroll, Student or Quick Invoice)
Proces Option: Business Unit
Voucher Sources: New Voucher Data
Business Unit: The business
unit of the source transactions. (APY01
– Payroll, SFY01 – Student, NAUBU – Quick Invoice.)
Voucher Build Interface: Payroll
Interafce is used for both Payroll and Student, choose Quick Invoice for quick
Publish Voucher Messages: Check this box
Server Name: PSUNX
Select the checkbox next to Voucher Build
Payable>Batch Process>Vouchers>Voucher Build (Process Messages tab)
Note: The line “New
voucher to be processed =…” should match the amount of vouchers sent from
Payroll, Student or the amount of Quick Invoices that have been created.
Choose the arrow buttons at the top of the screen to go back
and forth through the messages as the process completes.
The process is complete when
the “Successfully posted generated file to the report repository.
Vouchers are created with 3
types of Status:
- Pre-edit - errors are caused by problems in the voucher header
such as Business Unit, Vendor or Origin.
These vouchers are processed and can be changed/viewed in Quick
Invoice. Navigation: Accounts
Payable>Vouchers>Add/Update>Quick Invoice Entry
- Recycle – errors created on the lines of a vouchers such as invalid
chart of accounts or shipt to information.
These vouchers are process as regular vouchers and can be
changed/viewed in Add/Update Vouchers.
- Postable – these vouchers have been created with no errors and can be
budget checked and processed for payment.
Back to Main Training Menu