Campus Vouchers Creation and Inquiry
Here is a presentation by The College of Arts and Sciences Dean's Office Business Center on Campus Vouchers Creation and Inquiry, including ground rules, safety measures, class introductions, goals, reality check, disclaimer, and knowledge check.
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Presentation Transcript
Campus Vouchers Creation and Inquiry Presented by The College of Arts and Sciences Dean s Office Business Center March 15, 2025
Ground Rules ANd9GcScL8UF2cazOdCT1l1bFdGeEOrZJaFgMCa0xhjevuaWcgB0sGxVsLPD3g Please put cell phones on vibrate, don t answer in class. If urgent, please step outside the classroom. Please do not perform work including email while the class is in session. Feel free to ask questions at any time. Questions may be answered immediately, tabled to be addressed later in class or placed in Parking Lot to be researched and answered at a later time. Schedule/Breaks: We will have one 10 min break. This training is scheduled to run 3 hours. Bathroom location Food, beverage rules or access ANd9GcSXDunV0FI5C6Oh7IgtfXZRxpdS0O9u-2hLqpCx_nTDm-z92sXDb1rrP-M 2
Safety Emergency Location of exits Evacuation procedure for location ANd9GcQ6xJuHx8cQInSGXhLLrfxHErR0jZATyfJzLL-AlHjncLmLBJWtLYu1csoc 3
Class Introductions Who are you? Where do you work? Name something positive you are anticipating with the transition to People Soft. 4
Our Goals Our primary goal is to provide you a strong foundation for you to address your operational requirements in the new Connect Carolina environment. Learn in a safe environment Observe demonstrations Practice class exercises Build Confidence 5
Reality Check What will be different: Application software Accounting structure Terminology What will stay the same: Processes Operations 6
Disclaimer Who we are: We are trainers Who we are not: We are not programmers We are not developers/consultants We are not People Soft experts 7
Knowledge Check To gain the most out of today s training you should already have an understanding of basic Connect Carolina concepts. You need to know: Chartfields Commitment Control Budget Exceptions It is expected that students have already studied these concepts. This training will not spend extra time covering these topics. If you are not familiar with these topics please let the instructor know now. 8
Agenda Campus Vouchers Overview Creating a Campus Voucher Running a Voucher Inquiry Troubleshooting Combo Edit and Budget Errors Practice and Skill Check 9
Campus Voucher Process Campus Voucher Campus Dept. or School Approve Pay Department or School Creates Campus Voucher Approvers Approve via Workflow/ Worklist Payment Execution Has Need to Initiate Payment Core Entries: - vendor - items - amounts - chartfield accounting - scan/attach invoice or other supporting documentation System Checks: - combo edit for valid chartfield combinations - budget check For: - processes commonly known as: - check requests, - payment requests, - small order process (SOP) - reimbursements - independent contractor payments - cash advances - petty cash replenishment CMP - Department Disbursement Services Makes the Payment and if relevant: - Office of Sponsored Research (OSR) - Pre-Audit, - ITS security, or - Environmental Health and Safety (EHS). Not For: - Purchase orders (POs) via central Purchasing - PCARD - ePro vendor catalog Finalize: - user Submits For Approval or lets the system process If Rejected Revise Existing 10
Agenda Unit Overview Creating a Campus Voucher Running a Voucher Inquiry Troubleshooting Combo Edit and Budget Errors Practice and Skill Check 11
Creating a Campus Voucher Key Details Campus voucher is the initial system entry that records details of the payment requirement in the system. Campus vouchers contain data such as vendor, items, quantities, amounts, and chartfield accounting. Includes a budget check, to ensure availability of funds. 12
Demonstration & Class Exercise Demonstration: Creating a Campus Voucher Follow on page 7 of your Campus Vouchers Student Guide Exercise #1: Creating a Campus Voucher Found on page 3 of your Campus Vouchers Exercise Workbook Menu Path Main Menu> Finance Menu> Accounts Payable> Vouchers> Add/Update> Campus Voucher Entry ANd9GcTG3971zH95oKqU1ymDa1jVdHxXnmmxIr1V3GamWMQDINEe9CumJTV9caI 13
Agenda Unit Overview Creating a Campus Voucher Running a Voucher Inquiry Troubleshooting Combo Edit and Budget Errors Practice and Skill Check 14
Voucher Inquiry Key Details Search for, or create a list of vouchers that match criteria you specify. View the details of a specific voucher. Link out to deeper detailed information, such as payment information or approval history. 15
Demonstration & Exercise Demonstration: Running a Voucher Inquiry Follow on page 21 of your student guide. Exercise #2: Running a Voucher Inquiry Found on page 6 of your Campus Vouchers Exercise Workbook Menu Path Finance Menu> Accounts Payable> Review Accounts Payable Info> Vouchers> Voucher ANd9GcTG3971zH95oKqU1ymDa1jVdHxXnmmxIr1V3GamWMQDINEe9CumJTV9caI 16
Knowledge Check What are some of the ways you can search for vouchers in voucher inquiry? Which ways do you think work best? Why? 17
Agenda Unit Overview Creating a Campus Voucher Running a Voucher Inquiry Troubleshooting Combo Edit and Budget Errors Practice and Skill Check 18
Troubleshoot Combo Edit Errors A combo edit is a system check of your chartfield entries. If your combination breaks pre-configured rules, you will get an error.
Troubleshoot Budget Errors The budget check validates whether a valid budget exists for the chartfield combination, as well as availability of funds for the payment within a valid budget.
Demonstration Demonstration #3: Troubleshooting Combo Edit and Budget Errors Follow on page 15 of your Student Guide. 21
Agenda Unit Overview Creating a Campus Voucher Running a Voucher Inquiry Troubleshooting Combo Edit and Budget Errors Practice and Skill Check 22
Practice and Skill Check Exercise Exercise #4: Campus Voucher Practice and Skill Check Found on page 8 of your Campus Vouchers Exercise Workbook. ANd9GcTG3971zH95oKqU1ymDa1jVdHxXnmmxIr1V3GamWMQDINEe9CumJTV9caI 23
Exercise #4 Details Allocate $50 of one distribution line to: Department: 302100, Academic Advising Fund: 29201 Source: 52107 Program: 10000 Allocate the remaining $250 of the invoice to: Department: 311700, Humanities and Human Values Fund: 29201 Source: C0423 Program: 10000 24
Summary/Review 1. How do you know if there is a combo edit error on your voucher? Where can you view voucher errors? 2. Where can you view voucher budget exceptions? 3. When would you use multiple line items? Multiple distribution lines? 4. How is running a voucher inquiry useful for voucher research? 5. What happens if I click the back button on my browser while in Connect Carolina?
Now What? Complete the course survey. Complete CBTs, view webinars, find additional training materials: http://ccinfo.unc.edu/ Access to the training environment: hhtp://cctraining.web.unc.edu 27
