Entering Vouchers in GEARS Training - Spring 2021 Department of Budget & Finance
Learn how to enter vouchers in the GEARS Training course offered by the Department of Budget & Finance in Spring 2021. Topics include creating expense, non-PO, and PO vouchers, gathering required documents, understanding different voucher types, and using the PO Buydown Report. Enhance your voucher processing skills and efficiently manage financial transactions.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.
E N D
Presentation Transcript
GEARS Training How to Enter Vouchers Department of Budget & Finance SPRING 2021
2 Agenda Expense Voucher Non-PO Voucher PO Voucher PO Receipt Voucher
4 Gather Required Documents
5 Creating an Expense Voucher
6 Non-PO Voucher Types of invoices that do not require a PO. Employee Expense Report Interpreter Invoices (standard) Non-recurring Invoices under $2,500 (Circuit Courts/AOC) Petty Cash
7 Non-PO Voucher
8 Types of Purchase Orders (PO) Express Purchase Order (PO) Should be under $2,500 for one purchase or for cumulative purchases/services (Circuit Courts/AOC) Created and issued by the Field Buyer (User) Requires no receipt Not for monthly services/purchases DPCGA (Procurement) Purchase Order Initiated from a requisition created by a user Created and issued by a buyer within the AOC Procurement Department Monthly services should have a Procurement PO PO s for the purchase of goods require a Receipt PO s for the purchase of services do not require a Receipt Blanket Purchase Order (PO) Every year Procurement updates BPO List The BPO list itemizes Judiciary/State contracts with vendors for certain goods/services If the BPO list specifies that an Express PO (XPO) is required, it is created and issued by the Field Buyer (user) If an XPO is required as shown on the listing, the associated contract must be applied to the voucher
9 PO Buydown Report Main Menu>Purchasing>Purchase Orders>Review PO Information>PO Buydown Report Always run this report before vouchering against the PO. This report allows you to see the activity on a PO, including available line balances, and the vouchers & receipts against the PO. Verify that the amount needed for the invoice is available on each required line. This will be covered during the PTP How to do Purchasing Inquiry and Reporting class.
10 PO Voucher
11 PO-Receipt Voucher
12 Double Check your Voucher Voucher statuses if completed correctly: Match Status: No Match=non PO voucher Matched=PO voucher Approval Status: Pending=Submitted for Approval Approved=Approval is complete Budget Status, Budget Misc Status All Valid
13 Any Questions? Please feel free to Contact Us: Dana Brazerol Accounting Operations, Manager 410-260-1379 Trudy Brown Supervisor 410-260-1378 Renee Philson Lead Worker 410-260-1412
