Change to Accounts Payable credit voucher processing

posted May 2, 2016, 10:43 AM by Peyri Herrera
A change to the processing of Accounts Payable credit vouchers has been made in PeopleSoft and will affect credit voucher processing starting today, Monday, May 2, 2016. This change will make sure that credit vouchers process correctly. With the new configuration, credit vouchers will not process until sufficient positive vouchers to offset the credit into a positive have been entered into the system. Once that happens, then the credit voucher and all of the positive vouchers will process together.

Example
Enter…  Balance What happens…
Enter a $100 credit voucher.  -100 The credit voucher will remain in the system.
Enter an $80 positive voucher. 
-20 (-100+80)  The credit voucher and the positive voucher will remain in the system until the total becomes positive. 
Enter a $30 positive voucher  +10 (-100+80+30)  A warrant for $10 is produced and all three vouchers are listed. 

If the supplier is not one that you are likely to use again or that you use infrequently, then you may want to consider asking the supplier for a refund. This business process is no different than the current business process.

The difference that you will see is that the credit voucher will sit in the system until sufficient positive vouchers have been entered to bring to total due to the supplier positive.

If the credit and the positive vouchers are in different funds, the system will process that correctly. In the above example, if you have a credit in Fund 1200 but positive vouchers in Fund 0100, then once you have entered enough positive vouchers to make the amount due to the supplier a positive amount, the $100 credit will post into Fund 1200 and the positive vouchers will post into Fund 0100. There will also be a negative $100 line to Fund 1200 on the positive pay file that is sent to the Treasurer. This will be in addition to a positive $110 line in Fund 0100.

If you have any questions about the new process, please enter a HEAT ticket so we can answer your questions.