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4/9/2013 SITE‐BASE Invoice Pr 1. R ED VOUCHER rocessing Inst eview accura a. Past d so, wr b. Addre c. Code t d. Write If the v 9 form receive Office e. Leave invoice f. Review i. ii. SYSTEM tructions for D cy of vendor’ ue balance. D ite date paid ss correct? the invoice w vendor numb vendor is not m. Once the v e the new ve has created t space on the e into the sys w invoice for Foot and cr Original rec Departments ’s invoice Display vendo and check nu ith the appro ber on invoice in the system vendor has co ndor number the new vend invoice for re stem. accuracy and ross‐foot item ceipts 1 or history umber next to opriate accoun e. A master v m, contact the ompleted the r. You cannot dor in the syst ecord numbe adherence t m charges 24). Has the p o past due am nt numbers vendor listing e Auditor’s O W‐9, return i t process the tem. er which you w o County pur past due port mount on the g in excel is av ffice to obtai it to the Audi invoice until will receive a rchasing polic V R [Type ion been paid invoice. vailable via em n the require itor’s Office to the Auditor’s fter entering cy: Sam I V=Vendor # R=Record # e text] d? If mail. ed W‐ o s the ple Vendor Invoice ---PAGE BREAK--- 4/9/2013 2 [Type text] iii. Sufficient appropriations to cover payment? iv. Contract amounts have not been exceeded g. Every invoice processed through the system must have unique invoice This minimizes duplicate payments. In most cases, a combination of the invoice # and the invoice date is entered into the invoice # field. A master schedule listing common vendors and the corresponding invoice numbering format for each is available for distribution. To ensure consistency, look up the invoice #/invoice date combination used in previous payments to your vendor. i. #24 display vendor history ii. Enter vendor # to display history iii. Enter on last payment, enter to display details. iv. Screen print or make note of invoice field format. INVOICE NUMBERING FORMAT FOR THIS VENDOR = MMM YYYY ---PAGE BREAK--- 4/9/2013 3 [Type text] 2. Entering the Invoice into the Site‐based Voucher System a. Select Enter/Update Vouchers b. Enter vendor number, + [on keypad], [ENTER] c. Enter account number d. Enter amount e. Tab thru date field. System will auto‐complete this field f. Enter invoice number and invoice date combination. This field must be unique otherwise system will not accept entry and will flag it as a duplicate payment. g. Next field is the 1099 field. This field should always be h. Enter a description or additional information in the last field. This information prints on the check and is included in the transaction history report. i. Use the [ENTER] key once the line input is complete and the system will accept the entry. j. Continue entering account distribution lines until the aggregate amount entered for the voucher equals the amount due on the invoice(s). k. F3 to save transaction ---PAGE BREAK--- 4/9/2013 4 [Type text] l. After F3, the screen below will appear. Write down the record number. This number is needed to access the invoice if changes are necessary. ---PAGE BREAK--- 4/9/2013 m. In the above and th n. If you numbe vendor numb . Alternative hen select a ve made a mista er as shown a ber field, ente ly, you can en endor from th ake or need to above and pre 5 er the next ve nter a portion he results. o add to a pre ess the ke endor numbe n of the vend eviously ente ey. er and repeat or name afte ered voucher, [Type the steps list r the “Search , enter the re e text] ted h at” cord ---PAGE BREAK--- 4/9/2013 6 [Type text] 3. After entering vouchers, print the proof list. This is #2 on the Alpine County Voucher Print Menu. Review the listing for accuracy. Total $ on the proof list should equal the total of invoices to be transmitted to the Auditor’s Office for payment. 4. Printing Claims. There are two ways to print claims. a. Print individually. In the voucher input screen, change the “Print Voucher” field to Y. Claim will print when the voucher is saved (F3). b. Print all claims that have been entered and have not been held. This is #3 on the Alpine County Voucher Print Menu. Note that all claims will print. 5. Staple the vendor invoice(s) to its associated printed claim form. Ensure that the total of the invoices agrees to the total on the claim form and on the proof list. When attaching multiple invoices, run an adding machine tap totalling the individual invoices and tape to the back of the claim form. Obtain department head signatures for each claim form. 6. Bundle all signed claimed forms together and place the proof list on top. 7. If there is any voucher not ready for processing at the Auditor’s office, change the “Hold Voucher” field to Y. You will need to hold any invoices not signed by the department head at the time you are ready to electronically transfer invoices for payment to the Auditor’s Office. This will keep the voucher in your departmental queue and prevent it from being electronically transferred to the Auditor’s Office for processing. You can obtain a report of held vouchers from the Alpine County Voucher Print Menu. ---PAGE BREAK--- 4/9/2013 7 [Type text] 9. When you have finished entering vendor invoices, printing the proof list, printing each individual claim form, and obtaining department head signatures, you are ready to transfer your vouchers to the Auditor’s Office. a. Select #6 from the Alpine County Voucher Print Menu. b. Enter Y to move vouchers to PBA Files. You will be warned that once you move vouchers, you can no longer reprint the claim forms. c. Processing is complete after you bring your proof list along with the original signed claim forms with attached vendor invoices to the Auditor’s Office. Additional Information: At 5pm on the last day to submit claims to the Auditor’s Office for the next check run, the system will lock departments out preventing the transfer of files to the Auditor’s Office. You may continue to enter vouchers for the next check run cycle. See sample calendar attached. If you have an emergency item and want to include the claim after the cut‐off day and time, do not enter the claim in the voucher system. You must call the Auditor’s Office for processing instructions. We expect emergency situations to be rare occurrences. The voucher date and the batch number are set by the Auditor’s Office and cannot be changed. ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- Sample calendar ‐ voucher process dates.xlsx MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY 1 2 3 Last day to transfer claims from voucher system to PBA. Mark hold for unsigned claims. Process these claims with the May 24 check run. 6 7 8 9 10 Lock out ‐ cannot transfer vouchers (can still enter) Voucher date changed to May 24. Clear held vouchers to be processed with May 24 check run. Unlock after May 10 checks processed. Can transfer voucher files to PBA. 13 14 15 16 17 Last day to transfer claims from voucher system to PBA. Mark hold for unsigned claims. Process these claims with the June 7 check run. 20 21 22 23 24 Lock out ‐ cannot transfer vouchers (can still enter) Voucher date changed to June 7. Clear held vouchers to be processed with June 7 check run. Unlock after May 24 checks processed. Can transfer voucher files to PBA. 27 28 29 30 31 Last day to transfer claims from voucher system to PBA. Mark hold for unsigend claims. Process these claims with the June 21 check run. ENTER BUT DON'T TRANSFER VOUCHERS FOR MAY 24 CHECK RUN ENTER AND TRANSFER VOUCHERS FOR MAY 10 CHECK RUN ENTER AND TRANSFER VOUCHERS FOR MAY 24 CHECK RUN ENTER BUT DON'T TRANSFER VOUCHERS FOR JUNE 7 CHECK RUN ENTER AND TRANSFER VOUCHERS FOR JUNE 7 CHECK RUN MAY 2013