Voucher Invoice Inquiry Lesson


In this lesson you will learn how to run the Voucher Invoice Inquiry.


Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Accounts Payable link.

    Step 2
  3. Click the Inquiries & Reports link.

    Step 3
  4. Click the Accounts Payable Inquiries link.

    Step 4
  5. Click the Voucher Invoice Inquiry link.

    Step 5
  6. Complete one or more of the following fields:

     

    Supplier Number – Type desired supplier number, or click the Visual Assist to display the Address Book Long Number Search screen.

     

    Note: If searching by the Supplier Number only, narrow the search by entering a date in the Date From or Date Thru fields in the header and then choosing the radio button for either Invoice or G/L. You can also query by G/L Date on the QBE line using > (greater than) or < (less than). To narrow your search to Paid vouchers or Open (unpaid) vouchers, choose the appropriate radio button.

     

    Batch Number

     

    Document Number

    Step 6
  7. In this lesson we will search by Batch Number.

     

    Click in the Batch Number field.

    Step 7
  8. Enter "890282" into the Batch Number field.

    Step 8
  9. Click the Find button.

    Step 9
  10. Review the voucher information:

     

    Note: If the Open Amount field is blank, the document(s) corresponding to an invoice have been paid.

     

    Note: If the Pay Status (Pay Stat) field is A, the document has been posted and is ready to be paid by State Accounting. If the Pay Status is P, the document has been paid (see step 4).

     

    Note: If “DUP” appears in the Handling Code (Hdl Cod) field, the agency has requested a Stop Payment/Duplicate Warrant (see step 4.)

     

    Note: Records with a purchase order will have a number in the Purchase Order field. (Scroll to the right to see the Purchase Order field.)

     

    Note: Documents that have been voided will appear as two lines. On the original entry the gross amount and open amount will be blank; the second line is the void and there will be a dollar amount in the gross amount field and the open amount will be blank. The Remark field (scroll left) for the voided entry will read Change in Gross Amount and the field labeled Adjust Doc Type will contain PE.

    Step 10
  11. To review more detailed information on the voucher, choose the desired record for a voucher that was entered without a purchase order by clicking the check box next to it.  

     

    Click the 8222201 option.

    Step 11
  12. Click the Select button.

    Step 12
  13. When finished reviewing click the Cancel button.

    Step 13
  14. If the Pay Status is "P", review the payment information by clicking the check box of the desired record.  

     

    In this lesson a record is already selected. 

    Step 14
  15. Click the Row button.

    Step 15
  16. Click the Payment History menu.

    Step 16
  17. Note:

     

    Payment numbers that begin with “1” = Payable Warrant

    Payment numbers that begin with “4” = Payable ACH (electronic deposit)

    Payment numbers that begin with “7” = Payroll Warrant

    Payment numbers that begin with “8” = Payroll ACH

    Step 17
  18. Note: Payment Date – if payment is by warrant, the payment date is the date the payment is mailed. If the payment is by ACH, the payment date is the date the money will settle in the payee’s bank account.

     

    Note: If this is a duplicate payment, the original warrant, the void, and the duplicate warrant will all appear on this screen.

    Step 18
  19. Click the Close button.

    Step 19
  20. Click the Close button.

    Step 20

You have successfully completed this lesson.

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