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VOUCHERS

PURCHASING METHODS AT BAYLOR 3

ENTERING A VOUCHER TO PAY AN INVOICE 5 Enter and Save the Voucher Budget Check the Voucher

Attachments Approve the Voucher

ENTERING A VOUCHER FOR AN HONORARIUM 21 Enter and Save the Voucher Budget Check the Voucher Attachments Approve the Voucher

PROCESSING INVOICES ENTERED BY AP 29

Select a Supplier

PROCESSING VOUCHERS USING GRANT FUNDS 30

Enter and Save the Voucher Budget Check the Voucher Attachments

Approve the Voucher Add Lines

APPROVING A VOUCHER 38

FINDING A VOUCHER 42 Find An Existing Value

TRACKING A VOUCHER 45 Voucher Document Status Voucher Inquiry Payment Document Status Payment Inquiry

SPECIAL CONSIDERATIONS 56 Finding a Supplier Supplier Registration

Review Budget Check Exceptions Personalize Your Distribution Lines Print the Voucher PO Vouchers

Cancel A Voucher


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Purchasing Methods at Baylor University Technology Purchases

Contact Technology Procurement Office (www.baylor.edu/Purchasing - Click Technology Procurement)

Related to Travel or Entertainment

See Travel and Entertainment Policy (www.baylor.edu/travel)

Less than $10,000 Use the Purchasing Card

Note: The Purchasing Card is the most efficient way to procure items.

Use it whenever possible. If the Purchase Card cannot be used, enter a Voucher.

Note: Each Voucher costs Baylor about $50 in processing.

More than $10,000 Enter a Requisition in TRAX

Note: Each Requisition costs Baylor about $75 in processing.

Bonus: More information about purchasing methods can be found in the

transaction help list in the appendix of this manual.


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Entering a Voucher

Attachments Budget

Check Print

(optional)

Select: Voucher Add / Update Vouchers

Enter: Supplier Invoice

Header Information

Add

Comments Invoice Line

Information Save

AP: Creates the

payment Sends

payment to Supplier

Submit for Approval

Department Approval


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Sample Invoice:

Acme Tent Rental 1604 Bear Way Waco, TX 76798 (254) 777-2385

Invoice # BU123456 Date 05/31/2018

Extended QTY Description Unit Price Price

1 Super Tent Rental 150.00 150.00 1 Small Tent Rental 50.00 50.00

Please pay: $200.00


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Entering a Voucher to Pay an Invoice Step One: Enter and Save the Voucher

Select the following from the Menu Accounts Payable

Add / Update Voucher

Click Look Up Supplier Name (The Magnifying Glass beside Supplier Name)


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Enter part of the Supplier name in the name field with a percent sign before and after it. “%” is the wildcard character for TRAX. %tent% will pull up anything with the letters “tent” in it. A list of the standards Accounts Payable and Purchasing use to add a Supplier names can be found in the Appendix of this manual.

Click Look Up

Click the appropriate Supplier to select them

Note: If the supplier is not in the list, click Cancel and check the Supplier Search. The Supplier Search will cast a wider net and help you find inactive and archived suppliers. If you do not find the Supplier listed there either, you will need to proceed with the Supplier Registration process for new Suppliers.


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Enter the Invoice Number exactly as it appears on the Invoice

Enter the Invoice Date

This date can influence when the supplier is paid. Typically a voucher for a non-Baylor supplier will not print until twenty-one days past this date.

Enter the Invoice Amount that should appear on the check

(Optional) Enter Estimated No. of Invoice Lines

Click Add


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Enter Invoice Information

Users who are familiar with the Invoice Information fields and have already selected the Supplier may skip to page 14.


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Invoice Information Definitions Business Unit

Always BEARS

Voucher ID

NEXT until TRAX assigns the voucher a number

Voucher Style

Always Regular

Invoice Date

Date listed on the Invoice

Invoice Received Date the invoice was received by you or your office (think of this as a way to “stamp” your invoice).

Supplier

Supplier is a required field for a voucher. This field holds the Supplier number. Hover over the Supplier Name (blue link) to see the address for the Supplier.

Location This should always be 000001

Address The Supplier’s address. This is almost always 1.

When a supplier has multiple addresses: Select the desired supplier address Enter the rest of the voucher normally Check the Payment Address on the Payments tab. If the

address listed is different from the desired address, contact AP.

If the Supplier has recently changed their address, contact AP.

Advanced Supplier Search

Click this link to go to an advanced Supplier Lookup page


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Pay Terms When will the check be created? The type of supplier selected determines the value of this field. Under most circumstances, checks to Baylor Students and Employees print on the next check run and other suppliers print twenty-one days after the invoice date

View Printable Version

Click this link to see print preview of the Voucher

Invoice Number The Invoice number as printed on the invoice or the date of purchase, if no invoice number is available. There should be only one invoice for every voucher. If there is another voucher with the same supplier and invoice number, it will not pass budget check. Faculty/Staff Reimbursements: Put the date from the receipt in MMDDYY format and a very short description of the transaction. The invoice number prints out on the check and should help a faculty or staff member understand why they are being reimbursed. For instance, if a faculty member purchased some incidental supplies on April 3, 2015 for a biology class, the invoice number might be: 04032015 Supplies BIOL1105

Date This is the date listed on the Invoice or receipt. This date has nothing to do with the budget year to be charged.

Total The total amount owed to the Supplier.

Difference For multiple line vouchers, how much money still needs to be entered on the voucher? This is the difference between the total amount of the Voucher and the total amounts entered on the voucher lines.

Comments

Click this link to enter a Voucher Comment. Be sure to include anything that might be meaningful to you or to Accounts Payable.

Accounting Date

Value determines which fiscal year will be charged. This value only changes in June. The delivery date determines which fiscal year should be charged.

Action Select Budget Check from the Drop-down list and click Run

Select Save for Later to save a Voucher in progress.


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Enter Voucher Comments

Voucher Comments are located on the Invoice

Information Tab

Enter information in the Voucher Comments field. A short description of the “Justification” for the expenditure is required.

NOTE: Only 254 characters will fit in the Voucher Comments field. Long

comments will get the error message below and be truncated to 254 characters.

Verify Accounting Date

Review / Change the Accounting Date Field. This

date defaults to today’s date. Only change this date when something other than the current budget year is to be charged.


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Enter Invoice Lines

Enter the item Description. This text will display on the Budget Expense Inquiry.

The Quantity, UOM (Unit of Measure), and Unit Price fields can almost always be left blank

The Line Amount is carried forward from the Total field above. Baylor does not use the Ship To field on Vouchers.

The Merchandise Amount is carried forward from the Line Amount field above.

Enter the appropriate Account. Review the standard list of accounts in the Appendix

Enter the Department ID

Verify/Change Fund The Fund code is a group that the Department ID belongs to. The Fund is implied from the Department ID. After selecting the appropriate Department ID, the correct fund code should appear as a selection when clicking the magnifying glass.


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(Optional) Enter the Program Code. Only a very few departments use this.

To charge multiple Department IDs or accounts, put the cursor in the description field and click the Add Multiple Rows button to add new lines

Click Save

Note: See page 30 for information on entering vouchers for grant/project related expenses.


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Step Two: Budget Check the Voucher

Select Budget Checking from the Action dropdown list. (If you don’t see Budget Checking listed, click Save and try again.) Click Run.

The following message will appear. Click Yes.

After a few moments, a new window will open and will display the following:

Review Run Status

Success – Passed Budget


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Check Warning – Failed Budget

Check

Click the Exit Button in the top

right-hand corner of the window to close the window

Click the Refresh button beside Action: Budget Checking to update the budget check status. (The Refresh button at the bottom of the screen will not pull up a fresh copy of the voucher.)

Note: Only one voucher line display after budget check. Click View All to see other lines.

View the Summary Tab to verify your Budget Check Status

Not Chck’d Budget Check has not been performed

Valid

Successful Budget Check

Error Unsuccessful Budget Check (See Budget Control Exceptions page)


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Step Three: Attachments

Click Attachments to add required documentation / justification for the purchase. You will be prompted for your Bear ID and password before you reach the NolijWeb screen.

Click Choose File to select the document you wish to upload

Click Submit File.

Look for the confirmation message that your file uploaded successfully. There is a 3 minute delay between the time you upload and the time you can view the document, but as long as you receive the confirmation message above, you can be assured your document did indeed upload to the database.


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What should I attach to my Voucher? Sufficient justification for any given purchase.

Copy of the invoice Copy of receipts If your department’s approval process includes offline signatures, you will want

to attach a copy of the signed approval documentation.

What if I don’t attach the required information? These attachments are mandatory. The Voucher will be sent back to you or will be held until the required documentation is received.

Best Practice Tips: Never write a tax ID number or social security number on the invoice Avoid using highlighter ink on the voucher or invoice. It does not show properly in the scanning

system used by AP. Instead, try to use blue or black ink.

What To Use if No Invoice is Available Copy of the agreement or contract To create hard-copy documentation, provide the following information:

Who is getting paid What they are being paid for Where to send the check When they need the money Appropriate identification numbers

Call the Accounts Payable office for additional information.


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Step Four: Submit For Approval

Click Preview Approval to see a valid list of

approvers for your department

The Preview Approval page will show you the approval path for your Voucher. In this example, we see that the Voucher will first be routed to Dept Approver(s) and then to an AP Approver.

The indication of Multiple Approvers shows us that more than one person can approve this Voucher (but only ONE approval is necessary for it to move forward to AP).

Click Multiple Approvers link for a list of people who can approve the requisition


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Click Submit Approval button to send your

Voucher on to your departmental approver (or if you are already are an approver, the Voucher will self-approve and go on to AP.

Click Close to return to the

Preview Approvals page

Click Return to go back to the main page


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Entering a Voucher for an Honorarium Scenario: Judge Roy Bear spoke at a conference sponsored by the Law School. He

needs to be compensated for the following:

Honorarium $1,000 Hotel $100 Meal $20 Total $1,120

Note: Users can use a similar process to reimburse people for expenses that could

not be charged on the purchasing card are placed on a Travel Expense Report

Step One: Enter and Save the Voucher

Select the following from the Menu Accounts Payable

Add / Update Vouchers

Click Look Up Supplier Name to find the supplier

Enter an Invoice Number. If you don’t have one, make one up. Using the date helps make the Invoice Number Unique

Enter the Invoice Date. Normally this will be the date of the purchase or when the services are performed


Click Add


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Enter information in the Voucher Comments field.

Enter Invoice Lines

Enter the item Description. Note whether this is for the Honorarium or reimbursement of expenses

When you will have an honorarium and a reimbursement on the same voucher, change the Line Amount to have only the value which will go on the first line.

Enter the appropriate Account. 9340 – Honorarium – Will show up on the Supplier’s 1099 934090 – Reimbursement – Will not show up on the Supplier’s 1099

Enter the Department ID Note: If entering a voucher for a Project see page 30 for more information.


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Verify/Change Fund The Fund code is a group that the Department ID belongs to. The Fund is implied from the Department ID. After selecting the appropriate Department ID, the correct fund code should appear as a selection when clicking the magnifying glass.

Click the Add Multiple Rows button to add new lines


Click Save

Select Budget Checking from the Action list.

Click Run

Review Run Status on the Window

that displays Success – Passed Budget Check Warning – Failed Budget Check

Click the Exit Button in the top right-

hand corner of the tab to close the tab

Click the Refresh button beside Action: Budget Checking to see the budget check status.

Review the Budget Status. Click Summary tab and view the status at the bottom of the page.


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Optional – Print the Voucher


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Click Submit File.

Click OK to go back to the Requisition






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Processing Invoices Scanned by A/P Accounts Payable may receive and scan an invoice and create a voucher. This will happen according to the following process:

Accounts Payable scans the invoice. Accounts Payable creates the voucher. Accounts Payable sends the department an e-mail with a link to the voucher.

here Click the link in the e-mail to pull up the

voucher in TRAX.

Enter the User ID and Password

Make any necessary corrections to the voucher in TRAX.

Refer to pages 38-41 for information on voucher approval.

Once approved, the voucher is routed back to Accounts Payable who gives a final approval to the voucher and cuts the check.


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Entering a Voucher using Grant funds Scenario: A researcher in my department needs to be reimbursed for some supplies

she purchased using her own personal funds. Professor Joy Bear needs to be reimbursed $125.00 total.

Step One: Enter and Save the Voucher

Select the following from the Menu Voucher

Add / Update Vouchers

Click Look Up Supplier Name (The Magnifying Glass beside Supplier Name)

Enter the Invoice Number exactly as it appears on the Invoice

Enter the Invoice Date

This date can influence when the supplier is paid. Typically a voucher for a non-Baylor supplier will not print until twenty-one days past this date.


Note: Invoice Amount on a grant/project related expenses should not exceed $3000. All expenses over $3000 should be entered as a Requisition.

(Optional) Enter Estimated No. of Invoice Lines

Click Add


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Enter information in the Voucher Comments field.

Enter Invoice Lines

Enter the item Description. Note whether this is for the Honorarium or reimbursement of expenses

When you will have an honorarium and a reimbursement on the same voucher, change the Line Amount to have only the value which will go on the first line.

In the Distribution section, you will need to enter the Project number (and corresponding chartfield information related to the grant). Order is extremely important here! Please ensure you are entering your information in this EXACT order:

PC Business Unit (will always be BEARS)


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Select the correct Project ID number

From here, everything else that follows will be derived from the Project you selected. Use the magnifying glass next to each field to select the appropriate options.

Enter an Activity

Enter a Department

Enter a Fund


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Click Save

Select Budget Checking from the Action list.

Click Run

Review Run Status on the Window

that displays Success – Passed Budget Check Warning – Failed Budget Check

Click the Exit Button in the top right-

hand corner of the tab to close the tab

Click the Refresh button beside Action: Budget Checking to see the budget check status.

Review the Budget Status. Click Summary tab and view the status at the bottom of the page.

Optional – Print the Voucher


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Click Submit File.

Click OK to go back to the Requisition






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Approving A Voucher The approval process will depend on departmental policies. Please check with the department to verify correct procedures.

The Voucher module notifies an approver of a pending transaction in two ways:

1. Email notifications through Outlook 2. Using the Worklist or the Departmental Workenter (great for the

person who does log in to TRAX, often daily, and is used to checking for pending work to complete.)

If you receive an email notification, the link embedded in the email will take you directly to the Voucher approval page.

You will be prompted to log in first.

You can also find the Voucher by visiting your Approvals tab.

Select the following from the menu: Approvals


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Click Attachments to review the contents – invoice, etc.

Click Remitting Address to check the address of the Supplier. If the address is not correct, the Voucher will come back to you for approval after it is updated by AP. This could ultimately delay the time it takes to process your Voucher.

Click Charge Information to view the department, project, account, etc. that was charged.


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Review the Approval Path

Click Multiple Approvers to view and verify the approval path.

Ad-Hoc Approval (Optional)

Click the plus sign to insert an approver (optional).

Enter the User ID of the person you wish to insert as an Approver and click Insert.


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Click Save to save the changes to the approval path.

Click Approve to approve the Requisition and send it on to the

next approver.

Click Deny to deny approval

Click Hold to hold the Voucher from further processing. If a

department has more than one approver, the hold button will ensure the Voucher is no longer available on other approvers’ worklist.


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Finding a Voucher

Accounts Payable Add / Update Vouchers

Click Find an Existing Value


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Enter the Voucher ID

If the Voucher ID is not available, enter the Invoice Number

If the Invoice Number is not available, enter the Supplier ID, Supplier Name, or Short Supplier Name

Click the Search button to display vouchers

that meet the search criteria

Click on any column in the row to select the

desired voucher


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Click Invoice Information to see the lines of the

Voucher

Note: Only one voucher line will be displayed after the budget check. Click View All to see other lines.


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Tracking a Voucher through the system

Voucher Document Status Inquiry

Accounts Payable Voucher Document Status

Enter the Voucher ID

If the Voucher ID is not available, enter the Invoice Number

If the Invoice Number is not available, enter the Supplier ID, Supplier Name, or Short Supplier Name


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Click to select the desired voucher

Click Voucher ID to go to the Voucher Inquiry page

Click on the Doc ID beside the appropriate document type to see the inquiry for the Payment, Purchase Order or Requisition

Click Go to Document Status Inquiry to go to a similar page for the Payment, Purchase Order or Requisition

NOTE: This particular voucher only has 1 document associated with it – the payment. You could potentially see a list on this screen. The list would contain all related documents, such as a requisition or a purchase order.


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Voucher Inquiry

Accounts Payable Voucher Inquiry


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Enter the From Voucher ID

Enter the To Voucher ID



Click Actions to open various options.

Click Payment Information to see payment details

Click Back to Voucher Inquiry to return to the previous page.

Click Payment Reference ID to pull up the Payment Inquiry Panel


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(Optional) Click Show all Columns


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Payment Document Status Timing Issues Most vouchers hold for twenty-one days past the invoice date before they are paid. Baylor Faculty,

Staff and Student payments are created with the next check run. Checks are printed on Mondays and Thursdays at 10:00 AM. Accounts Payable must receive the

scanned documentation in order to be approved. The voucher must be complete and submitted by the previous day at 3:00 p.m.

Do not mail or hand deliver documents to AP. Call the Accounts Payable office for additional information.

Accounts Payable Payment Document Status

Enter the Payment Number

If the Payment Number is not available, enter the Payment Reference

If the Payment Reference is not available,


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enter the Remit Supplier (Supplier ID) or Short Supplier Name



Click to select the desired Payment

Click Payment Reference to go to the Payment Inquiry page


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Click on the Doc ID beside the appropriate document type to see the inquiry for the Payment, Purchase Order or Requisition

Click Go to Document Status Inquiry to go to a similar page for the Payment, Purchase Order or Requisition


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Payment Inquiry

Accounts Payable Payment Inquiry

Enter the Payment Reference ID in the From and To sections


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Click the Search button to display payments


Click Payment Reference ID to display the vouchers represented on the payment

Review Creation Date and Payment Date as the date the check was printed and mailed

Review Payment Status to determine if the check was cancelled

Review Recon Status and Reconcile Date to determine if the check has come back from the bank


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Click Voucher ID to go to the Voucher Inquiry page


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Special Considerations

Looking Up A Supplier Advanced Supplier Search (Invoice Information tab)

(Optional) If no supplier has been entered, click Advanced Supplier Search to find the Supplier

Enter a partial Supplier Name in the Name field Note: “%” is the wildcard character for TRAX. For

example, %tent% will pull up anything with the letters “tent” in it. A list of the standards Accounts Payable and Purchasing use to add a supplier can be found in the Appendix of this manual.

Click Search


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Click Select Supplier to choose the appropriate supplier

Change the value in Max Rows to change the number of rows displayed on the screen

First – Display the first row of Data

Show Previous Row – Display previous row(s) of data

Show Next Row – Display next row(s) of data

Last – Display last row of data

Click Detail to see more information about the supplier

Click Select Supplier Detail to choose the


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supplier

Click Return Supplier Search to go back to the

previous page

Click Back to Header to go back to the Voucher

Click Go to Address to see the Address for the Supplier

If you find that you are having difficulty finding the Supplier you wish to use, you may want to use the Supplier Search in the Supplier menu. This search is much more robust and allows you to search for your Supplier by the full name, Tax ID number, active vs. inactive, address, etc. Be sure to save your Requisition before visiting the Supplier Search or you will lose your work.

If, after using the Supplier Search, you still do not find the Supplier you are looking for, you are likely working with a new Supplier that will have to be established in the system by either Accounts Payable or Purchasing. You will need to proceed with the Supplier Registration process. Instructions for doing this can be found in the next section.


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Baylor New Supplier Request Process Users should begin the process of requesting a new supplier at the beginning of the purchase cycle, instead of the end. This process is intended for regular suppliers, foreign suppliers, employees or students.

There are over 15,000 suppliers in our system. Please make sure you carefully check the Supplier Search to ensure that the supplier doesn’t already exist in our system (see more detailed instructions in this document if you are not familiar with the Supplier Search). After ensuring the supplier does not exist, proceed with the New Supplier Request, as outlined in the steps below. This process should be started as far in advance of the purchase as possible in order to ensure the supplier information is made available from the TRAX supplier database for you to complete your requisition or voucher. Please allow up to two weeks for this process to be completed.

Suppliers Request New Supplier

Click Request Form to enter a new Supplier request. You can also click Search to find previous requests in progress or completed. (You can only see requests you have initiated).


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From the dropdown list, select the type of

entity (business, individual, employee, or student).

Begin entering the details about the

supplier. Fields marked with an asterisk (*) are required.

Profile

Foreign Entity checkbox – use this to designate this person or business as foreign

ACH (Direct Deposit) Enabled checkbox – use this to signify that the person or business has requested to be paid via ACH/Direct Deposit. The form can be found by clicking the link below and can be attached at the bottom of this page.

Name field – this is the name of the business (required)

URL field – this is the website of the business Purpose field – you intend to pay this person

via Voucher or Requisition (choose one) Tax Classification field – this can be provided

by the business Provision field – choose from the dropdown

list Provision Details field – Why are you paying

this person or business? Provide any additional details about the supplier that you feel will help Baylor administrative staff process the request.

Contact Information Provide contact information in this section.

Name, email, Address 1, City, State, Zip, and Country are required fields.


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At the bottom of the form, click the Attach button to upload the necessary form(s) for your supplier. A W-9 is required on all new suppliers. You will also use this section to include Direct Deposit forms.

Click the Save button when complete.

After clicking the Save button, this message will appear. Click OK.

Click the Process tab. This area shows the approval path for this request. Note: the review process does not begin until the Submit button is clicked.


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When you are ready for your request to be reviewed, click Submit to send it for processing.

Optional: If your department has an internal process that requires a secondary reviewer, use the magnifying glass to select the appropriate budget manager. Only those individuals that have been designated as a Key Budget Contact will appear. If your department does NOT require this secondary review, simply skip this section.


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Once you have clicked Submit the Approval Status will change from Initiated to Pending.

You will receive an email notification when the supplier is approved and

ready for use in TRAX. At this point you can proceed with entering your voucher or requisition.


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Note:

After your request has been saved a Delete button appears. If, for any reason, you need to Delete this request, you may do so by clicking

this button. If your request has been Denied for

any reason, you may find the details of the denial by revisiting your request, clicking the Process tab, and then clicking to expand the Comments section.


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Review Voucher Budget Check Exceptions (Optional)

When you have a failed Budget Check, you will first see a Warning message displayed after the Budget Check process finishes.

When you return to the Summary tab, you will see an Exceptions link located on the Summary tab. Click here to view more details.


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Review Exception column See the list of Budget Checking Errors in the Appendix to see what the error means and what to do about it.

Note: Resolve the problem by doing one of the following:

Initiate a Budget Change Request (BCR) form Change the department or account on the

voucher

If initial budget problems have been resolved, click Budget Check Document

Click Show All Columns to view the Department and Account Information

Click View Exception Details for more

information


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Review information

Click View Related Links to open the

Voucher or Inquire on the Voucher

Click OK

Once the voucher passes Budget Check, the “expended” transaction will show up in the Budget Expense Inquiry. If the accounting information on the Voucher must be changed after passing budget check, don’t forget to do the Budget Check process again.


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Personalize Your Distribution Lines

The Voucher distribution lines contain many fields that you may or may not need depending on the types of transactions you enter. Do you spend grant money? If not, then you can hide PC Bus Unit, Project, and Activity, as these fields ONLY apply to users that spend grant money. Does your department use program codes? If not, then you can hide the program code field. Do you enter Open Item transactions for year-end pre-paid expenses? If not, then you can hide the Open Item field. By default, your distribution line will look like this:

Click Personalize to hide the fields you don’t need.


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Select the items you wish to hide and click the Hidden checkbox. Click OK when complete.

Your line now contains ONLY the fields you need. Note: All distribution lines should have an Account, Department, and Fund field.


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Print the Voucher (optional)

Click Print Detail

Another window displays with the following message:

After a few moments, this window is replaced by a PDF Print preview of the voucher.

Click Print to send to the printer

Click Exit to Close the window


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PO Vouchers PO Vouchers are typically entered by Accounts Payable. When an invoice is received, send your invoice to AP for entry. The best way to send your documentation to AP is to scan and email it to [email protected]. AP will create the voucher and send you a notification to approve. The process is similar to the one outlined on page 29.

Cancel a voucher Accounts Payable is the only department that has the ability to cancel a Voucher once it is created and saved. In the event you wish to cancel a Voucher, email [email protected]. Be sure to include the Voucher number in your message.


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Notes:

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