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University of Houston - Victoria

Tips and Tricks for Voucher Workflow

A.) Purpose/Benefit

Copy and save the purpose/benefit (comments) from invoice information panel to approval log tab “comments field” before submitting it to workflow in order for the approver to see the purpose/benefit when approving voucher.

B.) Submitting voucher for additional approval in an electronically way

Option I

Retrieve voucher, under documents tab, select “Print Voucher Coversheet”

Select File à Send page by e-mail à Type in Recipient’s address à Type in Subject line à The body of letter must include the description of purchase/payments, dollar amount(s) $$, and ask for an approval by replying to your e-mail, for example, “I approve the $$ be paid on my cost center” The creator must scan the signed coversheet and attach it to voucher as additional back-up document.

Option II

Inside the approval log tab select “notify” à Type in Recipient’s address à CCà sender’s addressà Type in Subject line à inside the body of letter, request to open up attached link, review voucher, type “approve” inside “comment” field, and select save. The approver can notify you by replying to your e-mail that he/she approve the voucher inside PeopleSoft.

Option III

Through e-copy, the approver can open up the attachment, and add his/her stamp signature on the Voucher Coversheet then send attachment back to creator via e-mail. The creator must scan the signed coversheet and attach it to voucher as additional back-up document.

C.) Scanning/Attaching documents to vouchers in PeopleSoft

See Document Imaging Job Aid

D.) To view Query UHV_WF_AP

Log-in to PeopleSoft à Reporting Tools à query à query viewer à search by query name à begins with à UHV_WF_AP à add to favorites à Run on HTML or Excel

Option I

Choosing Source as criteria will display all vouchers with that source entered by any PS operator.

Option II

Choosing Department as criteria will display all vouchers entered by a PS operator associated with the department through HR.