Tips and Tricks for Voucher Workflow
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
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.
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.
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
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
Choosing Source as criteria will display all vouchers with that source entered by any PS operator.
Choosing Department as criteria will display all vouchers entered by a PS operator associated with the department through HR.