Statewide Automated Accounting System PV Document Referencing Purchase Order V3 Click to begin. Accounts Payable with PO

2 Payment vouchers are required for all payables. Payment vouchers require a purchase order for encumbered transactions previously entered. Introduction

3 This presentation: Describes online data entry procedures. Gives instructions for entering individual documents. Provides examples for entering individual documents. Overview

4 Data Entry Instructions PV Referencing Purchase Order Payment Voucher

5 Enter the following: Action: S Function: N Document type Agency number Automated document number and press Enter Note: Payment Voucher entry begins on the Document Suspense File (SUSF). Payment Voucher

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7 Enter the following: Budget FY Document Total EFT-Flag – ‘C’ (PayMode payment) HIPAA-Flag – N or Y Vendor Code Single Check Flag (OPTIONAL) Privacy-Flag (N or Y) and Hit Enter Payment Voucher Glossary

8 Payment Voucher Document

9 Enter the following: Line Number Reference Code Reference Agency Reference Purchase Order Number Reference Purchase Order Line Reference Purchase Order Commodity Line Payment Voucher Glossary

10 Continue and Enter the following: Vendor Invoice Description Dollar Amount Press the ‘Home’ key Type ‘Q’ in Function field and Hit Enter Note: System prompts ‘Ready for Approval.’ Payment Voucher Glossary

11 Payment Voucher Document

12 Payment Voucher Document

13 Budget FY – Appropriate budget year. Document Total – The sum of the line information. EFT Flag – The way a vendor will receive payment from SAAS. A ‘Y’ indicates the vendor will be paid via EFT. An ‘N’ indicates that no EFT selection was made. HIPAA Flag – Electronic transfer of data by/to any organization providing or paying for health care services. SAAS Glossary Return

14 SAAS Glossary Vendor Code – The code of the vendor to be paid. Single Check Flag – A code to indicate a single check per payment voucher entered. Privacy-Flag – A code used to indicate the level of confidentiality give to name/address of payee, i.e. ‘Y’ = confidential and ‘N’ = non confidential. Line Number – The sequential number representing the number of lines on the document.

15 Reference Transaction Code – This code identifies the purchasing document type. Reference Agency Number – The agency code on the purchasing document. Reference Purchase Order Number – The purchasing document assigned number. Reference Line – accounting line number referenced on the purchase order. SAAS Glossary Return

16 Reference Purchase Order Commodity Line – the commodity line number referenced on the purchase order. Note: Baseline purchase orders do not require commodity line entry. Vendor Invoice Number – The invoice number for the item being paid. Description – Explanation of item being paid. Dollar Amount – The amount to be paid for this line item. SAAS Glossary Return

17 Have a Problem? MMRS Call Center Phone # (601) MMRS Fax # (601) Payment Voucher Revised 8/20/2009