Payment Vouchers

Find and manage payment vouchers from Topics | Manage | Payment Vouchers or navigate to https://app.projectorpsa.com/management/expense/paymentvouchers

Permissions and Settings

You must have the cost center permission Administer Expense Document Payment Workflow for an expense document's cost center to view, approve, or change the status of its payment voucher.

When you create a payment voucher based off an expense document, the voucher number is derived from its associated expense document number. See the table below. The voucher number is derived by adding a prefix and a postfix. The prefix indicates the document type. The postfix indicates whether this is the first, second, third, etc payment voucher created for that document number.

If you create a blank payment voucher, then the naming convention is simply PV00123.

To Approve to Pay a cost card, the voucher date must be in an accounting period open for AP.

• Cost card already on a payment voucher - look at the payment voucher's date
• Cost card on an expense report or soft cost document - a new payment voucher will be created using today's date
• Cost card on a vendor invoice or subcontractor invoice - a new payment voucher will be created using the VI or SUBC date
• Blank payment voucher - date defaults to null and you can set one or leave it null

Manage Payment Vouchers

Common actions when managing payment vouchers.

Create

There are two ways to create payment vouchers. One way is to mark an expense Paid through Cost Approvals. This creates a payment voucher named after the expense document.

The second way is to go to the payment voucher search landing page and click the Create New button.

Or, click the Add button on a payment voucher search page with results.

Select whether you want to create a set of payment vouchers, or create a blank payment voucher. The system will remember your last selection and show the date you last created a payment voucher. The first option will ask you to search and filter on approved cost cards that are associated with the payment voucher. 

Next, select the cost cards you want to include and click the Create button.

To create a blank payment voucher, fill in the required fields. Then click the Create button.

View

Click on a Payment voucher number or the down arrow icon to "drill in" and see the details of the payment voucher.

The payment voucher landing page allows you to further edit the details of the payment voucher, and displays the associated cost cards in the grid below.

Delete

Right click the payment voucher and click the Delete button. PV must be in the Not Approved to Pay status in order to delete it.

Voucher Status

Payment vouchers will have one of four status'.

This is the second level of approval for an expense. Once approved, the submitter can be reimbursed for their outlay. Tick the status' that apply or leave them all blank to return all:

• Not Approved to Pay - awaiting approval to reimburse the resource or vendor
• Approved to Pay - approved and generates an AP transaction in the Pending status
• Transmitted to A/P - has been sent to your AP system
• Paid - this status must be marked manually by an administrator
• Received - this status can be marked by either an administrator or the resources themselves

You can also edit the status of payment vouchers in bulk from the search results grid. Select the items you want to edit, then click "Set Payment Status To..."