Accounts Payable Entry

About A/P Entry (Voucher Listing)

The accounts payable entry screen allows recording a voucher to pay an invoice.

Duplicate Invoice Check

To assist in preventing duplicate payments, Campus Cafe will check if the invoice number entered matches an invoice number previously used for the same vendor. The voucher must have been processed; the duplicate check will not occur if the matching invoice number is in queue waiting to be processed. 

Campus Cafe may also be configured for what elements to check when evaluating whether the entry is a duplicate.

• If custom control INV_DUPE, Sequence 1, Parameter 2 is set to Y the system will present a warning message if the invoice number for the vendor was previously used on a voucher regardless of the invoice amount. If the custom control is set to N the system will only present a warning if the invoice number for the vendor was previously used on a voucher only if the invoice amount is also the same.
• If custom control INV_DUPE, Sequence 1, Parameter 3 is set to Y the system will present a warning message if the invoice number for the vendor was previously used on a voucher regardless of the invoice date. If the custom control is set to N the system will only present a warning if the invoice number for the vendor was previously used on a voucher only if the invoice date is also the same.

Add Voucher

Permission #111 is required to access this function.

1. Navigate to Accounting > A/P Entry
2. In the Member box enter any text. Later, you may process the bills in batch based on the member name
3. In the Fiscal year box select the fiscal year
4. Click Lookup Vendor to find the vendor to pay
5. Click Add Voucher 
6. Record the invoice information
   Invoice Date: The actual invoice date to record. It does not affect the accounting period for this voucher batch. The accounting period is specified when the batch is posted
   Invoice Number: The vendor's invoice number. This information appears on the check stub to help the vendor identify the payment.
   Invoice Amount: The total amount of the bill. All subexpenses must equal this amount.
   Due Date: The date the vendor expects to receive payment.
   PO Number: The purchase order number corresponding to the invoice
   Description: Text to describe the bill. It appears on the check stub to help the vendor identify the payment.
   Bill Code: Utilized for student refund checks to associate the voucher with a specific transaction code
   Bill Semester: Utilized for student refund checks to associate the voucher with a specific term
7. Click New Subexpense to add details
   Amount: The dollar value of a specific item or group of items on the bill
   Invoice Quantity: The number of item(s)
   Description: Text to describe the item(s)
   1099?: Indicates whether the payment is 1099 reportable. Each expense line that is 1099 reportable must be indicated as such because a voucher can be split between reportable and not reportable. For example, a part-time faculty member paid for consulting (reportable) and reimbursed for expenses (not reportable). The expense line for the consulting should be indicated as 1099 reportable, and the other line should be left blank. Options set using STPARM PVTNCD
   Pet Number: The project expense tracking number to associate with the item(s) that can be used to associate the expense with a particular initiative (e.g. a new building)
   Override Budget: Place an ‘O’ in this field to ignore an over budget error.
   Cost Center: Click to choose the cost center associated with the items(s)
   GL Account: The general ledger account number. Filled in when cost center is selected
8. Click Create
9. Click Save