Quick Reference Guide - Inter-Agency Payment Vouchers - Statewide Integrated Financial Tools - 2011 Page 2
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Multiple purchase orders can be paid on a single payment voucher. Remember to select “view all” at
the bottom of the Voucher Entry Invoice Information tab to view all voucher lines.
You may need to update the voucher amount if you add purchase orders to the voucher in multiple
steps.
5. Has the Netting field on the Payments tab been changed to something other than “Hold?”
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“Hold” is how the bi-lateral netting process identifies the voucher for payment.
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The only time to change the Netting field is if you want to delete the voucher. Then, change the field
to “NA” (Not Applicable) before deleting it.
6. Is the Accounts Payable voucher ready to post?
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Voucher must be matched if there is a purchase order and/or receipt.
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Voucher must pass budget check, be submitted for approval and be approved in order to post.
7. Has the bill been posted to Accounts Receivable?
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Budget issues may prevent the bill from posting to Accounts Receivable.
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Use Billing/Locate Bills/Bills Invoiced to verify bill has been invoiced.
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Use Accounts Receivable/Customer Accounts/Customer Information queries to verify bill has been
posted to the customer’s account.
Other Key Points
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Use Journal Vouchers for INTRA-agency payments – one department within an agency paying
another department in the same agency. (See UPK AP2 – Lesson 1 – Topic 8 for instructions on
creating an accounts payable journal voucher.)
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Similar to an accounts receivable invoice, an accounts receivable credit memo can be netted using
the bi-lateral netting process by creating an accounts payable payment voucher for a negative
amount. However, the netted amount will not be paid until the total amount owed to the vendor is
positive since negative payments can’t be processed.
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To check to see if the payment has been made in AP, look on the Payment tab to see if the payment
has been issued. You can also look it up via the Payment Inquiry, using the agency’s vendor ID as
search criteria. A Payment Reference ID tells you that SWIFT made the payment; inter-agency
payments are never Reconciled because they never go through the bank.
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To check to see if the payment has been made in AR, look up the receivable; don’t go to Billing.
Use report; Accounts Receivable/Payments/Reports/Payment Detail to view daily inter-agency
payments.
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