Credit Card Invoices
Sorting and Filing
Inputting Details and
Deposit Account Invoices
Processing Approval Invoices
Processing Invoices and Vouchers
Processing Returns Letters
RWI Form (MS Word)
Searching Acquisitions for
Firm Order Invoices
Notes for Check Number field
After invoices are paid (approved), on a monthly basis we are running
a program to retrieve check numbers and dates from accounts payable
and insert them into invoice footers. This allows anyone with access
to Voyager Acquisitions to view specific payment information without
having to access PeopleSoft.
Certain types of invoices never get paid by check and consequently
do not have any information in the invoice footer. Our policy is to
insert explanatory, coded notes into the check number field.
II. Notes and their explanations
When creating the invoice, insert notes into the check number field
as follows. The suggested method is to Cut and Paste to avoid
inserting unnecessary spaces.
- CreditCard : CreditCard is used for monthly credit card statements
that are paid automatically
by New South and do not display in the part of Data Mall that we can
- JV Journal Voucher - Invoices are to be paid against and internal
University fund transfer, for example, student agencies, departmental charges, etc.
- WireTransfer : Payments to vendors by wire transfer do not have any
check numbers, and also do not display in the part of Data Mall that
we can access. (Obsolete code)
- Internal : Internal records of charges such as Interdepartmental
Invoices, that are entered for tracking purposes only. Also, payments on zero$ invoices such as deposit account reconciliation
- Void : An invoice was approved but a check was not cut, payment did
not go through, had to reissue check, etc.
- WD WalkDown - The invoice is prepared and walked down to New South for
special handling payments such as certified checks, wire transfers, etc. WD is a transitional code.
It is replaced by the transaction number of the check, bank draft, etc. when it is paid.
Check numbers: When we pay by check the check number is entered into the Check number field. For Special Handling invoices a WD is entered into the field, and later updated with the actual check number by the staff who pick up the check. For normal invoices the check number is entered into the field by a monthly run. (Example: 00527352). I a check is returned or we receive a refund, the check number is used as both the invoice number and as the number for the Check number field.
Bank Drafts :When paying in a foreign Currency we often have to buy a Bank Draft in that currency. The check number field is coded WD and walked down to New South. Staff later update the check number field with the bank draft number. (Example: 873530)
Wire Transfer: When paying by Wire Transfer, The check number field is coded WD and walked down to New South. The invoice may be approved or left pending at this point depending on the currency involved. Once we determine the payment has been processed the Payment ID Reference is entered into the Check number field. (Examples: 0000229036 or SEP0291768)
Journal Vouchers:When paying invoices that are paid by University Journal Vouchers the JV code is entered into the check number field. Once the process is complete the field is updated with the Journal Voucher number, usually by the Library Financial Officer. There are usually multiple invoices on the same Journal Voucher. (Examples: JV0000584592 or JV00003845)