Notes for Check Number field

I. Overview

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 access.
  
• 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 invoices.



• 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.

Draft with samples