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Princeton University Order Division Documentation
 
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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.

III.Numbers

  • 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)