9.2 Voucher/Workflow FAQs
We are introducing several new features in the AP Vouchers module including workflow approval routing, changes to distribution information, the ability to attach documentation electronically, and a new process for registering new suppliers. View the FAQs below for more information. If you have a question that is not listed here, please contact firstname.lastname@example.org
Q: I need to enter a voucher for a new vendor, but I am unable to use the 09999 vendor ID. What do I need to do?
A: First, please note the term "vendor" has changed to "supplier" in version 9.2. The new supplier/vendor code of 09999 is no longer available for use and has been replaced with an online process for requesting a new supplier. Users should begin the process of requesting a new supplier at the beginning of the purchase cycle, instead of the end. Click Accounts Payable > Baylor New Supplier Request in the TRAX system to complete the form. For more information or if you need step-by-step instructions, click HERE
Q:Someone in my department entered a transaction that I need to approve. Where do I go to approve it?
A: Click on the "Worklist" link on your homepage in the Baylor Shortcuts menu. From there, you will see a list of transactions that are waiting for your approval. Click on the link to access the approval page for the transaction you wish to review. You can also click HERE
to watch a short demonstration.
Q:I am entering a voucher and want to submit it for approval. How can I see the approval path?
A: It is always a good idea to check the approval path prior to submitting for approval. Simply click the "Preview Approval" link on the far right side of your screen. You should see several links there and the "Preview Approval" link is toward the bottom of the list.
Q:I have previewed the approval path, but it is not correct. How do I correct it?
A: There are several possible issues here. A user might see the wrong approver(s) listed, a departmental approver step that says "skipped", or perhaps one that says "no approvers found". If any of these scenarios occur, please send an email to email@example.com. Include your voucher number, the department or project ID you wish to charge, and the name(s) of the person(s) you believe should be the valid approver(s) for your voucher. We will research the issue and respond with instructions on how to proceed.
Q:How do I submit my voucher to my approver?
A: Once you have a saved voucher with a valid budget check status, you should see a "Submit Approval" button on the far right side of your page. After clicking this button, you will see a final opportunity to include any important comments for either your departmental approver or AP. Please include any important information here you wish to convey to your approvers. Click "OK" and you should then see a page showing the updated approval path for your voucher.
Q:I think someone in my department entered a voucher for me to approve, but I have not received any kind of notification. How do I approve this voucher?
A: Check the voucher to make sure it was actually submitted into Workflow and lists you as an approver. If it was submitted and you are an approver, check your junk and/or clutter folders in your mailbox to ensure the messages did not go there. You can also check your Worklist in TRAX to see any items that require your attention. The Worklist link can be found in the Baylor Shortcuts menu.
Q:I received an email asking me to approve a voucher, but I don't want to receive these emails. How can I get rid of them?
A: There are a couple of possible answers to this question. First, coordinate with your department's Key Budget Contact (for Baylor departments) OR your grant coordinator in the Office of Sponsored Programs (for grants/projects) to make sure you are appropriately listed as an approver. If you need to make a chance to your approval status, you will need to coordinate that change with those staff members. If someone else typically approves your vouchers and you don't want the email notifications filling up your inbox, you may want to consider adding a rule to your email client to send these messages to another folder. Instructions for doing this can be found HERE
Q: I am going to be out of the office for an extended period of time. How can I establish a temporary approver for my transactions?
A: Log in to the TRAX/PeopleSoft Financials system. Click on Main Menu, followed by My System Profile. In the Alternate User section, search for the person you want to set as a temporary approver using the hourglass. then set the From and To dates. Click Save at the bottom of the screen. For more detailed instructions, including screenshots see page 18 of the APPENDIX document in the TRAX training notebook.
Q:I ran the budget check process on my voucher, but I cannot see the status. How do I know if my voucher passed budget check?
A: The budget check status no longer appears on the Invoice Information tab. After clicking the Run button, a new window should appear and will display the progress of the budget check process. During this time, a run status of "Success" is an indication that the voucher passed budget check. If you need to check the budget check status at any point after this, simply click the "Summary" tab to view the status. It is located on the left side of the screen at the bottom. A "Budget Status" of "Valid" is an indication that your voucher passed budget check.
Q:I have entered a voucher, but I am getting an error message that says a fund code is required. What is a fund code and how do I enter it?
A: A fund code is primarily used as a way to group things like department IDs into meaningful categories. These are primarily used by functional users, like Accounting or Budget Office staff members. All transactions require a fund code, though, and every user that enters a transaction must enter the fund code that belongs to the department or project they are charging to. The fund code is implied from the department ID. After entering the correct department ID, the correct fund code should appear as a selection when clicking the magnifying glass.
Q:How do I submit my documentation to Accounts Payable?
A: All vouchers require documentation that justifies the purchase. Once your voucher has been saved, click the "Attachments" link on the far right side of the screen. You will be prompted for your Bear ID and password before you reach the NolijWeb screen. Click the "Choose File" button to select the document you wish to upload. Select your file and click the "Submit File" button. You can also click HERE
to watch a short demonstration.