Approving Campus Vouchers at the Accounts Payable Level

Overview

The last level of approval for all campus vouchers is Accounts Payable. Approvers at this level set up the voucher for special payment handling upon request and change the Remit To address if it isn't correct.

Accounts Payable team members also work with ImageNow software when approving campus vouchers, using a dual screen approach. They review the invoice image on one screen in the ImageNow software, and review the voucher in ConnectCarolina on another screen.

Related Reference

  • For general information on campus voucher approvals, see Understanding Campus Voucher Approvals.
  • For instructions on approving campus vouchers as a Accounts Payable approver, see Approving a Campus Voucher.
  • For an overview of all financial approval transactions in ConnectCarolina, see the Approving Finance Transactions quick reference. The approval workflow outlined on the reference is different from that for campus vouchers, however.

Menu Path

From the Admin WorkCenter homepage, choose Finance Workcenter > Accounts Payable > Approval Framework - Vouchers

Steps - Approving Campus Vouchers at the Accounts Payable Level

Follow these steps to approve a campus voucher:

Note: The steps that other approvers follow to approve campus vouchers are in a separate procedure, Approving a Campus Voucher.

  1. Log into ImageNow and ConnectCarolina to display both screens.
  1. In ConnectCarolina, do one of the following:
  • Go to your Worklist to display the voucher needing approval, and click the link to open it.
  • Choose this menu option:

From the Admin WorkCenter homepage, choose Finance Workcenter > Accounts Payable > Approval Framework - Vouchers

Voucher Approval AF Screen

  1. Complete the fields:

Common searches include:

  • Business Unit and Voucher ID, which will take you directly to the voucher you are looking for.
  • Business Unit and Invoice Number, which till take you directly to the voucher you're looking for.
In this field: Do the following:

Business Unit

The business unit represents schools, divisions, or departments within UNC-Chapel Hill.

 

Leave uncch for the University, or look up, or enter, uncga for General Administration.

Voucher ID

Look up, or enter, the voucher ID number. The voucher ID is the system-assigned number for the voucher.

Invoice Number

Look up, or enter, the invoice number. The invoice number is the vendor-assigned number for the invoice submitted for payment.

Short Vendor Name

Look up, or enter, the short vendor name.

Vendor ID

Look up, or enter the vendor ID. The vendor ID is a code that uniquely identifies the vendor in the system.

Name 1

Look up, or enter, the vendor's primary name.

Approval Status

Do one of the following:

  • Leave blank if you're searching on voucher ID or Invoice Number.
  • Choose Pending to narrow the list to vouchers awaiting approval if you're searching by vendor information or have no other search criteria.
  1. Click on the Search button:

Result: The system displays the search results list, or goes directly to the Approval tab showing the voucher you entered. If the system displays a search results list, click the voucher you want. Then, the system displays the Approval tab.

Approval Tab

  1. If the system displays this message, click OK:

  1. Review the information on the Approval tab.
  2. In the Invoice Number field, type, or copy, the invoice number from the ImageNow invoice document.
  3. Click on the Check button:

Result: The system does one of the following:

  • saves he invoice number and grays out the check button if the invoice number you entered matches what the voucher creator entered.
  • displays an error message if the number doesn't match. If the creator entered the wrong invoice number on the campus voucher, deny the voucher following the steps later in this procedure. Add a comment asking for a correction.
  1. Click the Remitting Address link:

  1. Validate the Remit To address is correct, and click OK:

Note: If it's not correct, click OK, and close out of the approval screen. You need to edit the voucher to change the address. See Correcting the Vendor Address on a Campus Voucher.

  1. Click the Line Information tab:

Line Information Tab

  1. Review the line item detail including a description and quantity of items.
  2. Click on the Charge Information tab:

Charge Information Tab

  1. Review the chartfields.
  2. If there is more than one line item, click View All to display them on the screen.
  3. Click the Approval tab:

Approval Tab

  1. If you want to see other approvers in a workflow level, click on the link to display them.
  2. If desired, click on the Insert Approver icon (+) to add another approver or a review to the workflow:

  1. Click the View/Hide Comments link by each approval level to review comments by the originator or previous approvers.

Note: Comments from the originator display at the Department Stage approval level:

Result: The system displays any comments under the Comments heading below each approver level.

  1. If you want to add a comment, enter your comment in the Comments box at the bottom, and click on the Add Commentss button:

Result: The system saves the text under the Comments heading at your approval level. Click the View/Hide Comments link if you want to review your note.

  1. When you're ready to take action on the voucher, do one of the following:
  • If you're ready to approve the voucher, click on the Approve button.
  • If you want to reject the voucher, enter a reason in the comment, click Add Comments, and then click Deny.
  • If you're a second or higher department approver and want to push back the approval to a previous department approver, enter a reason in the Comments field, click Add Comments, and click on the Pushback button.
  • If you want to put the voucher on hold to get more information, click on the Hold button.

Result: The system grays out the button you chose and does the following:

  • If you approved the voucher — saves the voucher in an Approved status. It will be picked up in a pay cycle based on its Scheduled to Pay date. It will be posted in the next automatic batch process.
  • If you rejected the voucher — sends an e-mail to the creator, who can edit the voucher and resubmit it.
  • If you pushed back the voucher— sends an e-mail to the approver you pushed back to and routes the voucher back.
  • If you put the voucher on hold — places the voucher in a Hold status until you return to approve or reject it: