An accepted voucher number must be clearly written at the top of an approved invoice, at least half an inch from the edge of the paper, before it will be audited and reviewed in Accounts Payable.

 When a processor selects an electronic payment approver, AP/CAR offers the approver the option of writing the accepted voucher number on the invoice him or herself, or routing the voucher number back to the processor. The Voucher Number Assignment option window appears as follows:

If the approver has the original invoice and wishes to write the accepted voucher number on it, he or she should click Yes.

If the approver would rather have the processor be responsible for writing the accepted voucher number on the invoice, he or she should click No.

After clicking Close, the following window is displayed:

Click Yes and the working voucher number appears. The processor should have already written this number on the invoice. From this point on, only the processor has access to the accepted voucher number (unless another processor or approver assumes the invoice).

Ready to Secure Voucher Number

An approver may decide that it is more convenient for a processor to keep the original invoices. If so, he or she will click No when given the option to assign the accepted voucher number, routing the number back to the processor. The approved item will then appear in the processor’s Ready to Secure Voucher Number queue.

A processor who designates a payment approver must monitor his or her Ready to Secure Voucher Number queue.

When a number appears in the Total box of this queue, the processor clicks on it. The approved invoice(s) awaiting accepted voucher number assignment appears in a drop down box in the lower part of the screen.

The processor clicks on one approved item, highlighting it. He or she then clicks on the Secure Voucher button. The system displays the history of the invoice and gives the processor the option to click either the Assign Voucher Number button or the Close button.

If he or she clicks Assign Voucher Number, the following window appears:

After writing the accepted voucher number on the original invoice, at least one half of an inch from the edge of the paper, the processor clicks OK. He or she places the invoice and back-up documentation into an envelope marked “AP/CAR” and drops it off into the closest AP/CAR drop Box.

LEARN THE NEXT STEP in processing an invoice - SUBMITTING DOCUMENTS.

Need more help? 

Contact us: AP Service Center, AP Staff Directory.