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Checking voucher status

  1. There are two places to look for vouchers.
    • If you’re looking for a voucher because you may need to update or change something, go to the same place you would to create one. NavBar>Navigator>Finance Menu>Accounts Payable>Vouchers>Add/Update>Campus Voucher Entry. Choose the tab “Find an Existing Value” rather than “Add a New Value.”
    • If you don’t need to change anything, or are looking for a voucher associated with a travel or PO, go to NavBar>Navigator>Finance Menu>Accounts Payable>Vouchers>Add/Update>Regular Entry.
  2. Search for the voucher – if you don’t have the voucher ID, you can use the supplier ID.
  3. The voucher will start on the summary page. In the example, you can see that the Approval Status is still pending. To see where it is in the process, you can click on “Approval History.”
    The summary page for a voucher
  4. If the Approval Status is “Approved” and the Post Status is “Posted,” that doesn’t mean it has necessarily been paid. To check, click on the “Payments” tab. If there is nothing in the “Payment Date” field in the bottom section, the voucher has not been paid. When payment has been scheduled, the field will show a date and there will be a reference number. You can check the “Method” field to see how the payment will go out – CHK is check, ACH is direct deposit, and WIR is wire transfer.
    Screenshot of a portion of the payment tab for a voucher