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Voucher Coding Spreadsheet
Voucher Coding Spreadsheet
https://www.osc.ny.gov/files/state-agencies/excel/xii-6-b-paying-purchase-voucher-coding.xlsxXII.8.A Workflow in the Accounts Payable Module – XII. Expenditures
… an overview and guidance to Business Units regarding voucher workflow in the Accounts Payable module. Online Business Units should document voucher approvals in the Statewide Financial System (SFS) … and transparent information. The final user to approve a voucher prior to submittal to the Office of the State …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii8a-workflow-accounts-payable-moduleXII.7.C Reprocessing an OSC Denied Voucher – XII. Expenditures
… by the Office of the State Comptroller (OSC), the Business Unit should address all of the reasons the voucher was … the associated accounting information. The Business Unit must reprocess the voucher using a different voucher … used when denying the voucher in question, the Business Unit must reprocess it using the following guidance: If OSC …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii7c-reprocessing-osc-denied-voucherXII.5.A Selecting the Appropriate Voucher Style – XII. Expenditures
… SECTION OVERVIEW AND POLICIES Business Units must select the appropriate voucher style when entering payments in the Statewide Financial System (SFS). Process and Document … Business Units must select the appropriate voucher style when entering payments in the …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii5a-selecting-appropriate-voucher-styleXII.4.E Electronic Invoicing – XII. Expenditures
… and processing e-invoices in the SFS. Electronic Invoice Sources SECTION OVERVIEW AND POLICIES This section … responsible for resolving the issues and submitting a new, proper invoice. The rejection and email notification are … in Recycle status when the vendor failed to submit a proper invoice. When an invoice or voucher is deleted, …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii4e-electronic-invoicingXII.4.B Certification of Vouchers – XII. Expenditures
… can be identified through their system access permissions in the Statewide Financial System (SFS) or other financial … system. For example, users having the following roles in SFS can approve vouchers or expense reports for submission … by the Voucher Authorizer. Whether certifying a voucher in the SFS or the agency’s financial management system, the …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii4b-certification-vouchersXII.5.E Processing Vouchers Against a Purchase Order – XII. Expenditures
… System (SFS). When a Business Unit receives a paper invoice from a vendor for goods or services provided based on … order to liquidate the funds encumbered. Each electronic invoice submitted by a vendor must reference a purchase order … voucher in the Accounts Payable module from the electronic invoice. When the voucher is processed it will liquidate the …
https://www.osc.ny.gov/state-agencies/chapter-xii/xii5e-processing-vouchers-against-purchase-orderVII.3 AP Adjustment Voucher Overview – VII. State Revenues and Appropriated Loan Receivables
… of agency “cash advance” funds – a full or partial amount advanced to an authorized cash advance bank account is being …
https://www.osc.ny.gov/state-agencies/gfo/chapter-vii/vii3-ap-adjustment-voucher-overviewAccounts Payable Advisory No. 21
… the same master contract. Business Units (both online and bulk load) must reference the appropriate Master Contract ID …
https://www.osc.ny.gov/state-agencies/advisories/accounts-payable-advisory/21-master-contractsXII.8.B Matching – XII. Expenditures
… again during the nightly batch processes. Matching will run on all vouchers that reference a purchase order, except … to monitor all of its match exceptions. Agencies can run the match exceptions report in the SFS at Accounts …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii8b-matchingOperational Advisory No. 32
… situations when a Refund of Appropriation/AP Adjustment Voucher should be submitted in SFS for OSC approval. All … ID and required supporting documentation including related voucher identification and attachments for all ROA … The same vendor ID that was used on the original voucher must be used on the AP Adjustment Voucher to ensure …
https://www.osc.ny.gov/state-agencies/advisories/operational-advisory/32-refund-appropriation-ap-adjustment-voucher-guidelinesAccounts Payable Advisory No. 57
… Subject: Selecting the correct Vendor ID when preparing a voucher Guidance: When preparing a voucher in the Statewide Financial System (SFS), agencies … that provided the goods or services. The Vendor ID on the voucher should match the Vendor ID on the purchase order. …
https://www.osc.ny.gov/state-agencies/advisories/accounts-payable-advisory/57-selecting-correct-vendor-idTravel Advisory No. 14
… Subject: GFO Updates – Responding to Audit Questions & Voucher Denial … GFO Updates Responding to Audit Questions Voucher Denial Codes …
https://www.osc.ny.gov/state-agencies/advisories/travel-advisory/14-gfo-updates-responding-audit-questions-voucher-denial-codesXII.5.B Unique Invoice Number Requirements – XII. Expenditures
… System (SFS) requires Business Units to enter a unique Invoice Number on each supplier’s voucher. The SFS has … later in this section, Business Units should use the invoice number on a vendor’s invoice to process the voucher. Business Units must include … System SFS requires Business Units to enter a unique Invoice Number on each suppliers voucher …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii5b-unique-invoice-number-requirementsAccounts Payable Advisory No. 58
… Subject: Unique Invoice Number Requirements Reference: Guide to Financial Operations (GFO): Chapter XII, Section 5.B. - Unique Invoice Number Requirements Guidance: This is to remind agencies the … Unique Invoice Number Requirements …
https://www.osc.ny.gov/state-agencies/advisories/accounts-payable-advisory/58-unique-invoice-number-requirementsVIII.3 Interagency Billing – VIII. Accounts Payable Journal Vouchers & General Ledger Journal Entries
… allows agencies to bill each other, settling bills without the need for a paper check and using accounting entries only. The interagency billing process provides visibility into the status of interagency receivables (open item) and … allows agencies to bill each other settling bills without the need for a paper check and using accounting entries only …
https://www.osc.ny.gov/state-agencies/gfo/chapter-viii/viii3-interagency-billingXII.9.D Refunds Owed to the State – XII. Expenditures
… Obtain a check from the vendor Obtain a check from a third party vendor Business Units should note that in the event … a check from the vendor, or obtain a check from a third party vendor. Business Units should review each process to … and Submittal of this Chapter. REFUNDS USING A THIRD PARTY VENDOR’S CHECK When a third party returns a check to a …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii9d-refunds-owed-stateXII.7.A Responding to Voucher and Expense Report Audit Questions – XII. Expenditures
… clarification, or documentation from agencies during the voucher or expense report audit process. Agencies are … information, clarification, or documentation during the voucher or expense report audit process, Bureau auditors will contact a Voucher Authorizer at the agency via phone call or email. …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii7a-responding-voucher-and-expense-report-audit-questionsXII.7.B Voucher Denials – XII. Expenditures
… email to inform them of the rejection reason. Agencies can run the Agency Comments Report to access information on the … and the voucher status will be “denied.” Agencies can run the Agency Comments Report to access information on the …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii7b-voucher-denialsVII.3.A AP Adjustment Voucher Preparation – VII. State Revenues and Appropriated Loan Receivables
… Within the AP Adjustment Voucher there are two invoice lines, each with its own distribution line, that are … by the agency. These lines must net to $0. The first invoice/distribution line is for the credit (-) to the … will need to click on the Withholdings hyperlink on the Invoice Information page and uncheck the two boxes associated …
https://www.osc.ny.gov/state-agencies/gfo/chapter-vii/vii3a-ap-adjustment-voucher-preparation