XII. Expenditures

Guide to Financial Operations

XII.5.A Selecting the Appropriate Voucher Style

XII. Expenditures
Guide to Financial Operations


Business Units must select the appropriate voucher style when entering payments in the Statewide Financial System (SFS).

Process and Document Preparation:

Online Business Units

Business Units should only use the voucher styles listed in the chart below. “Reversal,” “Register,” and “Third Party” voucher styles are not used.

Voucher Style Description of Use Additional Information
Regular Voucher Used for entering vouchers for payment against both purchase order and non-purchase order procurements. Also used for processing debit memo vouchers.

Most commonly used voucher style.

Adjustment Voucher Used for entering refunds owed to the State processed via a vendor check or credit memo, or relating one voucher to another.

As with all invoices, credit memos must be entered upon receipt. SFS will automatically apply credit memos to future vendor payments. Accounting will be applied to the ChartFields found on the credit memo voucher.

Adjustment vouchers resulting from refunds owed to the state must net to zero. A line must be added to record the receipt of the cash to a clearing account.

Prepaid Voucher Used for entering Procurement Card (PCard) payments.

A prepaid voucher is used ONLY to pay Procurement card (PCard) bills.

Agency designated ChartFields must be used for PCard clearing (program, fund, department, and PCard clearing account). The use of the appropriate vendor and ChartFields is critical to reconciling PCard charges in SFS.

Prepaid vouchers remain unreconciled until applied to an electronically created regular voucher, which results from reconciliation of the PCard in the Purchasing module.

Template Voucher Used for creating a template for generating vouchers with similar information, such as utility bills. The template vouchers may be copied into vouchers in order to save keystrokes.
Single Payment Voucher Used for entering a payment to a single payment vendor. Payee name and address must be entered. Examples include: payments made to crime victims, jurors, or inmates.

A single payment vendor ID must be used. Single payment vouchers are strictly monitored by the Office of the State Comptroller.

See Chapter X, Section 5.B for more information on registering a single payment vendor.

See Section 6.D of this Chapter for more information on processing a single payment voucher.

Journal Voucher Used for correcting accounting entries (e.g., ChartFields) on a posted and /or paid voucher.

Journal vouchers must contain at least two distribution lines to show the modification of ChartField(s) to rectify an error. Journal vouchers must net to zero.

See Chapter VIII, Section 1 for more information on processing a journal voucher.

Business Units should also understand the requirements for submitting an emergency payment. A purchase resulting from a Business Unit’s failure to properly plan in advance to process under normal business practices does not constitute an emergency. See Section 6.E - Making an Emergency Payment of this Chapter for more information on processing an emergency payment.

Bulkload Business Units

Business Units submitting vouchers to the SFS indirectly from their financial management systems will provide transaction types which will map to the appropriate voucher style in SFS.

Guide to Financial Operations

REV. 02/27/2015