MILLENNIUM VOUCHER PROCESSING PROCEDURE
Cooper and Campus accounting units
08/26/2005
The following activities are performed on Thursday or first thing Friday morning.
All payment activities in the department must be delayed until after this procedure is complete.
Post all Millennium invoice sessions.
From Millennium Acquisitions select INVOICE:
At Invoice Processing >Choose a Session, the first session available for posting will be highlighted. Click SELECT button. If you choose to post all, click POST ALL.
Invoices in that session will be listed. Click POST. Return to Invoice Processing > Choose a Session and individually select all sessions except those reserved for IITs and credit card payments.
A warning will appear if all sessions are not selected for posting.
Select (highlight) printer or file and click OK.
Confirm printer and printer settings and click OK.
Report name and date automatically print, enter time and your initials in the posting Register Page Heading.
Example: 2:15 JP
Click OK
Print Encumbrances box appears. Click OK. Encumbrance Register prints. (see below)
ENCUMBRANCE REGISTER 08-24-05
PONUM Fund Vendor Amt. Encumbered
13 16000365 sabk bna $35.00
14 16000377 sabk bna $35.00
15 16000389 sabk bna $35.00
16 16000390 sabk bna $35.00
17 16000407 sabk bna $35.00
18 16000419 sabk bna $35.00
19 16000420 sabk ep $54.00
20 16000432 sabk ep $35.00
21 16000444 sabk ep $35.00
22 16000456 sabk ep $35.00
23 16000468 sabk ep $20.00
TOTAL OF NEW ENCUMBRANCES: $389.00
Invoice Register box appears. Click OK. Invoice Register prints. (see next page)
10 recs in session 1
INVOICE REGISTER 08-24-05
INVOICE # bna82305, INVOICE DATE: 08-23-2005, VOUCHER: 6 ****
VENDOR: BLACKWELL NORTH AMERICA
P.O.# FUND ITEM AMT SHIP SERVICE TOTAL ENCUMB
16000365 sabk $40.00 $40.00 -$35.00
001 copies
16000377 sabk $25.00 $25.00 -$35.00
001 copies
16000389 sabk $100.00 $100.00 -$35.00
001 copies
16000407 sabk $215.00 $215.00 -$35.00
001 copies
16000419 sabk $51.00 $51.00 -$35.00
001 copies
SUB TOTAL $431.00 $431.00
INVOICE TOTAL $431.00 VOUCHER 6 ******
$431.00
INVOICE # ep82305, INVOICE DATE: 08-23-2005, VOUCHER: 7 ****
VENDOR: EMERY-PRATT COMPANY
P.O.# FUND ITEM AMT SHIP SERVICE TOTAL ENCUMB
16000420 sabk $300.00 $300.00 -$54.00
001 copies
16000432 sabk $15.00 $15.00 -$35.00
001 copies
16000444 sabk $12.00 $12.00 -$35.00
001 copies
16000456 sabk $55.00 $55.00 -$35.00
001 copies
16000468 sabk $44.00 $44.00 -$20.00
001 copies
SUB TOTAL $426.00 $426.00
INVOICE TOTAL $426.00 VOUCHER 7 ******
$426.00
Invoice Register box with invoice summary in popup box appears. Click OK. Invoice Summary prints (see below)
INVOICE SUMMARY 08-24-05
6 BLACKWELL NORTH AMERICA $431.00
7 EMERY-PRATT COMPANY $426.00
TOTAL of all invoices: $857.00
After confirming that both have printed, click Yes.
Updating funds box appears. Continue? Click yes.
Posting Register box appears. Click OK. Posting Register prints (see below)
POSTING REGISTER Vouchers 6-7, 08-24-05
APPRO EXPEND ENCUMBRANCES NEW ENCUM
Totals before $367,600.00 $418.01 $0.00
Last encumbrance previously posted is: 12
Last voucher previously posted is: 5
FUND APPRO EXPEND ENCUMBRANCES NEW ENCUM
sabk $0.00 $857.00 -$354.00 $389.00
Total posted $0.00 $857.00 $35.00 $389.00
Totals after $367,600.00 $1,275.01 $35.00
Last Encumbrance #: 23
Last Voucher #: 7
Posting all done message received. Click QUIT.
You are returned to the Invoice Processing screen.
Click up one level to return to the main Acquisitions screen.
Output Vouchers
From the main Acquisitions screen, click Output Vouchers
On the Output Vouchers screen:
Make sure Output encumbrances is not checked.
Output appropriations is not checked.
Override existing file is checked.
Append to existing file is not checked.
Click Start
Millennium processes the voucher file and returns a message in the brief results box, detailing the number of vouchers processed:
Click SAVE AS and this pop up box appears.
Scroll down to K: and click on Acquisition
Click OPEN
1) Select the folder Cooper Voucher Files for Cooper vouchers and Campus Voucher Files for campusTC vouChange the SAVE IN location by opening the SAVE IN box and clicking clicking the up one level icon on the pop up box and double click Acq O:
2) Change file name:
For Cooper vouchers , change file name to Coopervouchers072805
[Coopervouchers with date]
For Campus vouchers, change file name to Campusvouchers072805
[Campusvouchers with date]
Leave .out as the file ending.
Click OPEN
Click SAVE
Millennium returns to this screen and the pop up disappears.
Leave Millennium at this point and go to the Access program to verify that the voucher file has been created and copied to the K: Acquisition folder.
If verifying in My Computer, the screen will look like this:
Before further postings are done, the pay history file must be cleared. This will clear out the current files and get the system ready to process invoices for the next voucher batch.
Clear Pay History File
From main Acquisitions page, click FUNDS
On the FUNDS screen, select ACTIVITY tab
Type in Report Header in this format: TC or Campuses MM/DD/YY time and your initials.
Leave SHOW ALL blank unless a report is wanted on all funds, even those that have not had financial activity.
Click START
Activity Summary box appears with summary of activity to date. Click OK.
When FUND ACTIVITY REPORT appears, click print.
Confirm that printout has printed.
VERY IMPORTANT: At this point if print out is OK, check the box that printout is OK and that makes the Clear payment history line turn from grey to black. Check the Clear payment history file and click OK.
This clears the pay history and gets the system ready to begin another voucher cycle.
This screen reappears.
This finishes up the posting, voucher output and clearing of the pay history activities.
Proceed at this point to the Controllers Office document “Accounting Entry Tool P2 Vouchers” for instructions on using the P2 Library and P2Access programs to reformat the file, to produce the documentation needed to prepare the batch and transmission of the online to the Controllers Office.
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