RECEIPT VOUCHER – QUICK REFERENCE
Systems & Procedures Receipt Voucher Quick Reference
1.1. Receipt Voucher
When departments receive cash, checks, credit card payments or wire transfers, an online Receipt Voucher document is created. Receipt Vouchers must be prepared to transact all deposits.
1.2. Deposit procedure
At the end of each day,
· Settle the credit card terminal and separate transactions into Mastercard & Visa, Discover & American Express, Cash & Checks.
· Complete the deposit ticket – endorse all checks and fill out the required information in the deposit slip.
· Prepare Receipt Vouchers – login to AISystem and enter RVs (separate RVs for Mastercard/Visa (deposit type MV), Discover/AmEx (DI) and cash/checks (RG). Enter the RV number in the deposit slip.
· Prepare the deposit bag with the white deposit slip in the bag and seal it.
· Make the deposit in the bank.
· Remit and file backup documentation.
1.3. Getting to RV in AISystem
Click on FIS – Documents – Receipt Voucher (RV) in the AISystem main menu. RV search page is displayed. Prime department is populated in the Department field. Available actions are New/Add, Change, Copy & Delete.
1.4. Creating a new RV
In the RV search page, click Go with default action New/Add.
RV is displayed in New mode, Incomplete status.
Enter required fields marked by asterisk.
Click Save to create a new RV with a six-digit Document ID.
Trailing docs option is not available in New mode.
Clicking Save As Is saves the RV in an incomplete status.
1.5. Required fields
Prime or Line-1 department number
Fiscal Year
Deposit type
Receipt Number
Departmental Amounts
Account description or Source of Income
One account with amount, at the least (LC-Dept-SC-Amt).
1.6. Change mode
In the RV Search page, select action Change.
Enter the document number and click Go
Alternately, enter the department number and click Go to get a list of all documents that can be changed. Select the document by clicking on it.
Complete documents cannot be changed.
The displayed RV is in Change mode.
Change the document and click on Save.
All existing approvals will be removed when a document is changed. Verifications, if any, are held intact even after the user changes the RV.
If the RV had already been verified, you would only be able to change the accounts on the document. Departmental amount fields and Cashier amount fields will be protected.
1.7. Copy mode
In the RV Search page, select action Copy.
Enter the document number and click Go.
Alternately, enter the department number and click Go to get a list of all existing documents including Purged and Completed RVs. Select the document by clicking on it.
All fields are copied into a new document except for the amounts and Receipt number.
Make desired changes and save the document to create a new RV.
1.8. Delete mode
In the RV Search page, select action Delete.
Enter the document number and click Go.
Alternately, enter the department number and click Go to get a list of all documents that can be deleted. Select the document by clicking on it.
The document is displayed in Delete mode. No changes are allowed in this mode.
Click Save. Click Ok in the warning message displayed to delete the RV.
Status will be set to Purged.
You cannot delete a document if the cashier amount fields have a value (if the document has already been verified).
1.9. Receipt Voucher document statuses
Open – Document awaiting central area approvals
Approved – No central area approvals required / verifications may or may not be complete.
Complete – Document has gone through overnight processing to set all verified RVs in Approved documents to Complete status.
Purged – Deleted document
Disapproved – Disapproved document
Hold – Document on hold
Incomplete – Document with incomplete information (Invalid in legacy)
Out/Bal – Status set by the cashier if the amount received by the bank is different from the amount entered in the RV.
1.10. Approving a Receipt Voucher
Receipt Vouchers do not require departmental approval.
Select FIS – Approve documents from AISystem main menu.
Enter the approval area (Central approval area number), four-digit Fiscal year and Doc Code RV.
Click Search to list all RVs awaiting approval for the area entered.
Add more criteria to narrow your search results.
Click on a record to display the RV in Approval mode.
Click on Summary and Approvals tab.
Enter the approval code in the text box for the approval area you are authorized.
Click Save. The approval is recorded with the time stamp and name.
When all approvals and verifications are complete, the status changes to Approved.
Clicking on Return to Search takes you back to the Approve Documents Search Page.
Next in List and Previous in List buttons open up the next /previous documents in the approval stream.
1.11. Cashier Verification
Bank Liaison verifies all deposits made to the bank and enters the cashier amounts in the Receipt Voucher document.
Verification details (Name of cashier, date, time and type of verification) are entered in the Area Approvals section of the Summary and Approvals page of the RV.
If no other approvals are required / if all other approvals are complete, the RV document is processed during an overnight program to set its status to Complete.
Once the document status is Complete, the transactions in the RV are listed in the Transaction List in Account Inquiry.
1.12. Audit Trail
Each time an RV is changed by an user different from the one who created it, an audit trail is generated.
A snapshot of the document before the change is generated and saved with the details of the person who changes the RV.
In such a case, the Audit Trail button is enabled – clicking on this button lists all changes made to the document by anyone else other than the person who created it.
1.13. RV Review
Function available only for cashiers.
Lists all deposits made on a specific date with group totals.
1.14. Worklist
Worklist departments need to be set up by the user to be able to view problem documents.
Set up the worklist departments by clicking on FIS – User Maintenance – Worklist Document Depts.
Add the departments for which you would like to view the problem docs and save.
Click on Worklist – Worklist to view the problem docs.
Problem docs that were created AFTER you set up your worklist are listed.
Incomplete, disapproved, and stale (Valid RVs that have not been completed within 14 days of creation) documents are listed in the worklist.
Click on the document to view it.
Once the document status is changed, it is removed from the worklist.
1.15. Trailing documents
Trail docs can be added to an RV in any status.
Click on the Trailing Docs button to add a trail doc.
Enter required fields (subject with minimum 8 characters and the trailing document).
Cross references can be added by entering the document code and document number in the Shared Docs section.
Be sure to save after you have entered the Trailing Doc.
Any number of trailing docs can be added to an ID.
“Trailing Doc Exists” appear in the document under the document mode.
1.16. Document Inquiry
Doc Inquiry search page is displayed by clicking FIS-Documents-Doc Inquiry in AISystem main menu.
Fiscal year, department are required field for document inquiry.
If a document number is entered, Doc Code is required.
Documents are displayed in Inquiry mode.
Click on the Go to Change mode button (only available on open, approved, disapproved, held documents) in the Summary and Approval page to switch the mode and make changes (all approvals already entered will be removed if this option is selected).
Trail docs can be added to an RV from Doc Inquiry.
Purged documents are not displayed in the search results unless specifically entered in the Status field as “P”
1.17. Document Print
Go to FIS – Documents – Document Print to search and select for RVs that you need to print.
Click on the Print Document button to start the printing process.
Click on the Refresh button until the View Report link is displayed.
Click on the link and print or save the RV document.
1.18. Legacy equivalents
PF1 – Save
PF4 – Cash detail collapsible section
PF6 – Check detail or Credit Card detail section
PF7 – Return to Search button
.TD – Trailing docs button
PF11 – Save As Is (Invalid)
Problem docs – Worklist
Doc status AND
Doc Review - Document Inquiry
1.19. What’s new?
Term “Budget Object” replaced with “Subclass”
Budget code to be entered in SC and object code in Obj fields
Zero funds need to be entered in the Zero Fund field.
Doc Change History lists persons who changed the ID.
Legacy document details cannot be viewed in the web except in Account Inquiry.
Production Website address:
https://aisinfo.wustl.edu/ps.html
FIS Help desk: 314-935-5707
Bank Liaison: Megan Kanouse 314-935-5797
Receipt Voucher in New mode
Systems & Procedures Receipt Voucher Quick Reference