Summary of Payment Voucher

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I.    OBJECTIVE

1.    To provide an updated list of checks to be released for the week

 

II.    DEFINITION OF TERMS
(Not Applicable)

 

III.    GENERAL POLICIES

Every Saturday, a report on the Summary of Payment Voucher is sent to Ms. Fer and Sir GCJ.

Retrieving the list of payment voucher:
1. Using the Q-erp system, go to Account Payable -> Reports -> Payment Voucher -> Summary of Payment Voucher
2. Enter the dates of the calendar week (previous Saturday to present Saturday)
3. Right click “Retrieve”
4. Go to “Print” and update settings by clicking the checkbox for “Export to file”
5. Click “Print”
6. Change file type to “Excel file”
7. Save the file as “PV (calendar week)”
*ex. PV May24-May31
8. Save the file to Weekend Reports folder

Creating the report for Summary of Payment Voucher:
1. Open the excel file
2. Delete all empty, merged and hidden columns
3. Sort data by Check Number
4. Delete rows without check number
5. Open the file containing previous week’s summary
6. Look for the last check number. Current week’s check number must begin after the previous week’s
*ex. If previous week’s ended with …21, current week’s should start with …22
7. Check the report for skipped check numbers. Skipped check numbers mean cancelled check. Insert a row for the skipped number, fill the row with color Red and type “Cancelled” on it’s column under Check Number column
8. Enter formula to get total amount
9. Create a separate table below for cancelled checks. It must include the check number, reason and ATD number

 

IV.    PROCEDURE FLOWCHART

Flowchart Title
Summary of Payment Voucher

 

V.    REFERENCE/INTERFACE PROCESS

Document Title
(Not Applicable)

 

VI.    FORMS AND RECORDS

Form Title
1. Summary of Payment Voucher

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