Voucher Workflow Status Report

Voucher Workflow Status Report

The purpose of this document is to explain the voucher workflow status report and the scenarios that lead to items appearing in the report. Georgia State processes a high volume of vouchers throughout the University. Therefore, a large number of vouchers will always be moving through the workflow process. Due to the amount of vouchers processed, the Voucher Workflow Status report will typically be very large. Most of the vouchers that appear in the report are fine and are progressing normally through workflow processing. However, there are some cases in which a voucher may not be moving through the system correctly.The cause of the problem could be due to user error or to a setup problem. This report will assist us in finding and resolving these instances.

The report layout is designed to give the user three types of information. First, information about the voucher is in the left hand column of the report: the voucher number, date the voucher was entered, vendor name, current approval status and current budget checking status. (To appear in the report a voucher must be pending approval and the budget checking status must be valid.) Second, the approval history for the voucher is listed. The first column shows the approval instance. Every path through workflow is traced by a unique approval instance. If a change is made to the voucher once the voucher has entered workflow, a new approval instance will be assigned, and the voucher will begin the journey through workflow again. Third, the steps for the voucher are listed. The action taken by each roleuser is in the next column. A roleuser can approve, deny or recycle an item in workflow. Fourth, the roleuser name and date-time the action was taken appears next. Finally, the report lists the users by operator ID that have had or currently have the voucher in their worklist and the current workflow status of the item in the worklist.

To Run the Voucher Workflow Status Report:

1) Navigate through the following Menus: Go, PeopleTools, Workflow Administrator, Report, Voucher Status
2) Set up a Run Control ID
3) Enter the range of Organization numbers for which you wish to run the report. NOTE: This is the Workflow Organization (number entered next to the Type field on the Express Voucher), not the Organization on the distribution lines of the voucher.

To Manually Approve / Deny Voucher:

1) Navigate through the following Menus: Go, Administer Procurement, Enter Voucher Information, Process, Voucher Approval
2) Enter the Voucher ID. This will bring up the approval panel where you can take approval action.

Possible Voucher Status in Workflow:

1.	STATUS	Voucher was initiated and approved by Approver1 and is now available in another user's worklist.
1.	ACTION	If the Voucher is more then 30 days old, notify the user that voucher needs to be worked, if less then 30 days take no action.
2.	STATUS	Voucher was initiated and approved by Approver and is now WORKED in a user's worklist.
2.	ACTION	This voucher could have been marked worked, or incorrectly worked by the end user. Contact the user and have them manually approve the voucher. See below**
3.	STATUS	Voucher was approved by Approvers 1-5 and is now available in the worklist of FINKEA or FINDRJ.
3.	ACTION	Deliver proper documentation to Accounts Payable. This voucher is in the worklist of the AP Clerk. They are likely waiting to receive supporting documentation to create payment.
4.	STATUS	Voucher has more than one series of approvals.
4.	ACTION	A change was made to the voucher once the voucher had entered workflow and a new approval instance was assigned. The Voucher has traveled through workflow again.
5.	STATUS	Message "Voucher not in Workflow"
5.	ACTION	The Voucher or one of the Voucher lines has a status of "on Hold". Update the Voucher and it will continue to process through workflow.
6.	STATUS	The Voucher is assigned to more then one user.
6.	ACTION	Georgia State is using a pooled worklist. Because of this an item may appear in more than one person's worklist. As soon as one user selects the item it will be removed from the other users worklist.

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