1. Q: What is a voucher?

A: A voucher is an internal document used in an accounts payable department to collect and organize the necessary documentation and approvals before paying a Supplier.


2. Q: Will document attachments copy over to the voucher? 

A: Yes, all attachments added via eSettlements will carry over to the Voucher.


3. Q: Is the scheduled due date on voucher dependent or date the Supplier chooses (the City has a net 30 days term)?

A: The schedule due date is dependent on the terms from the Purchase Order.  This is a contractual term, and the Supplier cannot change the payment date.


4. Q: If a voucher is auto-paid and needs the 7/4 date for accrual, the department will not have a chance to change the date. What happens?

A: Please refer to Year End instructions from AOSD.


5. Q: How often does voucher build take place?

A: Twice a day.


6. Q: For Suppliers who are still paid via paper check, is there a validation for correctness of the remittance address before the voucher goes through?

A: The remittance address is pulled from the PO. Even if the voucher is matched and posted, but not paid, AP processors can change the remittance address on the Payment Tab of the voucher.


7. Q: If a Supplier chooses to submit an invoice from a receipt, will the voucher created have the receipt number attached to the voucher?

A: Yes, the receipt will be associated to the voucher.


8. Q: Is there a job aid explaining how to download a voucher created by a Supplier? 

A: Suppliers can find the job aid explaining how to create eSettlements vouchers on SF City Partner. Employees don’t need to download the voucher because voucher build will create the voucher upon Supplier invoice submission.


9. Q: Will an invoice get paid if it matches the PO and receipt? Does the AP team still need to get project manager approval and process voucher payments manually? 

A: Project manager approval and Expense Manager approval will still be required on a professional service and construction contracts.


10. Q: If a Supplier copies a voucher from a receipt, it will most likely automatically matched. For professional services and construction contract vouchers, do we need to unmatch before making changes to the voucher?

A: If you mean without department interference. If the voucher is paid, then you cannot change the accounting date. But, if the voucher is not paid, but matched and/or posted, you would have to unpost, and/or unmatch the voucher, and you can change the accounting date.


11. Q: If a Supplier submits an invoice with 100 lines and each line has $0.01 difference between invoice and PO due to item price on invoice is has 4 digits after the decimal and PO has 2 digits after the decimal (ex. invoice $2.0897 and the PO is $2.09), will this create a voucher exception? If so, does this mean that I need to fix one line at a time to remove the exception?

A: There is match tolerance turned on. It is set to 5% or $100, which is less.

 

12. Q: Vouchers need an invoice date, an invoice receipt date and an accounting date. Do Suppliers fill these dates?

A: Suppliers do not fill out dates, and the date they submit an invoice will be the invoice date. However, departments can change the date if it is an accrual.


13. Q: Is there a solution for eSettlements vouchers that require approval after 5-way matching?   

A: Only construction and professional service contracts require additional approval.


14. Q: If voucher needs to be modified, does the department make the adjustment or do we void the voucher and ask the Supplier to redo voucher?

A: The department should make the changes/adjustments.      


15. Q: Can Suppliers see voucher numbers after submission?

A: Yes, they can see the voucher number when they look at their invoice.


16. Q: How do we find the voucher number so we can make review or make changes?

A: You can use Reports and Analytics dashboard, or the Voucher Inquiry Page to find information.


17. Q: What happens if a Supplier forgets to upload the invoice when they create a voucher and the voucher is posted by the system?

A: The AP Processor can add attachments and/or comments anytime on the voucher.


18. Q: How do you move a voucher out of "Recycle" status so that it will match and post?

A: You need to make sure that all required data is filled out. Then you click SAVE button.


19. Q: Have Suppliers been trained to change the mailing address for check payment? Sometimes the default address is different from remittance address. If the mailing address is not manually adjusted in the voucher, checks may mail to the wrong address.

A: The remittance address is pulled from the PO, so Suppliers cannot select change it. AP Processors can change the remittance address on the Payment Tab of the voucher during the 30-day period before standard payment terms. If they do not change the address before payment, then the payment will be sent to the incorrect address.




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