A Voucher is a document that details invoice and payment information so it can be reviewed and approved. It acknowledges that money is owed to a Supplier and must complete certain steps (e.g. three-way matching) before a payment can be initiated.

The information below is intended to provide colleges guidance on performing a User Acceptance Test on this business process. The business process shown in the flow diagrams below may be only part of what is needed to complete an end-to-end test of a full business cycle.

To use this UAT guide first review the business process flow diagram below, which outlines the various steps to complete the test activities.  Note that the business process flow diagram has distinct places where one can start testing this process, noted by a green 'Start' circle.  Use the diagram, following the arrows to each step that must be executed.  Use the Quick Reference Guide (QRGs) links, also below, to find the instructions on how to execute each step.  The Quick Reference Guides are numbered to match each box on the flow diagram to assistant testers with following the flow of the business process.  Once testing is complete for each box on the flow diagram, click the link in the Next Step (Tier 2) in the High Level UAT Framework section to access the next UAT Guide.

Printable View of FF.001.3 Voucher

General Vouchers:

• FF.001.3.1 Enter Regular Voucher
  • Entering Regular Voucher
• FF.001.3.5 Perform Voucher Match
  • Match Voucher
• FF.001.3.6 Perform Budget Check
  • Perform Budget Check
• FF.001.3.7 Submit/Process Voucher Approvals (if approval is REQUIRED)
  • Submit Voucher for Approval
  • Approve Vouchers
• FF.001.3.8 AP Push to AM (if approval is NOT required)
  • Sending Asset Information to the Pre-AM Interface table
• FF.001.3.9 Voucher GL Post
  • Posting Vouchers in Batch

Existing Vouchers:

• FF.001.3.2 Copy Existing Voucher
  • Copy Existing Voucher
• Continue onto step FF.001.3.5 above

Single Payment:

• FF.001.3.3 Single Payment Voucher
  • Enter Single Payment Voucher
• Continue onto step FF.001.3.5 above

Voucher from PO:

• FF.001.3.4 Create Voucher from PO (this is also referenced in FF.001.2 Purchase Order)
  • Create Voucher from PO
• Continue onto step FF.001.3.5 above

Search or Update an Existing Voucher:

• FF.001.3.10 Search for an Existing Voucher
  • Search for an Existing Voucher
• FF.001.3.11 Update an Existing Voucher
  • Update an Existing Voucher
• Continue onto step FF.001.3.5 above

OR

• FF.001.3.12 Review Voucher Information
  • Review Voucher Information

Perform Voucher Build:

• FF.001.3.13 Perform Voucher Build (can be run in batch process or ADHOC)
  • Performing a Voucher Build

• FF.001.3.1 Entering Regular Vouchers
  • Entering Regular voucher
  • Entering Regular voucher with Asset info (Capitalized)
    • Entering Regular voucher with specific amount and voucher # for Bank reconciliation (Treasury)
• FF.001.3.2 Copy Existing Voucher
  • Create a Voucher with Voucher style as Third party and copy from existing voucher.
• FF.001.3.3 Single Payment Voucher
  • Single payment voucher
• FF.001.3.4 Create Voucher from PO
  • Create voucher from PO
• FF.001.3.5 Match Voucher
  • Match voucher
• FF.001.3.6 Budget Check
  • Budget check
• FF.001.3.7 Approve Voucher
  • Approve voucher
• FF.001.3.8 AP Push to AM
  • AP push to AM
• FF.001.3.9 Voucher GL Post
  • Voucher GL Post
• FF.001.3.10 Search for and Existing Voucher
  • Search for a Voucher using Business Unit and an existing Voucher ID
• FF.001.3.11 Update an Existing Voucher
  • Update an existing voucher ID by navigating to Regular Entry page
• FF.001.3.12 Review Voucher Information
  • Review an existing voucher by entering Business Unit and Voucher ID details
• FF.001.3.13 Perform Voucher Build
  • Run voucher build for All Interfaces

• FF.001.3.1 Entering Regular Vouchers
  • Error Condition: While creating Regular voucher, leave the account and/or dept id blank and save the voucher.
    • Expected Behavior: This will not save the voucher because account and/or dept ID chartfield is required.
• FF.001.3.2 Copy Existing Voucher
  • Error Condition: Copy existing voucher for the same vendor and the system will not allow this.
    • Expected Behavior: System will not allow
• FF.001.3.3 Single Payment Voucher
  • Error Condition: Create  a Single payment voucher voucher and select payment terms of 30 (Net30).
    • Expected Behavior: This will not be allowed because Single payment vouchers are only set to pay as 00 or due immediately.
• FF.001.3.4 Create Voucher from PO
  • Error Condition: • Create  a Regular voucher from PO that has not been received using copy from receipt procedure.
    • Expected Behavior: The process will not copy a PO because it will need a receipt number.
• FF.001.3.5 Match Voucher
  • Error Condition: Run match process with mismatched amount and dept between PO and voucher.
    • Expected Behavior: The system will fail on Match process due to mismatch amount and dept.
• FF.001.3.6 Budget Check
  • Error Condition: Run budget check for a chartfield combination with no budget entry.
    • Expected Behavior: The system will mark budget status as Error.
• FF.001.3.7 Approve Voucher
  • Error Condition: Run approval process before matching and approval will not be sent out.
    • Expected Behavior: Submit for approval button will not be available.
• FF.001.3.8 AP Push to AM
  • Error Condition: Run load asset request for a voucher without AM asset flagged.
    • Expected Behavior: That voucher will not be loaded to pre-AM interface table.
• FF.001.3.9 Voucher GL Post
  • Error Condition: Run voucher post for incomplete WH voucher.
    • Expected Behavior: Those vouchers will not be selected for payment.
• FF.001.3.10 Search for an Existing Voucher
  • Error Condition: Search for an existing voucher using equal sign operand with an incorrect voucher value - 9 characters instead of 10.
    • Expected Behavior: The system will not allow to search for an incorrect value
• FF.001.3.11 Review Voucher Information
  • Error Condition: Review an existing voucher using equal sign operand with an incorrect voucher value - 9 characters instead of 10.
    • Expected Behavior: The system will not allow to search for an incorrect value
• FF.001.3.12 Update an Existing Voucher
  • Error Condition: Update an existing voucher using equal sign operand with an incorrect voucher value - 9 characters instead of 10.
    • Expected Behavior: The system will not allow to search for an incorrect value
• FF.001.3.13 Perform Voucher Build
  • Error Condition: Run voucher build with no new voucher data.
    • Expected Behavior: Process monitor will display success but with zero vouchers built or created.  

FF.001.2 Purchase Order Processing/Review

FF.001.4 Payment