VP1 CROSSWALK

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VP1 - CROSSWALK

• IMPROVED PAYMENT VOUCHERS!

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VP1 Crosswalk

• What is Crosswalk ?
• What has improved ?
• What resources are available ?

3
? What is Crosswalk ?

• CROSSWALK is a software program which
  translates Purchasing information into accurate
  Accounting transactions!
• VP1-Crosswalk will automatically create
  transactions on the VP1 documents!

4
Requistion Items in PointPlus display Recommended
Object Codes
CLICK ON VIEW
5
Commodity Code First Account Price per Item
Recommended Object Code
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? What has improved ?

• VP1 Cover Sheet Sections more descriptive
• Section 2 includes quantities from the Purchase
  Order
• Section 3 creates transactions with accurate
  object codes

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VP1 Cover Sheet displays a new section

• gtgt Select a Document or a new ACTION and press
  ENTER to continue.ltlt
• DEFINE PURCHASE ORDER PAYMENT
  REQUEST - VP1 Year 03 04
• Command VP1 Account __________ Misc
  _______________ Month OCT
• 
  
• Status -- COVER SHEET --
  Document ID ___________
• Action ___ Summary
  
• Created 10/07/03 ACBOB
  Category
• 
  
• Format _____ Voucher Date ______
  Voucher Nbr
• P.O.Nbr __________ Type
  Partial/Complete _ Dep Req _______________
• Separate Check _
  Check Distribution _
• Goods/Service Received Begin ______ End ______
  Invoice Receive Date ______
• Requested Pmt Date ______ Requested Pmt
  Reason _________________________
• Vendor ID ______________
  
• Address
  
• 
  
• 
  
• SECTIONS _ 1. Voucher Description and
  Comments
• _ 2. Items Billed to be Paid
  

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Section 1 is the same

• -------------------------------------------------
  ----------------------------
• 
  
• For Instructions on how to enter
  information press PF6
• Comments to be printed on voucher description
  Page 1 of
• ____________________________________
  ________________
• ____________________________________
  ________________
• Invoice information and comments to be printed
  on check stub
• 
  
• Comments Invoice Number
  Amount
• _________________________ ___________________
  ______ _______________
• _________________________ ___________________
  ______ _______________
• _________________________ ___________________
  ______ _______________
• _________________________ ___________________
  ______ _______________
• _________________________ ___________________
  ______ _______________
• _________________________ ___________________
  ______ _______________
• _________________________ ___________________
  ______ _______________
• _________________________ ___________________
  ______ _______________
• _________________________ ___________________
  ______ _______________
• _________________________ ___________________
  ______ _______________

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Section 2 is NEW

• -------------------------------------------------
  ----------------------------
• gtgtEnter the Item quantity to be billed for this
  Purchase Order.gtgt
• 
  
• Document ID P0VP1952688
  Purchase Order Nbr 2003B01588
• Voucher Nbr
  
• 
  
• Please select all of the items that will be
  paid for by this voucher by
• filling in the quantity billed for each item.
  
• 
  
• Item Description Obj
  Qty.Outstanding Qty. Billed
• ---- ------------------------- ----
  --------------- --------------
• 1 PERVASIVE SQLV8 20 WIN C/ 1307
  1.0000 ______________
• 2 PERVASIVE SQLV8 WORKGROUP 1307
  1.0000 ______________
• 3 AE PCANYWHERE 10.5 HR, P 1307
  10.0000 ______________
• 4 CR 9, PROFESSIONAL FULL P 1307
  1.0000 ______________
• 5 CRYSTAL REPORTS 9 PROFESS 1307
  1.0000 ______________
• 6 UPGRADE-V BACKUP EXEC NT/ 1307
  1.0000 ______________
• 
  ______________
• 
  ______________

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Quantities based onthe Purchase Order

Nbr Class Item
Quantity Unit Unit Price
Item Total 1 920 14 1.0000
EACH 1761.0000 1761.00
PERVASIVE SQLV8 20 WIN C/S FULL PACKAGE, PART
P8-150673-01


2 920 14
1.0000 EACH 25.0000
25.00 PERVASIVE SQLV8 WORKGROUP
SINGLE SEAT, PART P8-130058-01



3 920 14 10.0000 EACH
82.0000 820.00 AE
PCANYWHERE 10.5 HR, PART 10004507



4 920 14
1.0000 EACH 360.0000
360.00 CR 9, PROFESSIONAL FULL
PRODUCT, PART VRPXR90GLP



5 920 14 1.0000
EACH 23.0000 23.00
CRYSTAL REPORTS 9 PROFESSIONAL MEDIA, PART
VRPMP90GLP

• -------------------------------------------------
  ----------------------------
• gtgtEnter the Item quantity to be billed for this
  Purchase Order.gtgt
• 
  
• Document ID P0VP1952688
  Purchase Order Nbr 2003B01588
• Voucher Nbr
  
• 
  
• Please select all of the items that will be
  paid for by this voucher by
• filling in the quantity billed for each item.
  
• 
  
• Item Description Obj
  Qty.Outstanding Qty. Billed
• ---- ------------------------- ----
  --------------- --------------
• 1 PERVASIVE SQLV8 20 WIN C/ 1307
  1.0000 ______________
• 2 PERVASIVE SQLV8 WORKGROUP 1307
  1.0000 ______________
• 3 AE PCANYWHERE 10.5 HR, P 1307
  10.0000 ______________
• 4 CR 9, PROFESSIONAL FULL P 1307
  1.0000 ______________
• 5 CRYSTAL REPORTS 9 PROFESS 1307
  1.0000 ______________
• 6 UPGRADE-V BACKUP EXEC NT/ 1307
  1.0000 ______________
• 
  ______________
• 
  ______________

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Enter Quantities Received

• -------------------------------------------------
  ----------------------------
• The Items billed have been updated. Press ENTER
  to continue.
• 
  
• Document ID P0VP1952688
  Purchase Order Nbr 2003B01588
• Voucher Nbr
  
• 
  
• Please select all of the items that will be
  paid for by this voucher by
• filling in the quantity billed for each item.
  
• 
  
• Item Description Obj
  Qty.Outstanding Qty. Billed
• ---- ------------------------- ----
  --------------- --------------
• 1 PERVASIVE SQLV8 20 WIN C/ 1307
  1.0000 1.0000
• 2 PERVASIVE SQLV8 WORKGROUP 1307
  1.0000 1.0000
• 3 AE PCANYWHERE 10.5 HR, P 1307
  10.0000 8.0000
• 4 CR 9, PROFESSIONAL FULL P 1307
  1.0000 1.0000
• 5 CRYSTAL REPORTS 9 PROFESS 1307
  1.0000 ______________
• 6 UPGRADE-V BACKUP EXEC NT/ 1307
  1.0000 1.0000
• 
  ______________
• 
  ______________

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Section 3 Quantities will generate transactions

• ------------------------------------------------
  -----------------------------
• gtgtEnter any addition, updates or remove account
  number to delete an entryltlt
• Action ___ Begin at account __________
  Document ID P0VP1952688
• Begin at item ____
  
• Voucher Date 080503 Voucher Nbr.
  Entries 6
• 
  
• Item Description Qty
  Billed Price/Item
• Account D/C Ty Obj Amount
  DTN Receive Beg/End
• Inv Recv Invoice Number
  Interest Flag/Reason Due Date
• ------------------------------------------------
  ---------------------------
• N/A SHI/GOVERNMENT SOLUTIONS
  
• 2904109150 C EN 0200 3,347.00
  _______ 080103 080103
• 080103 _________________________
  _ __ 083103
• 1 SHI/GOVERNMENT SOLUTIONS
  1.0000 1761.00
• 2904109150 D EX 1307 1,761.00
  _______ 080103 080103 gt
• 080103 _________________________
  _ __ 083103
• 2 SHI/GOVERNMENT SOLUTIONS
  1.0000 25.00
• 2904109150 D EX 1307 25.00
  _______ 080103 080103 gt
• 080103 _________________________
  _ __ 083103

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Additional transactions may also be added

• -------------------------------------------------
  ----------------------------
• gtgt Please enter an invoice number. ltlt
  
• Action ___ Begin at account __________
  Document ID P0VP1952688
• Begin at item ____
  
• Voucher Date 080503 Voucher Nbr.
  Entries 6
• 
  
• Item Description Qty
  Billed Price/Item
• Account D/C Ty Obj Amount
  DTN Receive Beg/End
• Inv Recv Invoice Number
  Interest Flag/Reason Due Date
• ------------------------------------------------
  ---------------------------
• 4 SHI/GOVERNMENT SOLUTIONS
  1.0000 360.00
• 2904109150 D EX 1307 360.00
  _______ 080103 080103 gt
• 080103 _________________________
  _ __ 083103
• 6 SHI/GOVERNMENT SOLUTIONS
  1.0000 358.00
• 2904109150 D EX 1307 358.00
  _______ 080103 080103 gt
• 080103 _________________________
  _ __ 083103
• N/A SHI/GOVERNMENT SOLUTIONS
  
• 2904109150 D EX 1314 10.00
  _______ 080103 080103
• 080103 ABC2500 / FREIGHT________
  _ __ 083103

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Section 4 is the same

• -------------------------------------------------
  ----------------------------
• gtgt CODE SCHEME CH OF ACCT DOES NOT EXIST ltlt
  
• Action ___ DEPARTMENT CODES
  Section 04 of 04
• -----------------------------------------------
  --------------------------
• Transaction Date 080503 Month ___
  Start at Account __________
• 
  Audit Codes? N
• ACCT NBR LEDGER DESCRIPTION
  TYPE AMOUNT D/C
• 
  
• DTN TAG A TAG B COMMENTS
  
• 1 2904109150 SHI/GOVERNMENT SOLUTIONS_ EN
  3,347.00 C
• 141 ___ 94200 _______
  _________ ______________
• _______ _ _ ___________________
  _____________________
• 2 2904109150 SHI/GOVERNMENT SOLUTIONS_ EX
  1,761.00 D
• 141 ___ 94200 _______
  _________ ______________
• _______ _ _ ___________________
  _____________________
• 3 2904109150 SHI/GOVERNMENT SOLUTIONS_ EX
  25.00 D
• 141 ___ 94200 _______
  _________ ______________
• _______ _ _ ___________________
  _____________________
• 4 2904109150 SHI/GOVERNMENT SOLUTIONS_ EX
  656.00 D

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VP1 is ready to approve

• gtgt Select a Document or a new ACTION and press
  ENTER to continue.ltlt
• DEFINE PURCHASE ORDER PAYMENT
  REQUEST - VP1 Year 03 04
• Command VP1 Account __________ Misc
  2003B01866_____ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID P0VP1937044
• Action ___ Summary DELL DIRECT SALES LP
  
• Created 10/07/03 by ACBOB KIRK, JAMES T
  Category
• 
  
• Format 01___ Voucher Date 100703
  Voucher Nbr
• P.O.Nbr 2003B01866 Type 1
  Partial/Complete P Dep Req 100-SERVERS____
• Separate Check _
  Check Distribution U
• Goods/Service Received Begin 100103 End
  100603 Invoice Receive Date 100603
• Requested Pmt Date ______ Requested Pmt
  Reason _________________________
• Vendor ID 17426168047007 DELL DIRECT SALES LP
  
• Address ONE DELLWAY
  
• 
  
• ROUND ROCK , TX 78682000199
  
• SECTIONS X X 1. Voucher Description and
  Comments
• X X 2. Items Billed to be Paid
  

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? What resources are available ?

• PF6 Help for each VP1 screen
• Help on the web
• Other Assistance

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Press PF6 for on-line help

• Press PF6 for help in each section
• -------------------------------------------------
  ----------------------------
• gtgt You have view only for this voucher and
  items. gtgt
• 
  
• Document ID P0VP1999997
  Purchase Order Nbr 2003135261
• Voucher Nbr L522419
  
• 
  
• Please select all of the items that will be
  paid for by this voucher by
• filling in the quantity billed for each item.
  
• 
  
• Item Description Obj
  Qty.Outstanding Qty. Billed
• ---- ------------------------- ----
  --------------- --------------
• 1 TIRE GAUGES AND RELATED I 1836
  48.0000 ______________
• 2 TIRE GAUGES AND RELATED I 1836
  25.0000 ______________
• 
  ______________
• 
  ______________
• 
  ______________
• 
  ______________
• 
  ______________

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A Help Screen will appear

• Press PF6 for help in each section
• -------------------------------------------------
  ----------------------------
• gtgt You have view only for this voucher and
  items. gtgt
• 
  
• Document ID P0VP1999997
  Purchase Order Nbr 2003135261
• Voucher Nbr L522419
  
• 
  
• Please select all of the items that will be
  paid for by this voucher by
• filling in the quantity billed for each item.
  
• 
  
• Item Description Obj
  Qty.Outstanding Qty. Billed
• ---- ------------------------- ----
  --------------- --------------
• 1 TIRE GAUGES AND RELATED I 1836
  48.0000 ______________
• 2 TIRE GAUGES AND RELATED I 1836
  25.0000 ______________
• 
  ______________
• 
  ______________
• 
  ______________
• 
  ______________
• 
  ______________

Help for Command VP1
Screen 2__ of 3


Qty. Billed
shows the number of items to be paid on this
voucher.

HOW TO USE


1. When you first create a VP1
document, the items quantities
are generated from the purchase order
information.

2. Under "Qty. Billed" enter the
number of items you have
been billed for, that you have also received.
Normally this will match
the outstanding quantities, or be some lesser
number.


3. Once you've entered this
information, press ENTER again.

The information
you've entered will be displayed in the next
section, on the line items.
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Help on the web

• Commodity Class Code information
• https//utdirect.utexas.edu/acct/gen/crosswalk/in
  dex.WBX

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Enter a Commodity Code to view allowable object
codes
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You may also CLICK on a commodity code list
Then CLICK on a Commodity Code
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Allowable object codes are displayed per account
amount
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Help on the web

• PointPlus Help
• https//utdirect.utexas.edu/pointplus/help/help_to
  c.html

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Other Resources

• Accounts Payable vp1-crosswalk_at_lists.cc.utexas
  .edu
• Office of Accounting Help Line
• 471-8802

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Other Resources
http//www.utexas.edu/business/accounting/ap/vp1cr
osswalk.html