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Quick Reference Tip Sheet
LAST REVISED DATE: 0 3/21/ 2018
General Information Task Process Information Creating a PO (Purchase Order) Receipt Voucher NOTE: If additional assistance is needed, please contact the respective AOC Department staff or the JIS Service Desk. A voucher that is entered with PO Receipt information (i.e., voucher entry for PO goods/services received in GEARS). NOTE: It is recommended that you create only one voucher for each receipt. If you believe an exception is necessary, please call the Help Desk. Before you Begin If you do NOT know the GEARS Vendor ID to be used on the voucher, you can look it up using the vendor’s Tax ID Number. If the Vendor ID is known and has been reviewed for accuracy, you can skip this step and enter the Vendor ID in step 2 below. NOTE: Please verify the vendor address to be sure it is accurate. If not, please complete a Vendor Maintenance Form and send it to the Department of Budget and Finance (DBF). The form is available on the GEARS website: http://mdcourts.gov/gears/forms.html
GEARS Navigation Accounts Payable > Vouchers > Add/Update > Regular Entry (^) •
1.0 Process This document is intended to provide a quick reference to completing standard transactions within GEARS. STEP ACTION DETAILS
1. Select^ the "Add a New Value" Tab
Click the button.
On the tab - enter the following information:
Follow these Department of
Budget and Finance standards:
Please enter the invoice numbers exactly as provided on the invoice. However, if your invoice does not provide a specific number, please follow the below standardizations to create an invoice number.
- Invoice Number Date of the invoice, YYYYMMDD, followed by the initials of the company name in capital letters. Example: An invoice is received and dated March 15, 2015 from the Office Supply Network without a specific invoice number provided. The user should enter the invoice number as 20150315OSN. NOTE: Where hyphenated or multiple last names are used, the last “last name” is to be utilized in the invoice number for all invoices. Example: John Andrews- Sanders, invoice number would utilize the initials JS. Andy Jon De Smith, invoice number would utilize the initials AS.
- Invoice Date – Enter this just as it appears on the vendor invoice.
On the tab – enter the following information.
- NOTE: The Invoice and Distribution line information have carried over from the PO Receipt.
- Attachments – Be sure to attach a copy of your invoice. NOTE: Your voucher will not save without an attachment.
Save the voucher by clicking the button. Invoice & Distribution info copied from Receipt
Confirm your voucher is saved.
- You have (3) new tabs. (Summary, Related Documents and Error Summary).
- You have an (8) digit Voucher ID.
- You have “Actions” in your drop down box.
Run your actions. Select the “Match, DocTol, Bdgt” action, and then click. NOTE: If you have already run the “Match, Doc Tol, Bdgt” Action on a voucher and it results in an exception, please resolve the exception and then re-run only the action needed to clear the exception. This will reduce unnecessary processes and help improve system throughput. For example, if the “Match, Doc Tol, Bdgt” action is run, and Budget Exceptions exist (though Matching is valid), resolve the budget issue and then re-run only the “Budget Checking” action.
Choose whether you want to wait foor the process to finish.
15. Click to submit voucher for approval.
NOTE: Upon a “Valid” budget check, the Submit for Approval” button will become active on the “Invoice Information” tab. End of Document
