State of Wisconsin 
         Department of Administration
         Correcting P-Card Voucher Errors
         Job Aid
                          Version 1.0
       TABLE OF CONTENT
                  TABLE OF CONTENTS..............................................................................................................................2
                  PURPOSE AND DESCRIPTION.................................................................................................................2
                     Purpose................................................................................................................................................... 2
                     Description.............................................................................................................................................. 3
                  TOPIC 1: CORRECTING P-CARD VOUCHER PRE-EDIT ERRORS.........................................................4
                     Correcting P-Card Voucher Pre-Edit Errors Procedure Steps.................................................................4
                  TOPIC 2: CORRECTING P-CARD VOUCHER RECYCLE ERRORS........................................................8
                     Correcting P-Card Voucher Recycle Errors Procedure Steps.................................................................8
                  TOPIC 3: CORRECTING P-CARD VOUCHER BUDGET CHECK ERRORS...........................................12
                     Correcting P-Card Voucher Budget Check Errors Procedure Steps......................................................12
                  PURPOSE AND DESCRIPTION
                  Purpose
                  This document explains the key topics involved in correcting P-Card vouchers that are built from approved P-Card 
                  transactions.  
                  The P-Card Load Voucher Stage process is run bi-weekly during nightly batch processing on the Tuesday following 
                  the P-Card billing cycle end date. All approved P-Card transactions for the billing cycle are loaded onto the voucher 
                  staging tables where the Voucher Build process then runs to build the transactions into vouchers by card number. 
                  P-Card vouchers with no data errors that have valid ChartStrings are then budget checked and posted.  Payment is 
                  made to the bank on the following Wednesday. 
                  Vouchers with data and/or ChartField errors may result in one of the following types of errors:
                     Pre-Edit: Voucher Build errors that prohibit the transaction from being built into a voucher. Agency P-Card 
                      Administrators will be responsible for resolving Pre-Edit errors.  Agency AP Processors also have the ability to 
                      correct Pre-Edit errors. It is rare that a Pre-Edit error would exist. Examples of Pre-Edit errors include:
                           −   Invalid Business Unit
                           −   Invalid Supplier and/or Supplier Location
                           −   Blank invoice ID
                     Recycle: Voucher Build errors that prohibit a successfully built voucher from passing all voucher edits. Agency 
                      Agency AP Processors will be responsible for resolving Recycle errors. Examples of Recycle errors include:
                           −   Invalid or Missing ChartField
                           −   Invalid ChartField Combination (Combo Edit Error)
                     Budget Check Error: A budget check error will result in a Budget Header Status of “Exception”. Agency AP 
                      Processors will be responsible for resolving Budget Check Exceptions by correcting the ChartField coding or 
                working with the agency Budget Office to correct budget setup errors. Examples of Budget Check Exceptions 
                include:
                   −  No Budget Exists
                   −  Budget Tolerance has been Exceeded
             Description
             The key topics involved in the Correct P-Card Voucher Errors job aid are:
                  Topic 1: Correcting P-Card Voucher Pre-Edit Errors
                  Topic 2: Correcting P-Card Voucher Recycle Errors
                  Topic 3: Correcting P-Card Voucher Budget Check Errors
        TOPIC 1: CORRECTING P-CARD VOUCHER PRE-EDIT ERRORS
        Correcting P-Card Voucher Pre-Edit Errors Procedure Steps 
        Scenario: As the P-Card Administrator, you need to validate that all transactions for the billing cycle end date were 
        built into a voucher and that none are stuck in Pre-Edit error.
        Step                    Action
        1.  Navigation: Main Menu > Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry
            On the Quick Invoice Entry page, enter the following:
            Business Unit: 
            Build Status: Pre-Edit Error
            Voucher Source: Procurement Cards
        2.
            Click Search.
        3.  You ideally want to see “No Matching Values Found” returned in the search results.