Voucher Detail Expense Report - Field Descriptions

This column displays two rows of information:

The eight-digit Voucher ID appears on the top row. This number uniquely identifies the procurement transaction(s) that were summarized into the Journal ID and Line.

• M-Pathways PO and Non-PO vouchers begin with the number four (4)
• Concur Non-PO vouchers (employee reimbursements) begin with the letter C
• PCard vouchers begin with the letter P
• SUB vouchers start with the letter S

For SUB vouchers, the Vendor Order Number may appear under the Voucher ID. This number is the transaction number assigned by the Service Unit (i.e., vendor) in their system. This field has a 20-character length, which means that text can overflow the column border and appear under the Date and Type fields.

• For an M-Pathways PO or Non-PO voucher, this is the invoice date.
• For Concur Non-PO, Concur PCard, and M-Pathways SUB vouchers, this is the date the voucher was initially created in the system.
• For M-Pathways PCard vouchers (i.e., those created via the M-pathways reconciliation process), the date is the voucher Billing Date, which is always the first of the month.

This column displays two rows of information:

The Invoice ID field contains the vendor’s invoice number for the order of the goods or services.

The Reference field prints under the Invoice ID field. This information varies by the type of voucher and the supplier.

• For PO vouchers, the PO ID number displays.
• For Non-PO vouchers, the information comes from the Department Reference field in the Concur expense report or from the Department Reference Number field in the M-Pathways Non-PO voucher. This information is supplied by the unit.
• For PCard transactions originating in Concur, the value in the Department Reference field in the Concur expense report appears. This information is supplied by the unit.
• For PCard transactions originating in M-Pathways, the PCard Transaction Number and Sequence Number appear. Combined, these numbers create a unique identifier for a particular M-Pathways PCard transaction, and tie the PCard to the original PCard purchase.
• For SUB vouchers, data supplied by the Service Unit displays. Common examples include dates and pricing information.

Description/Additional Info

OR

Description/SUB Comments

The name of the fields in this column is dependent upon the type of voucher.

For all types of vouchers: The first field, Description, describes what your unit or project/grant purchased.

• For Concur transactions, this information comes from the line Business Purpose field in the expense report.
• For M-Pathways PCard and Non-PO vouchers, this field must be manually populated. If nothing is entered in the voucher’s Description field, then nothing appears in the Voucher Detail’s Description field.

The second field in this column has different names and purposes, depending on the type of voucher:

• For AP vouchers: The Additional Info field is available under the Description field.
  • For Concur Non-PO vouchers this field shows the Vendor field value from the line in the expense report.
• For Concur or M-Pathways PCard vouchers, the Cardholder’s name displays.
• For SUB vouchers: The SUB Comments field displays data provided by the Service Unit that further identifies the SUB transaction. An example of additional data may be Service Unit tracking numbers.

This column shows who is being paid with the voucher (e.g., vendor, merchant, or employee being reimbursed) and, if available, contact information for the vendor.

• For PCard vouchers, the Vendor/Merchant field displays the merchant where the PCard was used.
  • For bank fees associated with PCard ATM withdrawals, the vendor name (i.e., bank that owns the ATM machine or vendor that issued the PCard) does not display.
  • For itemized expense lines in Concur that indicate how PCard ATM withdrawal funds were used, the vendor name does not display.
• Phone numbers are provided for PO and SUB vouchers only.

All vouchers provide the Quantity and the Unit Price of the item that was ordered.

The Unit Price displays as a rounded value, truncated to two decimal places. For example, if the actual Unit Price is $0.9582, the value in the field would be rounded to $0.10. However, for University accounting purposes, the amount is rounded (if applicable) and truncated for voucher processing. Contact the vendor for complete unit pricing information.

• For Concur Non-PO vouchers, the Unit Price is the amount of the expense on the expense report. If the Quantity/Unit Price doesn’t calculate to the Amount for the expense on Voucher Detail report, check the Allocations data on the U of M Detail Report (i.e., Concur expense report) to verify if the expense was allocated among multiple ShortCodes (i.e., ChartField combinations).

This column contains two types of amount values. The amount related to the individual voucher line/distribution line appears above the total for the Journal ID/Line.

• When one voucher line comprises the detail for the Journal ID/Line, the voucher line Amount and the Journal ID/Line total are equal.
• When more than one voucher line comprises the detail, the sum of the voucher lines equals the Journal ID/Line total. The Journal ID/Line total ties the Voucher Detail report to the Statement of Activity report.

When a Concur expense report contains both a PCard expense marked as Personal and out-of-pocket expenses for reimbursement, the Amount on the Voucher Detail report for the Non-PO voucher reimbursing the employee may be less than the transaction amount on the expense report.

• If the Concur expense report shows money being reimbursed to the employee, the system deducts any PCard expenses marked Personal from the out-of-pocket expense(s) on that expense report.