Voucher Report

This article covers how to run and interpret the Voucher report on the Purchasing dashboard.

This user guide assumes basic knowledge of TitanInsights (QuickSight). View the TitanInsights Basics & Overview for more information.

What does this report show?

The Voucher report allows you to view and search voucher and payment information. This report includes all vouchers/payments, not just the ones related to purchase orders.

Accessing the Report

1. Log in to the campus portal and access TitanInsights.

View detailed instructions on accessing TitanInsights.

2. Click Shared folders to access dashboards/reports.

Shared folder selection

3. Click the Finance folder.

Finance folder selection

4. Select the Purchasing folder.

Purchasing folder selection

5. Select the Purchasing dashboard.

Purchasing dashboard selection

6. Click the Voucher tab.

Voucher tab selection

Report Overview

The Voucher report will show you all vouchers for your department(s) since January 2001 by default.

When you access the report, your personal settings for the report (page) appear. If you have not set up your personal settings, the system defaults will automatically populate.

Voucher report

Report Filters

The first section of the report contains the available filters. Utilize the filters to narrow down your report results or find specific values.

Leaving a filter blank is equivalent to selecting all available values with values associated with them (e.g., if you leave Department blank, your report will show all vouchers for all of the departments that you have access to).

Voucher Report Filters
Filter Descriptions
Filter Description
Business Unit The Business Unit to which the transaction was posted. All purchase requisitions are under FLCMP.
Voucher # The ID number assigned to the voucher.
Invoice # The ID number assigned to the invoice.
Invoice Date Between The specific date or range of dates for which you wish to view invoice information.
Division The specific campus division(s) for which you wish to view data.
Sub-Division The specific campus sub-division(s) for which you wish to view data.
Sub-Division/College The specific campus college(s) for which you wish to view data.
Department/College The specific department ID(s) for which you wish to view data along with the name associated with the department ID(s).
Vendor ID The number associated in the CFS system with vendors/suppliers.
Vendor Name The name of vendors/suppliers in the CFS system.

Report Parameters

Just under the report filters are the report parameters for the report results table.

Voucher Report Parameters

Total Number of Records Retrieved will be the total number of rows in the search results table.

Report Results Table

The second section of the report contains the report results table.

Voucher Report Results

Column Descriptions

Column Description
BUSINESS UNIT The Business Unit to which the transaction was posted. All purchase requisitions are under FLCMP.
VOUCHER ID The ID number assigned to the voucher.
INVOICE ID The ID number assigned to the invoice.
INVOICE DATE The date of the invoice.
VOUCHER AMOUNT The total amount of the voucher.
VENDOR NAME A combination of the Vendor/Supplier ID number and the Vendor/Supplier Name for the purchase. For vouchers not related to purchase orders, this may be the Customer ID/Customer Name.
LINE DESCRIPTION The description of the transaction.
PO ID The purchase order number associated with the transaction (if applicable).
DEPARTMENT A combination of the Department ID and Department Name of the department to whom the transaction is billed.
PAYMENT ID The ID number assigned to the payment.

Voucher - PO Detail Drill Report

For voucher that has an associated PO ID, you can see additional details in the PO Detail Drill Report.

1. Click the Voucher ID to view additional details.

Voucher ID hyperlink

2. Click the Voucher - PO Detail Drill Report. The report will open in a new tab.

Voucher - PO Detail Drill Report popup

Voucher - PO Detail Report Column Descriptions

Voucher PO Detail Report
Column Description
PO ID The ID number assigned to the purchase order.
PO TYPE

The type of purchase order. Values include:

  • Regular Order
  • Service Order
  • Commodity Blanket
  • Service Blanket
  • Multi-Year
  • Public Works
  • General
  • Standard Agreement
  • Teaching Agreement
PO STATUS

The current status of the purchase order. Values include:

  • Approved (PO is approved but not sent to vendor)
  • Dispatched (PO has been sent to vendor)
  • Complete (Merchandise/Service received and Invoice is paid)
  • Pending Cancel (PO is in the process of being cancelled)
  • Canceled (PO has been cancelled)
PO LINE DESCRIPTION Line description entered by the Procurement Buyer. For purchase orders with multiple lines, there will be multiple rows.
PO QTY The quantity of the item ordered for each line of the purchase order. For purchase orders with multiple lines, there will be multiple rows.
MERCHANDISE AMOUNT Total amount for each line of the purchase order before tax is applied. For purchase orders with multiple lines, there will be multiple rows.
SALES TAX AMOUNT Total amount of sales tax applied to each line of the purchase order. For purchase orders with multiple lines, there will be multiple rows.
USE TAX AMOUNT The amount of sales tax owed for the merchandise when the vendor does not collect sales tax. This tax is paid to the State of California instead of the vendor.
MISC AMOUNT Total amount of additional costs, such as handling and env fees, allocated to each line of the purchase order. For purchase orders with multiple lines, additional costs may or may not be allocated to each line.
PO LINE AMOUNT Total amount for each line of the purchase order with tax, shipping, and all other costs included. For purchase orders with multiple lines, there will be multiple rows.
VENDOR ID The number associated in the CFS system with the vendor/supplier used for the purchase.
VENDOR NAME The Vendor/Supplier Name for the purchase.
BUYER NAME The name of the Procurement Buyer who created the purchase order.
PO_DT Date the purchase order was created in CFS by the Procurement Buyer.
BUDGET CHECK Indicates whether the purchase order funds have been encumbered (i.e., funds have been set aside for use and are deducted from available balance for the chartfields on the purchase order).
RECV STATUS Indicates whether the PO/merchandise/service has been received or not.
ACCOUNT The Account chartfield code to be billed for the line charges.
ACCOUNT DESCRIPTION The name associated with the Account chartfield code to be billed for the line charges.
FUND The Fund chartfield code to be billed for the line charges.
FUND DESCRIPTION The name associated with the Fund chartfield code to be billed for the line charges.
DEPTID The Dept ID chartfield code to be billed for the line charges.
DEPARTMENT DESCRIPTION The name associated with the Dept ID chartfield code to be billed for the line charges.
PROGRAM The Program chartfield code to be billed for the line charges.
PROGRAM DESCRIPTION The name associated with the Program chartfield code to be billed for the line charges.
CLASS The Class chartfield code to be billed for the line charges.
CLASS DESCRIPTION The name associated with the Class chartfield code to be billed for the line charges.
REQ ID Requisition ID of the requisition associated with the purchase order.
REQ LINE NUMBER Line number on the requisition associated with this line number on the purchase order.

Voucher Detail

You can click on the VOUCHER ID hyperlink to view more detail about the requisition.

1. Click the VOUCHER ID to view additional details.

Voucher ID hyperlink

2. Click Voucher Detail Drill Report on the pop-up menu. The report will open in a new tab.

Voucher Detail pop up

Voucher Detail Column Descriptions

Voucher Detail
Column Description
VOUCHER ID The ID number assigned to the voucher.
INVOICE ID The ID number assigned to the invoice.
INVOICE DATE The date of the invoice.
VOUCHER AMOUNT The total amount of the voucher.
VENDOR_NAME A combination of the Vendor/Supplier ID number and the Vendor/Supplier  Name for the purchase. For vouchers not related to purchase orders, this may be the Customer ID/Customer Name.
ACCOUNT DESCRIPTION The name associated with the Account chartfield code to be billed for the charges.
FUND The Fund chartfield code to be billed for the charges.
FUND DESCRIPTION The name associated with the Fund chartfield code to be billed for the charges.
DEPTID The Department ID chartfield code to be billed for the charges.
DEPARTMENT DESCRIPTION The name associated with the Department ID chartfield code to be billed for the charges.
PROGRAM The Program chartfield code to be billed for the charges.
PROGRAM DESCRIPTION The name associated with the Program chartfield code to be billed for the charges.
CLASS The Class chartfield code to be billed for the charges.
CLASS DESCRIPTION The name associated with the Class chartfield code to be billed for the charges.
PROJECT The Project chartfield code to be billed for the charges.
PROJECT DESCRIPTION The name associated with the Project chartfield code to be billed for the charges.

Need More Help?

For technical assistance with TitanInsights, please contact the IT Help Desk at [email protected] or 657-278-7777.

For questions about getting access to TitanInsights or how to use the reports, please contact IT Training at [email protected] or 657-278-5647.

For questions about purchase requisitions or purchase orders, contact Contracts & Procurement at [email protected] or 657-278-2411.