APPENDIX E: Supporting Document (1)
MD050 – Functional Design
Disbursement Voucher
Version:
Prepared by:
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Document History
Revision Date Editor(s) Additions / Modifications
Document Approval
Date Title/Role &
Version # Signature Approver Name
Approved Functional Area
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Table of Contents
1 Overview ....................................................................................................................... 4
1.1 Background and Business Requirement ........................................................................ 4
1.2 Functional Specifications ............................................................................................ 5
1.2.1 Design Approach ................................................................................................. 6
1.3 Design Assumptions and constraints ............................................................................ 6
1.4 Current Versus Proposed ............................................................................................ 6
2 Reporting Solution .......................................................................................................... 6
2.1.1 Report Usage ...................................................................................................... 6
2.1.2 Report Criteria .................................................................................................... 7
2.1.3 Report Parameters ............................................................................................... 7
2.1.4 Report Format ..................................................................................................... 7
2.1.5 Report Layout ..................................................................................................... 7
2.1.6 Additional Notes .................................................................................................. 9
3 Issues & Resolution....................................................................................................... 10
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1 Overview
1.1 Background and Business Requirement
The Disbursement Voucher is one of the custom payment formats required to support both the
internal approval and the auditing process in the Field.
This payment format will be generated and and printout by the system at the and of the formatting
step of the Payment Process (as represented in the flow chart below).
Field Check Payment ToBe Process Flow
Deliverable: Payables Management AP
Process: Field Check Payment To Be Process- Draft
Invoice Mgmt
Field Office
Admin Unit
1 2 3 4 5 6 6a 8
Automatic
Review List of Submit payment Align check Record print
Submit Payment printing of Check numbers
selected request for Prepare Checks NO numbers*** and status / confirm
Process Request* Disbursement matching?
Invoices** formatting re-print vouchers payment
Vouchers
Disb. Disb.
Disb. Disb.
Voucher
Disb. Voucher
Disb.
Voucher Voucher
Voucher Voucher
YES
7
FAOR
Disbursement
Vouchers / Checks
Signoff
* Using templates it is possible to select invoices based on various criteria (e.g. supplier, currency, payment method, paygroup, etc.). If
needed, payment process requests can also be scheduled to be run in the background.
** At this stage it is still possible to remove payment requests (invoices) from the Payment Process Request (Payment Batch).
*** If the Oracle check number does not match the physical check number, the user has to manually align the numbering before confirming
the payment. The check number is a key value in the reconciliation process.
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1.2 Functional Specifications
Functional Specifications Overview
Reference ID
*
Type of Functional Report (Payment Format)
Specification
*
(check all that are
applicable)
Proposal for N/A
Changes
(include additional
information not
specified in user
requirements)
Proposal for New N/A
Features
(include additional
information not
specified in user
requirements)
User Procedures Once submitted a new payment process request, the user will
* be asked to review the invoice selection (according to the
(include additional selected template). After the invoice review, the User will
information not
submit the payment request for formatting and the system
specified in user
requirements) (basing on the payment process profile’s setup), will
automatically generate and print out the disbursement
voucher/s (one for each payee/supplier).
Data Additions N/A
and/or
Modifications
Low Bandwidth Indicate whether the functionality is to be used from remote
Solution location:
* Yes
No
Prerequisites/
N/A
Dependencies
Glossary
Acronym
Abbreviations
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Definitions
1.2.1 Design Approach
N/A
1.3 Design Assumptions and constraints
The Disbursement Voucher is a document containing one or more pages depending on the number
of payees/invoices, selected in the payment process request. The approval sections have to be
printed only at the bottom of the last page for each payee. A page break has to be inserted when
the Payee changes.
1.4 Current Versus Proposed
See flow chart at Par 1.1
2 Reporting Solution
2.1.1 Report Usage
Mode Automatic (payment format)
Frequency Daily.
Performance N/A
2.1.1.1 Roles / Responsibilities / Recipients
N/A
2.1.1.2 Security Restrictions
N/A
2.1.1.3 Related objects
N/A
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2.1.2 Report Criteria
2.1.2.1 Selection Criteria (Constraints)
All the invoices selected and submitted for formatting in the Payment Process Request.
2.1.2.2 Calculations/ Exceptions
N/A
2.1.3 Report Parameters
N/A
Parameter Required Type Default Options / Validation
2.1.4 Report Format
PDF
See 2.1.5 for the Report Layout
Report On Screen, Exportable and Printable
Medium
Sort Same sequence of the Payment Process Request
Sequence
Breaks Every time the Payee changes
Totals N/A
2.1.5 Report Layout
There are four different layouts (see attached word docs), depending on the payment method and
if the paying Office is a Regional Office or a FAO Representative Office (FAOR).
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Layout 1: FAOR Check Payments Layout= if Payment Method = Check
Check Payments
Layout
Layout 2: FAOR Other Payements Layout= if Payment Method ≠ Check
Other Payments
Layout.doc
Layout 3: Regional Office Check Payments Layout= if Payment Method = Check
RO Disbursement
Voucher Check Payments
Layout 4: Regional Office FAOR Other Payements Layout= if Payment Method ≠ Check
RO Disbursement
Voucher Other Payments
Please refer to the table below for the list of Data Elements.
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Data Elements
Data ID Data Source / Rule Comment
1 Operating Unit
2 User Name
3 User Responsibility
4 Payment Process Request Name
5 Payee Number / Name
6 Payment Method
7 Paper document number
8 Payment Date
9 Payment `Process Request Total Amount + Currency
10 Payment Currency
11 Invoice Number
The full Invoice Header Description
12 Invoice Header Description has to be printed
13 Invoice Total Amount
For each payee on or more pages
depending on the number of invoices.
The approval sections have to printed
Footer Page 1/n only on the last page for each payee.
2.1.6 Additional Notes
N/A
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3 Issues & Resolution
The following is the issue resolution history
Issue Status/Closed
Issue Date Issue Responsibility Resolution
Ref No Date
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