APPENDIX E: Supporting Document (1)

MD050 – Functional Design

Disbursement Voucher
Version:

Prepared by:

1 of 10
Document History

Revision Date Editor(s) Additions / Modifications

Document Approval
Date Title/Role &
Version # Signature Approver Name
Approved Functional Area

Case3-MD050-RFC01854-Disbursement Voucher.docx 2 of 10
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

Case3-MD050-RFC01854-Disbursement Voucher.docx 3 of 10
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.

Case3-MD050-RFC01854-Disbursement Voucher.docx 4 of 10
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

Case3-MD050-RFC01854-Disbursement Voucher.docx 5 of 10
 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

Case3-MD050-RFC01854-Disbursement Voucher.docx 6 of 10
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).

Case3-MD050-RFC01854-Disbursement Voucher.docx 7 of 10
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.

Case3-MD050-RFC01854-Disbursement Voucher.docx 8 of 10
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

Case3-MD050-RFC01854-Disbursement Voucher.docx 9 of 10
3 Issues & Resolution
The following is the issue resolution history

Issue Status/Closed
Issue Date Issue Responsibility Resolution
Ref No Date

10 of 10