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Business Office Home

How to Use the Excel version of the Invoice

General Information and Helpful Tips

 ü      As the spreadsheet opens, select “Enable Macros” when prompted.  

ü      Enter all data on sheet named Original.  All other sheets are completed automatically.  

ü      Since the State Board of Accounts approved this form, departments may not modify its appearance or structure in any way.  Specifically, please do not: 

§         Insert rows or columns

§         Delete rows or columns

§         Copy, cut, or paste data from one part of the spreadsheet to another part of the spreadsheet

§         Remove or add lines, headers, footers, or borders

§         Change fonts

§         Attempt to use bold or italics

§         Underline

§         Change alignment (center, align left, align right, justify, etc…)

The Bursar’s Office will be unable to accept any invoice that has been modified from its state-approved format.  

ü      To print, follow these easy steps. 

§         Make sure that you are in the sheet named Original. 

§         Select “Tools” from your Excel menu. 

§         Select “Macro” 

§         Select “Macros” 

§         The macro name of “PrintInvoice” should be automatically selected.  If not, chose it, and select “Run” to print your voucher. 

OR

ü      To bypass the menu system, hold the “Alt” key and press the “F8” key simultaneously.  Then, simply select “PrintInvoice” and “Run” to print your voucher. 

Do not use the printer icon on the Excel menu bar or select “Print” from the “File” menu.  The voucher will not produce three copies automatically and will not maintain its appearance unless the macro is used.  As noted above, the Bursar’s Office will be unable to accept any invoice that has been modified from its state-approved format.  

 It is important to complete all areas of the invoice as requested.  If we do not have the necessary information, your invoice will be returned to your department.  This will cause a delay in the processing and mailing of your invoice.

ü      Route all copies to the Controller’s Office: 

§         Original and File copy

They both must bear the original signature of the fiscal agent. These  replace the white and green copy of the carbon paper forms.

As noted above, the Bursar’s Office will be unable to accept any invoice that does not have all requested information completed.

§         Cashier copy

This copy  replaces the yellow copy of the carbon paper forms. 

§         Department copy

Your department should receive this copy with an invoice number and date assigned after the document has been processed.  This copy replaces the pink copy of the carbon paper forms.

updated 2/13/2012 4:34:32 PM


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