PRINT VOUCHER EDIT

Use this screen to print the Voucher Edit Report for AP vouchers, PO vouchers, and recurring AP templates. The report provides a listing of all the vouchers that have been entered, but not yet posted.

You can print:

• Approved vouchers and/or unapproved vouchers

• Paid and/or unpaid vouchers

• Recurring and/or non-recurring vouchers

• By entry user ID, vendor, or by voucher number

• Entry user IDs, vendors, or voucher numbers

• An optional page break after each entry user ID, vendor, or voucher number

• The Input File Number for vouchers created by the A/P Voucher Preprocessor

• Account names, references, tax and discount line detail, and line notes

Review this report after entering the vouchers (but before posting) to verify the data entry.

You can select a paid voucher on this screen on only if the entire voucher was paid with a manual check, and you entered that manual check in the Check subtask of the Enter A/P Vouchers screen.

You can apply org security to this function. Use this optional feature to grant or remove rights to view and/or update specific organizations to users. In order to do so, you must first set up the necessary org security screens in Costpoint System Administration. You can then activate org security in the Maintain Users and System Settings screens. For more information about org security and how to apply it, see System Administration Special Topic SA-5, "Organizational Security," and the documentation for the Organizational Security menu in Costpoint System Administration.

First Sort

Select By

From the drop-down list, select one of the following settings:

• Vendor Group

• Entry User ID

• Vendor

• Voucher

Range

From the drop-down list, select the range option that applies to your choice for the Select By option:

• All

• One

• Range

• From Beginning

• To End

From

Enter, or use to select, the starting value for the range you want to include. If you set the Range option to All or From Beginning, this field is inactive.

To

Enter, or use to select, the ending value for the range. If you set the Range option to All, One, or To End, this field is inactive.

Example

Page Break

Select this option to insert a page break after each selected item.

Second Sort

Use the options in this group box to specify additional selection criteria. The criteria you select here will be used in conjunction with your selections in the First Sort group box; a voucher must satisfy both sets of criteria to be included on the report.

Example

Select By

From the drop-down list, select one of the following settings:

• (None)

• Entry User ID

• Vendor

• Voucher

If you do not want to add any selection criteria, leave the default setting of None in this field.

Range

From the drop-down list, select the range option that applies to your choice for the Select By option:

• All

• One

• Range

• From Beginning

• To End

From

Enter, or use to select, the starting value for the range you want to include. If you set the Range option to All or From Beginning, this field is inactive.

To

Enter, or use to select, the ending value for the range. If you set the Range option to All, One, or To End, this field is inactive.

Page Break

Select this option to insert a page break after each selected item. This option is inactive if you did not select the Page Break option in the First Sort group box.

Third Sort

Use the fields in this group box to set further restrictions on the vouchers included. A voucher must satisfy all three sets of selection criteria to be included on the report.

Select By

From the drop-down list, select one of the following settings:

• (None)

• Entry User ID

• Vendor

• Voucher

If you do not want to add any selection criteria, leave the default setting of None in this field.

Range

From the drop-down list, select the range option that applies to your choice for the Select By option:

• All

• One

• Range

• From Beginning

• To End

From

Enter, or use to select, the starting value for the range you want to include. If you set the Range option to All or From Beginning, this field is inactive.

To

Enter, or use to select, the ending value for the range. If you set the Range option to All, One, or To End, this field is inactive.

Page Break

Select this option to insert a page break after each selected item. This option is inactive if you did not select the Page Break option in both the First Sort and Second Sort group boxes.

Voucher Type

Select one of the following settings to specify the voucher type:

• AP — Vouchers that have been entered in the Enter A/P Vouchers screen that are not recurring vouchers.

• PO — Vouchers that were entered in the Enter PO Vouchers screen.

• PR — Vouchers that were created from Costpoint Payroll.

• TE — Vouchers created by the TE (Time and Expense) Voucher Preprocessor when it uploads expense reports into Costpoint.

• AP Template — Vouchers identified as voucher templates on the Enter A/P Vouchers screen. If you select this setting, the Recurrence Status group box does not apply and both the Recurring and Nonrecurring options are inactive.

If you need to review any of the voucher types, run the report individually for each voucher type.

Remittance Status

Select the remittance status of the voucher:

• Paid

• Unpaid

Approval Status

Select the approval status of the voucher:

• Approved

• Unapproved

Recurrence Status

Select the recurrence status of the voucher:

• Recurring

• Nonrecurring

If you select the A/P Template option in the Voucher Type group box, the Recurrence Status group box is inactive.

Select

Fiscal Year

Enter, or use the drop-down list to select, the fiscal year of the vouchers you want included on the report. Your individual preference defaults into this field but you can change it.

Range

From the drop-down list, select the range you want to include on the report:

• All

• One

• Range

• From Beginning

• To End

From/To Period

Enter, or use the drop-down list to select, the starting period and ending period of the vouchers you want included on the report.

From/To Subperiod

Enter, or use the drop-down list to select, the starting subperiod and ending subperiod of the vouchers you want included on the report.

Show

Use the options in this group box to add detail to the standard voucher edit report. Since each option you select causes one additional line per voucher line to print on the report, you should select only the check boxes that provide information relevant to your setup. If you include a lot of vouchers with multiple lines, the length of the report could increase significantly.

Account Names

Select this option to print the names of the accounts on the report. An additional line prints for each line of the voucher that contains the name of the account, organization, and project to which the line is charged. The names display directly below the numbers with which they are associated.

Reference Numbers

If you are using the reference number capability, select this option to verify the data entry of the reference number information. An additional line prints for each voucher line that details the reference number to which the line has been charged.

Tax and Discount Line Detail

In the standard report, tax and discount information prints on the report at the summary level. If you need to see the breakdown of the tax and discount information at the voucher line level, select this option. An additional line prints for each voucher line that details the tax and discount amount associated with that line.

Line Notes

Select this option to print the notes entered for each voucher on the report. The notes section can take up a large amount of space on the report, if lengthy notes were entered for the voucher. If no notes were entered for the voucher, the notes section is suppressed for that voucher.