Use this screen to approve vouchers if you selected the Require Approvals checkbox in the A/P Voucher Settings screen (Administration\Configure\Accounting\A/P Voucher Settings).
Vouchers that exceed the currency amount you specified in the Approval Required Above field in the A/P Voucher Settings screen require approval before being you can post them to the A/P files. PO Vouchers also require approval, subject to the Option you selected and the Above amount you established in the Approval Required group box in the PO Voucher Settings screen. Also, PO vouchers that exceed the Discrepancies Allowed limits specified in the PO Voucher Settings screen will be set to an unapproved status, even if they fall below the Approval Required Above limit.
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Note: Only those users who are set up in the Approver Settings screen can use this screen. |
This screen consists of: a block, a table window, and five subtasks.
Use the Voucher Detail subtask to view detailed account, organization, and amount data for each voucher in the Approve Vouchers table window.
Use the Currency Line subtask to view currency line information for the voucher line you highlighted in the Voucher Detail subtask.
Use the PO Voucher Lines subtask to view detailed information specific to PO Vouchers, such as discrepancy, and accepted and rejected amounts.
Use the Exchange Rates subtask to review and edit A/P transactions that occur in a currency other than your company's functional currency.
Use the Voucher Totals subtask to view a columnar presentation of all amounts in each of the transaction, pay, and functional currencies for the total voucher.
Approve vouchers after the voucher has been entered and the data entry verified. You can do this any time from the initial voucher entry to running the Post Vouchers process.
You can post only approved vouchers to the A/P files.
In all likelihood, either the person who is attempting to approve has not been set up as an approver, or the user that entered the voucher has not been linked to the approver.
Go to the Approver Settings screen (Administration\Configure\Accounting\A/P Approver Settings). If the person attempting to approve is not listed, select the New Lineicon in the toolbar and enter or use Lookup to select the user ID. Next, go to the Link Usersubtask and add the users who will be entering vouchers; save the record. If the approver ID already exists, check the Link Usersubtask to verify that the user who created the voucher is linked.
Vouchers that need to be approved are not showing up. How do I fix this?
The problem is that users have not been linked in the Approver Settings (Administration\Configure\Accounting\A/P Approver Settings) screen.
First, go to the Approver Settings screen to check if the User ID has been defined as an Approver.
Next, check the Link Userssubtask in the Approver Settings screen to ensure that all of the appropriate users are linked to your Approver ID.
You can only approve those vouchers that were entered by a user that is linked to your Approver ID.
This non-editable field displays the ID of the person entering the screen to approve the vouchers.
This amount displays from the Approval Required Above field in the A/P Voucher Settings screen.
This amount is displayed from the Approval Required Above field in the A/P Voucher Settings screen.
This amount is displayed from the Above field in the Approval Required group box in the PO Voucher Settings screen.
This non-editable field displays the discrepancy amount threshold for the unit cost. You originally set this value in the PO Voucher Settings screen.
This non-editable field displays the discrepancy amount threshold for the PO voucher line amount.
You originally set this value in the PO Voucher Settings screen.
This non-editable field displays the discrepancy amount threshold for the total PO voucher amount.
You originally set this value in the PO Voucher Settings screen.
This non-editable field displays the discrepancy percentage threshold for the unit cost.
You originally set this value in the PO Voucher Settings screen.
This non-editable field displays the discrepancy percentage threshold for the PO voucher line quantity.
This field displays the vendor ID from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the vendor name from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the number of the voucher that is pending approval. You entered the vouchers in the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the amount of the voucher that you entered in the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the invoice number.
To approve this voucher for posting to the A/P files, select the checkbox.
Select this checkbox to place the voucher on hold, or deselect it to take it off hold status.
You cannot post vouchers on hold status to the General Ledger.
Select this checkbox to indicate whether this project will be over budget because of this voucher.
Deselect it to indicate that this project will not be over budget because of this voucher.
This field displays the invoice date.
This field displays the terms you set up in the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the discount percent from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the discount date from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the discount amount from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the due date from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the total amount due from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays whether or not a manual check is cut.
"Y" (Yes) means a manual check needs to be sent; "N" (No) means a regular A/P check will be sent.
This field displays the ID of the person who entered the voucher.
This field indicates whether this is an A/P or a PO voucher.
If any one of the discrepancies from the PO Voucher Settings screen is over, "O" will display.
If any discrepancy is under, "U" will display.
If there are discrepancies that are over and under, "O" will always display.
If there are no discrepancies, "N" will display.
If any one of the discrepancies from the PO Voucher Settings screen is over, "O" will display.
If any discrepancy is under, "U" will display.
If there are discrepancies that are over and under, "O" will always display.
If there are no discrepancies, "N" will display.
This field displays the discrepancy calculation date.
This field displays the currency code for the transaction currency.
The transaction currency is the type of currency that your vendor used on this invoice.
This field displays the amount of this voucher in your company's functional currency.
This field displays the check amount from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the discount taken from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the check date from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the fiscal year from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the check number from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the period from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the subperiod from the Enter A/P Vouchers or Enter PO Vouchers screens.
This field displays the cash accounts description from the Enter A/P Vouchers or Enter PO Vouchers screens.
This column displays the currency code for the pay currency. The pay currency is the type of currency that you will use to pay this voucher.
