Use this screen to approve those checks that exceed the limit you set in the A/P Settings screen in the Administration domain.
If you selected the Set Limit checkbox in the A/P Settings screen, you also entered a Limit Amount. Any checks that fall under the limit are automatically approved. Any combination of vouchers that combines to form a check that exceeds the amount of the limit for automatic check approval must be approved in this screen.
Each row on the main screen forms a summary row of all the vouchers that combine to make up a single check. To see the individual vouchers that make up each check, highlight the row of the check and select the Check Details link.
To maintain security over the check approval process, please restrict screen access to only those users in your company authorized to approve checks.
You must approve the vouchers that make up the checks before printing the checks. You can do this by selecting the checkbox in the Approved column. This updates the field in all the vouchers that combine to make up that check.
Once you have approved the checks, you can print them.
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Note: You cannot access records that are being printed when this screen is open. |
How do I set up check approvals?
In the A/P Settings screen (Administration\Configure\Accounting), select the Set Limit checkbox in the Check Approval block and enter a Limit Amount. Check amounts under this limit will automatically be approved. Check limits over the limit will need approval.
Next, enter the approvers in the A/P Approver Settings screen (Administration\Configure\Accounting). Select the line for each approver and open the Link Userssubtask. Set up the users that this approver has the authority to approve. You should include your own user ID in the Link Userssubtask if you can approve the vouchers that you have entered.
This application is not designed to handle multiple users using the same cash account at the same time.
Use the fields in this block to select a cash account description.
Enter, or use Lookup to select, a valid cash account description. Once you have entered a valid cash account description, select the Execute icon to populate the table.
This non-editable field displays the Limit Amount you specified in the A/P Settings screen (Administration\Configure\Accounting). This check limit displays in your company's functional currency. To change this value, you must go to the A/P Settings screen.
The user ID of the person approving the checks is displayed here for informational purposes only.
Select this checkbox to approve all checks for every pay vendor.
Select this pushbutton to load the check summary information.
The only field in the table window that is editable is the Approved field. The other fields are summations of the values of the vouchers that combine to comprise a single check.
The following fields are editable in the Check Details subtask: Discount Taken, Amount Retained, and Check Amount. If you change these values in the Check Details subtask, the main screen total will reflect that change.
This field displays the pay vendor number.
This field displays the pay vendor name.
This field displays the pay vendor location.
This field displays the name of the joint payee, if any.
This field displays the address code.
This field displays the vendor payment method.
This field displays the amount to be paid in your functional currency.
Use this column to approve the checks listed in the table.
You must make changes to the Check Amount in the Check Details subtask.
You can change the Approved column by selecting the checkbox first, and updating the Check Amount field in the Check Details subtask afterwards. You can make changes to these fields only if you are the user who approved the check.
This field displays whether separate checks will print for each different voucher.
Func Currency Discount to Take
This field displays the amount of the discount to be taken in your functional currency.
This field displays the invoice amount.
This field displays the amount retained for this voucher line.
This field displays the code for the pay currency assigned to this voucher.
This field displays the check amount.
This field displays the amount of the discount taken.
Use this pushbutton to approve selected checks for every pay vendor.
Use this pushbutton to approve all checks for every pay vendor.
* A red asterisk denotes a required field.
Use this subtask link to open the Check Details subtask.
Changes in this screen update the OPEN_AP (Open AP) table.
