Approve Checks

What can I do in this screen?

Use this screen to approve those checks that exceed the limit you set in the A/P Settings screen (Administration\Configure\Accounting).

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.

When should I use this screen?

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.

Note: You cannot access records that are in the process of being printed at the time this screen is open.

FAQs

How do I set up check approvals?

In the A/P Settings screen (Administration\Configure\Accounting), go to the Check Approval group box, select the Set Limit checkbox, and enter a limit amount. Check amounts under this limit will automatically be approved. Check limits over the limit will need approval.

Now, go to the Approver Settings screen (Administration\Configure\Accounting) and enter the approvers. Select the line for each approver and select the Link Userssubtask. Set up the users that this approver has the authority to approve. A user should include his/her own user ID in the Link Userssubtask if they can approve the vouchers that they have entered.

We had multiple users who were working with the same cash account in the Approve Checks screen at the same time. One or more of the users got an "Invalid Table or View" error message. What does this mean?

This application is not designed to handle multiple users using the same cash account at the same time.

Field Descriptions

Select

Use this block to select a cash account description.

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.

Check Limit Amount

This non-editable field displays the Limit Amount you specified in the A/P Settings screen.

This check limit displays in your company's functional currency.

To change this value, you must go to the A/P Settings screen.

Approver User ID

The user ID of the person approving the checks is displayed here for informational purposes only.

Approve All

Select this checkbox to approve all checks for every pay vendor.

Table Window

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 Detail subtask: Discount Taken, Amount Retained, and Check Amount. If you change these values in the Check Detail subtask, the main screen total will reflect that change.

Pay Vendor

This field displays the pay vendor number.

Pay Vendor Name

This field displays the pay vendor name.

Pay Vendor Location

This field displays the pay vendor location.

Joint Payee

This field displays the name of the joint payee, if any.

Address Code

This field displays the address code.

Payment Method

This field displays the vendor payment method.

Func Currency Amount to Pay

This field displays the amount to be paid in your functional currency.

Approved

Use this column to approve the checks listed in the table.

You must make changes to the Check Amount in the Check Detail subtask.

You can change the Approved column by selecting the checkbox first, and updating the Check Amount field in the Check Detail subtask afterwards. The system will allow changes to these fields by the user who approved the check.

Sep Chk

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.

Invoice Amount

This field displays the invoice amount.

Amount Retained

This field displays the amount retained for this voucher line.

Pay Curr

This field displays the code for the pay currency assigned to this voucher.

Check Amount

This field displays the check amount.