Use this screen to print a report that lists which vouchers have not been approved (and not posted to the General Ledger). Whether or not a voucher must be approved is controlled within the A/P Voucher Settings screen (Administration\Configure\Accounting) and the PO Voucher Settings screen, respectively.
You can use the Require Approvals checkbox in the A/P Voucher Settings screen (Administration\Configure\Accounting) to turn the approval requirement on or off for A/P vouchers. If you select this checkbox, you can then specify the limit above which approvals are required. Any A/P vouchers below the limit are approved automatically upon entry.
Within the PO Voucher Settings screen, you can also require approval of PO vouchers before they are posted. Use the Option drop-down box (located in the Approval Required group box) to select one of the following:
Manual: Indicates that all PO vouchers will require manual approval.
Automatic: Indicates that all PO vouchers under the Discrepancies Allowed group box limits will be automatically approved by the system when you save the voucher. You must manually approve any voucher outside the values of the Discrepancies Allowed group box.
Limited: Indicates that all PO vouchers less than or equal to the amount in the Above field in the Approval Required group box and within the parameters of the Discrepancies Allowed group box will be automatically approved by the system when you save the voucher. Any voucher greater than the amount in the Above field in the Approval Required group box or outside the parameters of the Discrepancies Allowed group box must be manually approved.
In the Above field in the Approval Required group box, enter the currency amount to set the limit when PO vouchers can automatically be approved. The Above field is active only when you select "Limited" in the Option drop-down box. If you select "Limited," you must manually approve any voucher for an amount above this limit. Any voucher at or below this amount will be automatically approved when you save the PO voucher, provided it is within the parameters of the Discrepancies Allowed group box.
The report will print one line for each A/P voucher. For the PO voucher, the report includes a second line for discrepancy information that is valid only at the line level.
This screen consists of four blocks that you can use as follows:
Use the Identification block to enter a parameter ID and description.
Use the Selection Ranges block to specify the selection ranges for the following: discount date, due date, entry user, invoice date, vendor, voucher, and trans currency.
Use the Options block to specify whether you want to include AP vouchers, PO vouchers, or both on the report.
Use the Sort By block to select the primary and secondary sort for this report.
Run this report after entering the vouchers and reviewing them for data entry errors. The report lists all the vouchers that cannot be posted until they are approved.
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Note: 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. |
Why should I require approvals for vouchers?
Most companies have business rules that require approval of vouchers over a certain amount. For security purposes, only a select number of people have the authority to approve vouchers. This also helps ensure that vouchers for a material go through an established approval process.
Use the fields in this block to create a new parameter ID or to retrieve a previously-saved parameter ID. A parameter ID represents a set of screen selection parameters. Once you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. Many users save a unique set of parameters for each different way they run a report or process. If you select a previously-saved parameter ID or parameter description, the associated saved screen selection parameters will automatically display as selection defaults. You can change any of the associated selection defaults as necessary.
Enter, or use Query to select, a parameter ID of up to 15 alphanumeric characters. You should choose characters for your parameter ID that help identify the type of selections you made in the screen.
When you save your record, all the selections you made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.
You can use the parameter to produce reports and run processes more efficiently because you can select the parameter ID with its previously-defined screen selections. Once the default selections display in the screen, you can override the defaults as necessary.
Enter, or use Query to select, a parameter description of up to 30 alphanumeric characters.
Use the fields in the Selection Ranges block to specify the selection ranges for the following: discount date, due date, entry user, invoice date, vendor, voucher, and trans currency. This will serve to limit the vouchers that will print on the report.
Discount Date
Use this drop-down box to select a range option . This range indicates the discount dates that will be included on the report.
The discount date defaults based on the terms you associated with the vendor in the Vendor User Flow screen (Accounting\Maintain\Vendors). When you select that particular vendor in the Enter A/P Vouchers screen or the Enter PO Vouchers screen, the discount date will default. However, you can change the discount date until you post the voucher.
Options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use the Calendar Lookup to select, the starting discount date for the range you want to include. If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use the Calendar Lookup to select, the ending discount date for the range you want to include. If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Due Date
Use this drop-down box to select a range option. This range indicates the due dates that will be included on the report.
The due date defaults based on the terms you associated with the vendor in the Vendor User Flow screen (Accounting\Maintain\Vendors). When you select that particular vendor in the Enter A/P Vouchers screen or the Enter PO Vouchers screen, the discount date will default. However, you can change the discount date until you post the voucher.
Options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use the Calendar Lookup to select, the starting due date for the range you want to include. If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use the Calendar Lookup to select, the ending due date for the range you want to include. If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Entry User
Use this drop-down box to select a range option . This range indicates the entry users that will be included on the report. This field allows you to limit your report to include only vouchers entered by specific users.
Options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting entry user for the range you want to include. If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use Lookup to select, the ending entry user for the range you want to include. If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Invoice Date
Use this drop-down box to select a range option. This range indicates the invoice dates that will be included on the report.
When you enter A/P vouchers or PO vouchers, the system date will default. However, you can edit the system date until you post the voucher.
Options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use the Calendar Lookup to select, the starting invoice date for the range you want to include. If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use the Calendar Lookup to select, the ending invoice date for the range you want to include. If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Vendor
Use this drop-down box to select a range option . This range indicates the vendors that will be included on the report. Options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting vendor for the range you want to include. If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use Lookup to select, the ending vendor for the range you want to include. If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Voucher
Use this drop-down box to select a range option . This range indicates the voucher numbers that will be included on the report. Options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting voucher for the range you want to include. If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use Lookup to select, the ending voucher for the range you want to include. If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Trans Currency
Use this drop-down box to select a range option. This range indicates the transaction currencies that will be included on the report.
The transaction currency is the currency in which the voucher was stated (and subsequently entered into the system.) For example, if a vendor sent you a voucher in British Pounds, the transaction currency would be British Pounds.
Options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting transaction currency for the range you want to include. If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use Lookup to select, the ending transaction currency for the range you want to include. If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Select the radio button that applies. If you want one report for the A/P vouchers and another report for PO vouchers, select the AP Vouchers Only radio button first and run the report, then rerun the report with the PO Vouchers Only radio button selected.
If you want the vouchers combined, select the Both radio button.
Use the fields in the Sort By block to select the primary and secondary sort for this report. Some of the values are available as primary and secondary sorts. The primary and secondary sorts cannot be the same.
1st Sort *
Use the drop-down box to select the primary sort for this report. The valid values are "Vendor," "Vendor Name," "Voucher," "Entry User," "Due Date," "Discount Date," "Invoice Date," "Amount," and "Trans Currency."
Select this checkbox to insert a page break after each item.
2nd Sort *
Use the drop-down box to select the secondary sort field for the report. The valid values are "Voucher," "Vendor," "Vendor Name," and "Trans Currency."
Select this checkbox to insert a page break after each item.
*A red asterisk denotes a required field.
This screen accesses the VCHR_HDR (Voucher Header) table.
