Use this screen to print a listing of vouchers for a specified period of time. You can select specific vouchers, vouchers for particular vendors, or limit the selection by A/P account or A/P organization. You can also print a listing of vouchers for specific users, or for a selected transaction currency. This report is very flexible since it also allows you to print a listing of vouchers based on their source or type in addition to their payment status.
There are multiple uses for this report, depending on the way it is run. You can run this report for a single period as an audit report or for multiple periods for a single vendor, giving a complete listing of all the vouchers posted for a particular vendor.
It can also provide a listing of all the vouchers for a particular entry ID entered for a single period or more.
This screen consists of four blocks that can be used as follows:
Use the Identification block to enter a parameter ID and description.
Use the Selection Ranges block to specify the selection ranges of the following: Period, Voucher, Vendor, Entry User, A/P Account, A/P Organization, and Transaction Currency.
Use the Options block to specify the types of voucher payment statuses and voucher types you want to include on this report.
Use the Sort By block to specify the option by which the report should be sorted.
Usually, at the end of the accounting period, you will run the version of this report that gives a listing of all vouchers for a single accounting period, and you will retain it for audit purposes. You can run the other versions of the report at any time.
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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.
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Can I print a listing of posted vouchers? How do I do this?
Yes, a posted voucher listing can be printed using the Voucher Register Report. The report can include such criteria as Voucher Type and Payment status.
The report will not display the voucher details - it displays only summary information for the voucher such as Voucher Number, Voucher Type, Invoice Number, Status, and Amount.
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 this block to specify the selection ranges of the following: Period, Voucher, Vendor, Entry User, A/P Account, A/P Organization, and Transaction Currency.
Use this drop-down box to select the range of periods to be included.
The Fiscal Year, Period, and Subperiod entered will include vouchers that were entered and posted within the selected timeframe.
Valid 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 fiscal year of the vouchers you wanted included on the listing.
This field will be unavailable if the option selected is "All" or "From Beginning".
Enter, or use Lookup to select, the starting period of the vouchers you want included on the listing.
This field will be unavailable if the option selected is "All" or "From Beginning".
Enter, or use Lookup to select, the starting subperiod of the vouchers you want included on the listing.
This field will be unavailable if the option selected is "All" or "From Beginning".
Enter, or use Lookup to select, the ending fiscal year of the vouchers you want included on the listing.
This field will be unavailable if the option selected is "All", "One", or "To End".
Enter, or use Lookup to select, the ending period of the vouchers you want included on the listing.
This field will be unavailable if the option selected is "All", "One", or "To End".
Enter, or use Lookup to select, the ending subperiod of the vouchers you want included on the listing.
This field will be unavailable if the option selected is "All", "One", or "To End".
Use this drop-down box to select the range of voucher numbers to be included in the report.
Lookup is available since the voucher numbers must be entered exactly as they appear in the database if you are trying to list specific voucher numbers.
Options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the beginning voucher number of the range you want to include in the report.
If you select "All" or "From Beginning" in the Option drop-down box, this field will be unavailable.
Enter, or use Lookup to select, the ending voucher of the range you want to include in the report.
If you select "All," "One," or "To End" in the Option drop-down box, this field will be unavailable.
Select the range option of vendor IDs you want to include on this report.
The vendor ID entered is not the pay vendor. For vouchers where the pay vendor ID is different from the vendor ID, an asterisk will appear next to the voucher number indicating so. In addition, the pay vendor will not print on the report.
The default for this field is "All."
Enter the starting vendor for the vouchers you want to include on this report.
This field will be unavailable if the option selected is "All" or "From Beginning".
Enter the ending vendor for the vouchers you want to include on this report.
This field will be unavailable if the option selected is "All", "One", or "To End".
Use this drop-down box to select the range of entry user IDs to be included. This gives you an option to limit selection of vouchers to those that you have entered.
Valid 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 user ID for the range you want to include.
If you select "All" or "From Beginning" in the Option drop-down box, this field will be unavailable.
Enter, or use Lookup to select, the ending user ID for the range you want to include.
If you select "All," "One," or "To End" in the Option drop-down box, this field will be unavailable.
Use this drop-down box to select vouchers posted to a specific range of A/P accounts. When vendors are set up in the Vendor User Flow screen, an A/P account is assigned using an A/P account description in the Default subtask. This A/P account will default when vouchers are entered for these vendors but can be changed.
Use Lookup to see the A/P accounts and their respective A/P account descriptions. This will help in narrowing the selection process so that only vouchers posted to the selected A/P account will be listed.
Valid 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 A/P account for the range you want to include.
If you select "All" or "From Beginning" in the Option drop-down box, this field will be unavailable.
Enter, or use Lookup to select, the ending A/P account for the range you want to include.
If you select "All," "One," or "To End" in the Option drop-down box, this field will be unavailable.
Use this drop-down box to select vouchers posted to a specific range of A/P organizations. When vendors are set up in the Vendor User Flow screen, an A/P account is assigned using an A/P account description in the Default subtask. This A/P account will default when vouchers are entered for these vendors but can be changed.
Use Lookup to view the A/P organizations and their respective A/P account descriptions. This will help in narrowing the selection process so that only vouchers posted to the selected A/P organizations will appear. If you are using Org Security, only A/P organizations that you are allowed to view will be included in the report.
Valid 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 A/P organization for the range you want to include.
If you select "All" or "From Beginning" in the Option drop-down box, this field will be unavailable.
Enter, or use Lookup to select, the ending A/P organization for the range you want to include.
If you select "All," "One," or "To End" in the Option drop-down box, this field will be unavailable.
Use this drop-down box to select the range of transaction currencies that you want included in the report. The transaction currency is the currency in which you entered the voucher.
Options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the currency code at the beginning of the range you want to include in the report.
If you select "All" or "From Beginning" in the Option drop-down box, this field will be unavailable.
Only those currencies saved in the Currencies screen (Administration\Maintain\Multicurrency)will be available in Lookup.
Enter, or use Lookup to select, the currency code at the end of the range you want to include in the report.
If you select "All," "One," or "To End" in the Option drop-down box, this field will be unavailable.
Only those currencies saved in the Currencies screen (Administration\Maintain\Multicurrency)will be available in Lookup.
Use these checkboxes to specify the types of voucher payment statuses you want to include on this report.
All statuses are selected by default.
Select one or all of these statuses:
Use this status to defer payment. These vouchers will not be selected for payment in the Select Voucher process and cannot be paid when they have this status.
This is the status most unpaid vouchers will have after they have been posted.
This status is set by the system when vouchers are paid by check or through the EFT process.
Use this status to indicate the voucher is ready for payment.
Use this status for vendors and projects designated as "Pay When Paid". These vouchers will not be paid until the vouchered costs are invoiced and paid in full by the customer.
Use this status for vouchers that have a partial payment with the remaining voucher on hold.
Use these checkboxes to specify the voucher types you want to include on this report.
Select one or all of these statuses:
Vouchers with this type were entered in the Enter AP Vouchers screen (Accounting\Transactions\Vouchers).
Vouchers with this type were entered in the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).
Vouchers with this type were entered in the Travel module and processed through the Create/Post AP Vouchers process.
Vouchers with this type were entered in the system using the Initialize Vendor History screen.
Vouchers with this type were created in the Payroll module using Create AP Vouchers.
Vouchers with this type were entered in the system using the TE Expense Report Preprocessor.
1st Sort *
Use this drop-down box to specify the option by which the report should be sorted. The available choices are by Voucher, PO, Vendor, and AP Acct/Org combination.
* A red asterisk designates a required field.
This screen accesses the VHCR_HDR_HS (Voucher Header History) table.
