APPROVE VOUCHERS

Use this screen to approve vouchers if you selected the Require Approvals check box on the Configure Accounts Payable Voucher Settings screen. Vouchers that exceed the currency amount specified in the Approval Required Above field on the Configure Accounts Payable Voucher Settings screen require approval before you can post them to the Accounts Payable files.

Purchase order vouchers also require approval, subject to the Option selected and the Above amount established in the Approval Required group box on the Configure Purchase Order Voucher Settings screen. Also, purchase order vouchers that exceed the Discrepancies Allowed limits specified on the Configure Purchase Order Voucher Settings screen will be set to an unapproved status, even if they fall below the Approval Required Above limit.

Only users set up on the Configure Approver Settings screen can use this screen.

Approve vouchers after the voucher has been entered and the data entry verified. You can do this at any time from the initial voucher entry to running the Post Vouchers process. You can post only approved vouchers to the Accounts Payable files.

Location

Approver Details

Identification

Approver

The user ID of the person using the screen to approve the vouchers displays in this non-editable field.

AP Approval Required Above

This amount displays from the Approval Required Above field on the Configure Accounts Payable Voucher Settings screen.

PO Approval Required Above

This amount displays from the Above field in the Approval Required group box on the Configure Purchase Order Voucher Settings screen.

Amount Discrepancies Allowed

Unit Cost

This non-editable field displays the discrepancy amount threshold for the unit cost. You originally set this value on the Configure Purchase Order Voucher Settings screen.

PO Line

This non-editable field displays the discrepancy amount threshold for the purchase order voucher line amount. You originally set this value on the Configure Purchase Order Voucher Settings screen.

PO

This non-editable field displays the discrepancy amount threshold for the total purchase order voucher amount. You originally set this value on the Configure Purchase Order Voucher Settings screen.

Percent Discrepancies Allowed

Unit Cost

This non-editable field displays the discrepancy percentage threshold for the unit cost. You originally set this value on the Configure Purchase Order Voucher Settings screen.

Quantity

This non-editable field displays the discrepancy percentage threshold for the purchase order voucher line quantity.

Table Window

Vendor

This field displays the vendor ID from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Vendor Name

This field displays the vendor name from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Voucher

This field displays the number of the voucher that is pending approval. You entered the vouchers on the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Invoice Amt

This field displays the amount for which the voucher was entered on the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Invoice

This field displays the invoice number.

Appr

Select this check box to approve this voucher for posting to the Accounts Payable files.

Hold

Select this check box to place this voucher on hold or clear this check box to take the voucher off hold status. You cannot post vouchers on hold status to the General Ledger.

Over Budget

Select this check box to indicate that this project will be over budget because of this voucher.

Invoice Date

This field displays the invoice date.

Terms

This field displays the terms set up on the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Discount %

This field displays the discount percent from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Discount Date

This field displays the discount date from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Discount Amt

This field displays the discount amount from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Due Date

This field displays the due date from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Trans Due Amt

This field displays the total amount due from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Manual Ck

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 Accounts Payable check will be sent.

Entry User

This field displays the ID of the person who entered the voucher.

Vchr Type

This field indicates whether this is an accounts payable or purchase order voucher.

PO Discrepancy

This field displays one of the following settings, based on discrepancy thresholds established on the Configure Purchase Order Voucher Settings screen.

• O displays if any of the discrepancies is over, or if there are both over and under discrepancies.

• U displays if any discrepancy is under.

• N displays if there are no discrepancies.

Rcpt Discrepancy

This field displays one of the following settings, based on discrepancy thresholds established on the Configure Purchase Order Voucher Settings screen.

• O displays if any of the discrepancies is over, or if there are both over and under discrepancies.

• U displays if any discrepancy is under.

• N displays if there are no discrepancies.

Discr Calc Date

This field displays the discrepancy calculation date.

Trans Currency

This column displays the currency code for the transaction currency. The transaction currency is the type of currency that your vendor used on this invoice.

Func Inv Amt

This column displays the amount of this voucher in your company's functional currency.

Check Amount

This field displays the check amount from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Discount Taken

This field displays the discount taken from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Check Date

This field displays the check date from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Fiscal Year

This field displays the fiscal year from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Check Number

This field displays the check number from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Period

This field displays the period from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Subpd

This field displays the subperiod from the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens.

Cash Accounts Description

This field displays the cash accounts description from the Manage Vouchers or Manage Purchase Order Vouchers screens.

Pay Currency

This column displays the currency code for the pay currency. The pay currency is the currency that you will use to pay this voucher.

Subtasks

• Table Information

  This screen makes use of the VCHR_HDR table.

• FAQs

  I have a discrepancy in a voucher that did not auto-approve. When I attempt to approve, nothing appears on the Approve Vouchers Screen and the check box is greyed-out on the Manage Purchase Order Vouchers screen. What happened and how can I fix it?

  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 Configure Approver Settings screen.

  • If the person attempting to approve is not listed, add a new line and then enter the user ID. Next, go to the Link Users subtask and add the users who will be entering vouchers. Then save the record.

  • If the approver ID already exists, check the Link Users subtask 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 on the Configure Approver Settings screen. Go to that screen to check if the User ID has been defined as an approver.

  Next, check the Link Users subtask of the Configure 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.