PRINT PENDING VOUCHERS REPORT
Use this screen to print a report that lists which vouchers have not been approved. You must approve vouchers before you post them. 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.
For accounts payable vouchers, use the Require Approvals check box on the Configure Accounts Payable Voucher Settings screen to turn the approval requirement on or off. If you select this check box, you can then specify the limit above which approvals are required. Any vouchers below the limit are approved automatically upon entry.
For purchase order vouchers, use the Configure Purchase Order Voucher Settings screen to require approval of purchase order vouchers before they are posted. Use the Option drop-down list in the Approval Required group box to select one of the following settings:
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Manual — Indicates that all purchase order vouchers require manual approval.
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Automatic — Indicates that Costpoint automatically approves all purchase order vouchers under the Discrepancies Allowed group box limits when you save the voucher. You must manually approve any voucher outside the values of the Discrepancies Allowed group box.
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Limited — Indicates that Costpoint automatically approves all purchase order 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 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 approved manually.
In the Above field in the Approval Required group box, you enter the currency amount to set the limit at which purchase order vouchers can automatically be approved. The Above field is active only when you select Limited from the Option drop-down list. If you select Limited, you must manually approve any voucher for an amount above this limit.
The report prints one line for each voucher. For the purchase order voucher, the report includes a second line for discrepancy information that is valid only at the line level.
Run this report after entering the vouchers and reviewing them for data entry errors. You should run this report only if you selected the Require Approvals check box on the Configure Accounts Payable Voucher Settings screen or Configure Purchase Order Voucher Settings screen. Then you can approve and post the vouchers.
You can apply organization security to this report. Use this optional feature to grant or remove rights to view and/or update specific organizations to users. To do so, you must first set up the necessary organization security screens in Administration. You can then activate organization security. For more information about organization security and how to apply it, see Organizational Security.
Screen Contents
This screen consists of four blocks:
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Use the Identification block to enter a parameter ID and description.
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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.
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Use the Options block to specify whether you want to include accounts payable vouchers, purchase order vouchers, or both on the report.
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Use the Sort By block to select the primary and secondary sort for this report.
Location
Identification
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. After 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. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Ranges
Discount Date
Option
Use this drop-down list to select the range of discount dates to be included. Valid options are:
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All — Select this option to include all available discount dates. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one discount date and then enter that discount date in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of discount dates. Enter the beginning discount date for the range in the Start field and enter the ending discount date of the range in the End field.
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From Beginning — Select this option to include a range of discount dates that begins with the first of all the available discount dates and ends with the discount date that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of discount dates that begins with the specific discount date that you enter in the Start field and ends with the last of all the available discount dates. The End field is disabled for this option.
Start
Enter, or click 
to select, the starting discount date for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending discount date for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Due Date
Option
Use this drop-down list to select the range of due dates to be included. Valid options are:
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All — Select this option to include all available due dates. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one due date and then enter that due date in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of due dates. Enter the beginning due date for the range in the Start field and enter the ending due date of the range in the End field.
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From Beginning — Select this option to include a range of due dates that begins with the first of all the available due dates and ends with the due date that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of due dates that begins with the specific due date that you enter in the Start field and ends with the last of all the available due dates. The End field is disabled for this option.
Start
Enter, or click to select, the starting due date for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending due date for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Entry User
Option
Use this drop-down list to select the range of entry user IDs to be included. Valid options are:
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All — Select this option to include all available user IDs. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one user ID and then enter that user ID in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of user IDs. Enter the beginning user ID for the range in the Start field and enter the ending user ID of the range in the End field.
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From Beginning — Select this option to include a range of user IDs that begins with the first of all the available user IDs and ends with the user ID that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of user IDs that begins with the specific user ID that you enter in the Start field and ends with the last of all the available user IDs. The End field is disabled for this option.
Start
Enter, or click 
to select, the starting user ID for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending user ID for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Invoice Date
Option
Use this drop-down list to select the range of invoice dates to be included. Valid options are:
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All — Select this option to include all available invoice dates. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one invoice date and then enter that invoice date in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of invoice dates. Enter the beginning invoice date for the range in the Start field and enter the ending invoice date of the range in the End field.
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From Beginning — Select this option to include a range of invoice dates that begins with the first of all the available invoice dates and ends with the invoice date that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of invoice dates that begins with the specific invoice date that you enter in the Start field and ends with the last of all the available invoice dates. The End field is disabled for this option.
Start
Enter, or click to select, the starting invoice date for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending invoice date for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Vendor
Option
Use this drop-down list to select the range of vendors to be included. Valid options are:
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All — Select this option to include all available vendors. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one vendor and then enter that vendor in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of vendors. Enter the beginning vendor for the range in the Start field and enter the ending vendor of the range in the End field.
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From Beginning — Select this option to include a range of vendors that begins with the first of all the available vendors and ends with the vendor that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of vendors that begins with the specific vendor that you enter in the Start field and ends with the last of all the available vendors. The End field is disabled for this option.
Start
Enter, or click to select, the starting vendor for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending vendor for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Voucher
Option
Use this drop-down list to select the range of vouchers to be included. Valid options are:
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All — Select this option to include all available vouchers. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one voucher and then enter that voucher in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of vouchers. Enter the beginning voucher for the range in the Start field and enter the ending voucher of the range in the End field.
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From Beginning — Select this option to include a range of vouchers that begins with the first of all the available vouchers and ends with the voucher that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of vouchers that begins with the specific voucher that you enter in the Start field and ends with the last of all the available vouchers. The End field is disabled for this option.
Start
Enter, or click to select, the starting voucher for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending voucher for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Trans Currency
The transaction currency is the currency in which the voucher was stated (and subsequently entered into Costpoint.)
Option
Use this drop-down list to select the range of transaction currencies to be included. Valid options are:
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All — Select this option to include all available transaction currencies. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one transaction currency and then enter that transaction currency in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of transaction currencies. Enter the beginning transaction currency for the range in the Start field and enter the ending transaction currency of the range in the End field.
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From Beginning — Select this option to include a range of transaction currencies that begins with the first of all the available transaction currencies and ends with the transaction currency that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of transaction currencies that begins with the specific transaction currency that you enter in the Start field and ends with the last of all the available transaction currencies. The End field is disabled for this option.
Start
Enter, or click to select, the starting transaction currency for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending transaction currency for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Options
Include
Select an option in this group box. If you want one report for the accounts payable vouchers and another report for purchase order vouchers, select the AP Vouchers Only option and run the report, then run the report again with the PO Vouchers Only option selected.
AP Vouchers Only
The report only includes accounts payable vouchers.
PO Vouchers Only
The report only includes purchase order vouchers.
Both
The report includes both accounts payable and purchase order vouchers.
Sort By
Use the fields in this block to select the primary and secondary sorts for this report. Some values are available as primary and secondary sorts.
1st Sort
Use the drop-down list to select the primary sort for this report. Valid choices are:
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Vendor
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Vendor Name
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Voucher
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Entry User
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Due Date
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Discount Date
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Invoice Date
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Amount
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Trans Currency
Page Break
Select this check box to insert a page break after each item.
2nd Sort
Use the drop-down list to select the secondary sort field for the report. The primary and secondary sorts cannot be the same.
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Voucher
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Vendor
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Vendor Name
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Trans Currency
Page Break
Select this check box to insert a page break after each item.