PRINT APPROVED VOUCHER LIST
Use this screen to print a report that lists all the vouchers that are approved and have not yet been posted.
If you select the Approval Required option on the Configure Purchase Order Voucher Settings screen, you must approve vouchers before you post them. In the Option drop-down list in the Approval Required group box of this screen, you can specify if the voucher needs to be approved. The options are:
-
Manual — Indicates that all purchase order vouchers will require manual approval.
-
Automatic — Indicates that all purchase order vouchers under the Discrepancies Allowed group box limits will be automatically approved by Costpoint when the voucher is saved. Any voucher outside of the Discrepancies Allowed group box limits will have to be manually approved.
-
Limited — Indicates that all purchase order vouchers under or equal to the Above field in the Approval Required group box and within the Discrepancies Allowed group box limits will be automatically approved by Costpoint when you save the voucher. Any voucher amount greater than the Above field in the Approval Required group box or outside of the Discrepancies Allowed group box limits will have to be manually approved. If you select Limited, any voucher for an amount above this limit must be manually approved. Any voucher at or below this amount will be automatically approved when you save the purchase order voucher, provided it is within the Discrepancies Allowed group box limits.
If you select the Require Approvals option on the Configure Accounts Payable Vouchers Settings screen, you must approve vouchers before you post them. In addition, you must set a minimum amount over which vouchers must be approved. If you do not require vouchers to be approved or they are equal to or below the required approval amount, Costpoint automatically approves the voucher when you save it.
After you post a voucher, you cannot view it on this report.
You can view posted vouchers on a number of screens including the Edit Voucher Payment Status screen.
Run this report after approving pending vouchers and before running the Post Vouchers screen. If you run the report using the same options that you will use to post, the report provides a listing of the vouchers that will be included in the posting.
You can apply organization security to this list 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 three blocks:
-
Use the Identification block to enter a parameter ID and description.
-
Use the Selection Ranges block to specify the following: which option to sort by, what group of vouchers should be included on the report, and for which accounting period you want to run the report.
-
Use the Sort By block to insert a page break after each item.
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
Use the fields in this block to specify the following: which option to sort by, what group of vouchers should be included on the report, and for which accounting period you want to run the report.
(Select By)
(Select)
Use this drop-down list to specify whether the Vendor, Vendor Name, Approver, or Entry User displays in the Start and End fields of the Selection Ranges block. This gives you the ability to tailor the report based on one of these four choices.
The option that you select here defaults into the Sort By block. For example, if you choose to print the report by vendor ID, you can specify which vendor IDs you want included in the report in the Option row, and the report orders the selected vendors by vendor ID.
Option
Use this drop-down list to select the range to include. Valid options are:
-
All — Select this option to include all available records (for example, all vendors). The Start and End fields are disabled for this option. This is the default.
-
One — Select this option to include only one record and then enter that record in the Start field. The End field is disabled for this option.
-
Range — Select this option to include a contiguous range of records. Enter the beginning record for the range in the Start field and enter the ending record of the range in the End field.
-
From Beginning — Select this option to include a range of records that begins with the first of all the available records and ends with the record that you enter in the End field. The Start field is disabled for this option.
-
To End — Select this option to include a range of records that begins with the specific record that you enter in the Start field and ends with the last of all the available records. The End field is disabled for this option.
Start
Enter, or click 
to select, the starting record 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 record for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Period
Use the fields in this row to specify the accounting period for which you want to run the report.
When you enter accounts payable and purchase order vouchers, you must specify the fiscal year and period to which the voucher will post. Use this option to include only those vouchers that will post within the period that you specify.
Option
Use this drop-down list to select the range to be included. Valid options are:
-
All — Select this option to include all available records. The Start and End fields are disabled for this option. This is the default.
-
One — Select this option to include only one record and then enter that record in the Start field. The End field is disabled for this option.
-
Range — Select this option to include a contiguous range of records. Enter the beginning record for the range in the Start field and enter the ending record of the range in the End field.
-
From Beginning — Select this option to include a range of records that begins with the first of all the available records and ends with the record that you enter in the End field. The Start field is disabled for this option.
-
To End — Select this option to include a range of records that begins with the specific record that you enter in the Start field and ends with the last of all the available records. The End field is disabled for this option.
Fiscal Year (Start)
Enter, or click to select, the starting fiscal year of the vouchers you want to include on the listing. If you select All or From Beginning in the Option field, this field is inactive.
Period (Start)
Enter, or click to select, the starting period of the vouchers you want to include on the listing.
You can run the report only by period, rather than by subperiod. If you select All or From Beginning in the Option field, this field is inactive.
Date
This non-editable field displays the last day of the last subperiod of the selected period.
Fiscal Year (End)
Enter, or click to select, the ending fiscal year of the vouchers you want to include on the listing. If you select All or From Beginning in the Option field, this field is inactive.
Period (End)
Enter, or click to select, the ending period of the vouchers you want to include on the listing.
Date
This non-editable field displays the last day of the last subperiod of the selected period.
Sort By
Primary Sort
This non-editable field displays the option that you selected from the drop-down list in the Selection Ranges block.
Page Break
Select this check box to insert a page break after each vendor, vendor name, approver, or entry user.