Using Accounts Payable

Vouchers: Understanding VouchersNot all line items have been accepted, so thevoucher remains unfinishedIn this case, the status of the voucher becomes Unfinished/In Progress.The edit check also checks approvals if you are using them. For example, ifyou are using approvals, the Voucher Done field on the VOUM form is set to“Y,” and you finish from the VOUM form without the necessary approvals,the voucher status becomes “Not Approved.” Once the necessary approvalshave been entered, and you finish or update from the VOUM form, thevoucher status becomes Outstanding.Because these edit checks are performed automatically each time you finishfrom the VOUM form with the Voucher Done field set to “Y,” using “Y” asthe default eliminates the need to manually enter the “Y” for the voucher to becomplete. You can track vouchers with statuses of Unfinished/In Progress andNot Approved by running the Unauthorized/In Progress Vouchers Report(UNVR).Note: If you are using approvals with the Voucher Done field defaultedas “Y,” and the voucher is saved without the necessary approvals,Colleague automatically sets the field to “No.” In this case, the lastperson who approves the voucher must set this field to “Yes.” If thefield is not set to “Yes,” the voucher status remains “Unfinished/InProgress” and a GL.POSTINGS record is not created.If you want to save an incomplete voucher for completion at a latertime, enter “N” in the Voucher Done field to override the default setting.Use the Unauthorized/In Progress Vouchers (UNVR) report to trackunapproved and in-progress vouchers.See “Unauthorized/ InProgress Vouchers (UNVR) Report” beginning on page 250 for moreinformation about this report.Default Voucher Done Set to “No”When you enter “N” in the Default Voucher Done field on the APDE form,the Voucher Done field on the Voucher Maintenance (VOUM) form defaultsto “No” when you create a voucher. When you save the voucher with theVoucher Done set to “N,” Colleague does not perform an edit check and thevoucher status becomes “Unfinished/In Progress.”110 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.