Using Accounts Payable

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Vouchers: Voiding and Purging VouchersRunning the VOPG process produces a batch error report. When you receivean error count of zero after completing the VOPG process, all vouchers on thepurge register were deleted.Any other error count during the Voucher Purge Batch process means thatsome vouchers were not deleted. Colleague prints error messages with morespecific information.If you choose to produce a tape, the tape will have all the vouchers youspecified to purge. If any errors occurred, the vouchers that were not purgedare still listed on the tape. The tape also includes any associated line items thatmay be purged.Before You BeginStep 1. Review your institution’s policy on purging vouchers to determine whichvouchers should be purged.Step 2. If you are purging vouchers to tape, make sure you have a tape loaded andready in the tape drive to successfully produce the tape with this information.Purging VouchersPurging vouchers is a two-step process:Step 1. Complete “Procedure for Completing the Voucher Purge Register” below tocreate a saved list of selected vouchers for purging.Step 2. Complete “Procedure for Completing the Voucher Purge” on page 288 topurge the vouchers selected by the VPRG report.286 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.
Purging VouchersProcedure for Completing the Voucher PurgeRegisterStep 1. Complete “Before You Begin” on page 286.Step 2. Access the Voucher Purge Register (VRPG) form.Step 3. To use a saved list of voucher IDs to specify the vouchers you want to purge,complete the following sub-stepsa. Create a saved list of voucher IDs.See your system administrator if you require assistance with creating thesaved list.b. Enter the name of the saved list in the Saved List Name field.Use Saved List LookUp to find the list you need.If you do not want to use a saved list, leave the Saved List Name field blank.Step 4. In the Register Type field, enter the code for the type of register you want toproduce.See “Register Types” on page 283 for an explanation of register types.This field is required.Step 5. In the Report Dates field, enter a beginning and ending date for the report.The VPRG process select all vouchers with a status corresponding to theselected register type either prior to or during the dates entered here.The beginning and ending dates are both required.Step 6. Use the remaining fields on the VRPG front-end form to select the vouchersyou want purged by the Voucher Purge (VOPG) form.See “Using the VPRG Form to Select Vouchers for Purging” on page 281 formore information.Using Accounts Payable, June 19, 2009 287© 2009 Datatel, Inc.
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Datatel Colleague ® FinanceUsing A
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Table of Contents19 Introduction21
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Table of Contents71 Entering Employ
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Table of Contents127 Using LookUp S
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Table of Contents199 Printing Vouch
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Table of Contents281 Purging Vouche
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Table of Contents347 Voiding and Pu
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Table of Contents417 Batch Check Re
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Using Accounts PayableIntroduction
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Introduction: About This ManualHow
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Introduction: About This ManualTabl
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Introduction: About This ManualTech
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Introduction: Overview of Purchasin
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Vendors5Adding a VendorIn This Chap
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Before You BeginBefore You BeginBef
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Understanding VendorsUnderstanding
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Understanding VendorsYou can enter
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Setting Up Your Vendors Prior to Go
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Vendors9Tracking Vendor ActivityIn
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Tracking Voucher and Invoice Inform
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Using Accounts PayableVouchers
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Vouchers: Understanding VouchersTax
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Vouchers: Understanding VouchersFor
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Vouchers: Creating VouchersEntering
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Vouchers: Creating VouchersCreating
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Vouchers: Creating VouchersAP Types
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Vouchers: Creating VouchersPay Vouc
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Vouchers: Creating VouchersFigure 1
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Vouchers: Printing VouchersUndersta
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Vouchers: Printing VouchersStep 7.
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Paying AR Vouchers ManuallyPaying A
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Accounts Receivable Vouchers59Voidi
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Understanding AR Voucher VoidingVoi
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Viewing AR Vouchers in Accounts Pay
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Reporting on AR VouchersReporting o
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Using Accounts PayableChecks
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Checks: Batch Check ProcessingForms
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Checks: Purging ChecksUnderstanding
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Checks: Purging ChecksIf you define
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Checks: Maintaining the Financial E
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IndexDemographic information for ve
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IndexReportsAP Aging (APAR) 246Cash
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Indexthird-party payments for emplo
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