13 Review and Approve Vouchers

This chapter contains these topics:

After entering vouchers, you can verify their accuracy before posting them to the general ledger.

Navigation

From Accounts Payable (G04), choose Supplier & Voucher Entry

From Supplier & Voucher Entry (G0411), choose Voucher Journal Review

13.1 Reviewing Vouchers

When you review vouchers for posting, you can display a list of batches based on your user ID, the batch status, or a specific date range. For example, you might want to review all batches with a posting status of pending.

When you review a list of batches, you can access transaction detail for a specific voucher batch. For example, you can review the number of vouchers within a batch. You can also select a specific voucher or journal entry.

You can:

  • Review voucher batches

  • Review voucher information

  • Review general ledger information

The review program displays and updates information from the following tables:

  • Batch Control (F0011)

  • A/P Ledger (F0411)

  • Account Ledger (F0911)

See Also:

To review voucher batches

On Voucher Journal Review

Figure 13-1 Voucher Journal Review screen

Description of Figure 13-1 follows
Description of "Figure 13-1 Voucher Journal Review screen"

  1. Display all batches for all users, or limit your search by completing one or more of the following fields:

    • User ID

    • Batch Number

    • Batch Date From

    • Batch Date Thru

  2. To review all unposted batches, leave the following field blank:

    • Batch Status

Field Explanation
Batch Number A number that identifies a group of transactions that are processed and balanced as a unit. When you add a batch, you can either assign a batch number or let the system assign it through Next Numbers. When you change, locate, or delete a batch, you must specify the batch number. The system closes the batch when you return to the menu.
Batch Date From The date of the batch. If you leave this field blank, the system date is used.
Batch Date Thru The ending date of the range for the batches you want to display. If you specify a From date and leave the Thru date blank, the system displays all batches with that batch date and future batch dates.
Batch Status A code that indicates the posting status of a batch. Valid codes are:

blank Unposted batches that are pending approval or have a status of approved.

A – Approved for posting. The batch has no errors, is in balance, but has not yet been posted.

D – Posted. The batch posted successfully.

E – Error. The batch is in error. You must correct the batch before it can post.

P – Posting. The system is posting the batch to the general ledger. The batch is unavailable until the posting process is complete. If errors occur during the post, the batch status is changed to E (error).

U – In use. The batch is temporarily unavailable because someone is working with it.

These valid codes are set up in user defined codes (system 98, type IC).

13.1.1 What You Should Know About

Topic Description
Unlisted batches If the batch review security feature is activated, the system might not list all batches. Instead, the system lists only the batches that you are authorized to review and approve.
Batch totals If you use batch control, the system shows the differences between what you expect to enter and what you actually enter. These differences are shown for both the input total and the number of documents.

If you do not use batch control, the system subtracts your actual entries from zero, resulting in negative amounts in the fields that display the differences.
Multi-Currency batch totals Batch amounts are not currency-sensitive. For flexibility in data entry, you can enter different currencies in the same batch. The system adds the debit amounts of the entries to obtain the batch total.

If you enter transactions with different currencies into the same batch, the system does not adjust for the decimal notations of the different currencies. Instead, you get a hash total. For this reason, many users prefer to enter transactions with each different currency in separate batches.

To determine the expected input total for a batch with currencies that have different decimal places, add the amounts without using a decimal point.

13.1.2 Multi-Currency Batch Totals

You enter vouchers for 10,535.00 EUR and 16,433,500 RUB in the same batch. The system disregards the decimal point in the Russian rubles amount and calculates a hash total. The total amount entered is 17,487,000 (1053500 plus 16433500).

The system displays decimals in the input totals based on the setting in the data dictionary. Using the same figures:

  • If you set the data dictionary to display zero decimals, the system displays 17,487,000.

  • If you set the data dictionary to display two decimals, the system displays 174,870.00.

To review voucher information

On Voucher Journal Review

  1. Follow the steps to review voucher batches.

  2. Choose Detailed Batch Review for a batch.

    Figure 13-2 Voucher Entry Journal Review screen

    Description of Figure 13-2 follows
    Description of "Figure 13-2 Voucher Entry Journal Review screen"

  3. On Voucher Entry Journal Review, choose Review Individual Voucher.

  4. On Voucher Entry, change the information in any field that is not a key field (optional).

13.1.3 What You Should Know About

Topic Description
Batch amounts The gross amount of the voucher appears even if part of the voucher has been paid. The batch total amount includes debit memos.
Reviewing foreign currency vouchers You can review the original currency of each voucher and the domestic currency of the company to which it was entered by reviewing the voucher.
Adding vouchers to an existing batch You can enter additional vouchers into a batch by choosing the last blank line on Voucher Entry Journal Review. The system adds the voucher to the batch when you complete the information on Voucher Entry.
Revising posted batches If you add, change, or void a transaction within a batch that has been posted, the system changes the batch status from posted to your default entry status (either pending or approved). You must post the batch again. The system posts only the changed transactions.

To review general ledger information

Journal Entries Balanced

Field Explanation
Journal Entries Balanced A code that indicates whether the journal entries (JEs) for a document are in balance. Valid codes are:

Y – Yes, JEs are in balance

N – No, at least one of the JEs is not in balance

After you correct an out-of-balance situation, the N code remains until you run the daily system integrity check.

13.2 Approving Voucher Batches

After you enter a batch of vouchers, you might need to approve it prior to posting. This depends on whether your company requires management approval before posting a batch. Based on your company requirements, as defined in the A/P constants, the system assigns either a pending or an approved status to the batch.

The review program displays and updates information from the following tables:

  • Batch Control (F0011)

  • Account Ledger (F0911)

  • A/P Ledger (F0411)

To approve voucher batches

On Voucher Journal Review

  1. Follow the steps to review voucher batches.

    See Section 13.1, "Reviewing Vouchers"

  2. Complete the following field for a batch:

    • Approved

Field Explanation
Approved A code that indicates whether a batch is ready for posting. Valid codes are:

A – Approved, ready for posting.

P – Pending approval. The batch will not post.

If the system constants do not specify manager approval, the system automatically approves batches that are not in error.

13.2.1 What You Should Know About

Topic Description
Preventing a batch from posting To temporarily prevent a batch from posting, change its status from approved to pending.