Example of Approver Number and Category Code 7 Update
The following example illustrates an issue that you might encounter if you do not update the Accounts Payable Ledger table.
You set up Dominique Abbott (address book number 4002) as the approver for A & D Parts (supplier number 4005) vouchers. On June 1, you enter two vouchers for A & D Parts using Voucher Logging Entry. The Supplier Master Information for A & D Parts shows Dominique Abbott is the approver for these vouchers. On June 2, Dominique Abbott leaves the company without redistributing the vouchers that you entered.
Dominique Abbott is replaced by Melvyn Easter (address book number 6000). On Supplier Master Information, you change the approver number for vouchers for A & D Parts from 4002 (Dominique Abbott) to 6000 (Melvyn Easter). On June 10, you enter another voucher for A & D Parts. Melvyn Easter is the approver for this voucher.
On June 15, Melvyn Easter is ready to redistribute the logged vouchers. This table illustrates the information in the Accounts Payable Ledger table.
Date |
Transaction Records |
Approver Number |
|---|---|---|
06/01/98 |
PV 3285 |
4002 Dominique Abbott |
06/01/98 |
PV 4267 |
4002 Dominique Abbott |
06/10/98 |
PV 5342 |
6000 Melvyn Easter |
Melvyn Easter enters his approver number (6000) on the Work With Voucher J. E. Redistribution form. The system displays vouchers that have Melvyn Easter (number 6000) as approver as follows:
If you do not update approver and category code 7 information, the Work With Voucher J. E. Redistribution form displays only PV 5342 because this is the only voucher that has Melvyn Easter (number 6000) as approver. PV 3285 and PV 4267 still have Dominique Abbott as approver.
If you update approver and category code 7 information, the Work With Voucher J. E. Redistribution form displays all three vouchers because the program has read the supplier record for A & D Parts and changed the approver for all open vouchers to 6000 (Melvyn Easter).
Note: Run this update program during off-peak hours and ensure there no users are on the system.