Approve Vouchers

Explanation

Use this activity to approve vouchers from the hold table.

Prerequisites

In order to approve vouchers, the current user must belong to a user group that is authorized to approve vouchers. This is done by using the User Data folder in IFS/Accounting Rules.

If Voucher Approval Workflow is selected in the Voucher Type, users who are involved in the approval process should be defined in the Voucher Approvers window.

System Effects

As a result of this activity, the system can change the selected voucher's status from Awaiting Approval to Approved. Changes can be made in the vouchers and/or they can be updated to the general ledger. Vouchers that are not updated via the Approve Vouchers form at the time of their approval will not reoccur in Approve Vouchers. These  vouchers must be updated either via Voucher Entry or Update GL Vouchers in General Ledger. Vouchers whose status is not changed to Approved will still be shown in Approve Vouchers when you populate the window. Once a voucher is approved, users with authorization level Enter Only will not be able to modify voucher information.

If Voucher Approval Workflow is selected in the Voucher Type upon the voucher approval voucher will be changed to Partially Approved or Approved depending on the number of approvers required in the voucher approval process. Voucher postings cannot be modified when the voucher is changed to Partially Approved or Approved as code strings and the amount is already validated during the voucher approval.

Window

Approve Vouchers

Voucher Approval

Related Window Descriptions

Approve Vouchers

Voucher Approval

Procedure

To approve several vouchers in one step: 

  1. Open the Approve Vouchers window.
  2. Populate or query for specific vouchers. You can only view vouchers that you are allowed to approve, depending on the user group to which you are connected.
  3. Mark the vouchers to be approved and select Approve Voucher by using the right mouse button menu option.
  4. If you choose not to update the vouchers to the general ledger, the vouchers will not appear in the Approve Vouchers window again, but you can still reach them through the Voucher Entry window.

If Voucher Approval Workflow is selected for the Voucher Type:

  1. Open the Voucher Entry/Voucher Approval tab.
  2. Select the row with your user id as the approver or the approver group that you belong in to,
  3. Select Approve by using the right mouse button menu option. If two approvers are required in the approval process voucher status will be changed to Partially Approved upon the first approval. Subsequent approval by the second approver will change the status to Approve.
  4. If you choose to cancel the approval select Cancel Approval right mouse button menu option.