Voucher Approval

Overview of AP13

Voucher Approval is an application that allows staff to approve vouchers at various levels before checks are created. Checks cannot be created from unapproved vouchers. Initially all vouchers that are created are automatically marked with a status code of OP for open and a current approval level of zero (0) meaning “unapproved”. After a voucher has been approved, users still have the option to unapprove a voucher, provided the check has not yet been created. Vouchers that are paid are marked with a status code of PD and are not considered for review by the program. The number of approval levels required is entered in a setup screen. The highest approval level is 4. Individual authorization approval level is determined by user login. If voucher approval is activated, DDI-Connect will create checks only for vouchers that have been approved to the highest level.

• From the DDI Connect main menu, double-click Accounts Payable
• Double-click Voucher Approval. You will see a screen similar to this one:

Security

Approval related security is granted by the presence of "APAPPR" group security

Approving Vouchers

To approve vouchers, you must open the batch that you wish to review and approve. You can do so by double-clicking the batch or by clicking the batch once and selecting Open. You will see this screen:

To view a voucher, you can double-click it or click it once to highlight and then click View. This will bring you to the Voucher Entry screen. When you have finished viewing the voucher, click Exit to return to the Voucher Approval screen.

You can choose to approve vouchers individually by clicking them once to highlight and then clicking the Approve button. Or, you can approve all vouchers in a batch by clicking Appr All on the toolbar. If you select Appr All, you will see this message:

If you are sure you wish to approve, click Yes.

Unapproving Vouchers

To unapprove a voucher that has been approved, click it once to highlight and select Unapprove. This will set the voucher approval level back to 0.