To approve a payable invoice:Use the A/P Preview Queue screen to approve payable invoices. You can only change the data in the Pay On/Post Date and A columns. The rest of the columns on this screen are view-only.
To approve a payable invoice:
From the A/P menu, select A/P Preview Queue to display the A/P Preview Queue screen.
Define the criteria for the invoices you want the system to display. For more information, see Viewing Payable Invoices.
The system displays the selected invoices.
Use the Chng View hot key to toggle between one of the following views:
PayOn – Displays the invoices' due dates. This is the default.
Post Date – Displays the invoices' posting dates.
Payable Status – Displays the invoices' approval statuses.
Note: When you change between the date views, the PayOn hot key changes to the PstDt hot key as appropriate.
Use the Chng View hot key to toggle between one of the following views:
PayOn – Displays the invoices' due date. This is the default.
Post Date – Displays the invoices' posting date.
Payable Status – Displays the invoices' approval status.
Extended Net – Displays the full amount of the net invoice. If the net amount exceeds one million, and the screen displays any of the other views, this field displays an asterisk (*) next to the dollar amount.
Note: When you change between the date views, the PayOn hot key will change to the PstDt hot key as appropriate. In addition, if you set the view and then press Esc, the view chosen when you exited the screen becomes the new default view.
To change due or posting dates, do one of the following:
To change a single date, select the invoice you want to change in the PayOn/Post Date field. Enter a new date to change the due or posting date for an invoice.
To change multiple dates, select the first invoice you want to change. Use the PayOn/PstDt hot key. The system prompts you to move the cursor to the last invoice to change. Press Enter after you have selected the group of invoices.
Note: When you change the date in the PayOn/Post Date column, the system changes the corresponding date in the actual invoice.
To change the approved status of an invoice, do one of the following:
To change a single status, move the cursor to the invoice you want to change in the A column. Enter either Y (approved) or N (unapproved).
To change multiple statuses, select he first invoice you want to approve. Use the Approve hot key. The system prompts you to move the cursor to the last invoice you want to select. After you have selected a string of invoices, press Enter. The system prompts you to confirm the approval by entering Y or N. Enter the appropriate status.
Note: If an invoice is unreconciled, the system displays a message notifying you of the job number and unreconciled balance. It also displays the prompt allowing you to approve the invoice.
To change the amount displayed in the Tots field, use the Tots hot key and select from one of the following:
Approved Items – Displays only approved items for the totals of the Net and Disc columns. This is the default.
Unapproved Items – Displays only unapproved items for the totals of the Net and Disc columns.
Both – Displays both approved and unapproved items for the totals of the Net and Disc columns.
To change the currency, click the dollar sign ($) in the upper right corner of the screen. At the Enter New Currency prompt, press F10 or enter the currency you want to apply. For more information, see Foreign Exchange Rates Overview.
When you have finished approving invoices, print checks to pay them. For more information, see Printing Single Checks or Printing Multiple Checks.
When you print a check from this queue, the system respects the settings in the Minimum Check Amount field and the Max Days Since Posted field on the Check Information screen in Vendor Maintenance. For more information, see Outsourcing A/P Checks.
In addition, the system respects the settings in the Minimum Check Disbursement Amount control maintenance record.
See Also: