Approving Payable Invoices

Use the A/P Preview Queue to approve payable invoices. You can only change the data in the Pay On Date,/Post Date and Approved columns. The rest of the columns on this screen are view-only.

To automatically approve invoices for payment that have an exact match to their purchase order, or are within the over/short parameters set for the vendor or in the A/P Over/Short Maximum Parameterscontrol maintenance record, see Automatically Approving Invoices with P/O Variances.

To approve payable invoices:

From the A/P menu, select A/P Preview Queue to display the A/P Preview Queue window.
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 Edit menu to select one of the following views:

To...	Select this menu option...
display the invoices' payable amount	Edit > Payable
display the invoices' due date. This is the default.	Edit > Pay On Date
display the invoices' approval status	Edit > Approve Status
display the invoices' post date	Edit > Post Date
resolve a variance between the invoice and purchase order	Edit > Resolve PO Variance

To change due or posting dates, do one of the following:

To change a single date, move the cursor to 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, place the cursor on 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 string 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 Approved column. Enter either Yes (approved) or No (unapproved).
To change multiple statuses, place the cursor on the first invoice you want to approve and then select the invoices you want to change. After you select a string of invoices, press Enter. The system prompts you to confirm the approval by entering Yes or No. Enter the appropriate status.

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 view a breakdown of the amount listed in the Totals area, from the Edit menu, select View Totals and review the following:

Approved Items - Displays only approved items for the totals of the Net and Discount columns. This is the default.
Unapproved Items - Displays only unapproved items for the totals of the Net and Discount columns.
Both - Displays both approved and unapproved items for the totals of the Net and Discount columns.

To change the currency, from the Edit menu, select Currency Exchange to display the Currency Exchange window.

In theCurrencyfield, select or enter the currency you want to apply. TheExchange Ratefield displays the exchange rate, which reflects the information set in the Exchange Rate Maintenance window. For more information, see Foreign Exchange Rates Overview.

When you have finished approving invoices, print checks to pay them or pay by credit card. For more information see Printing Single Checks or Printing Multiple Checks.

Note: You must be assigned the AP.PREVIEW.QUEUE.EDIT authorization key to display the queue in edit-mode and the AP.PREVIEW.PRINT.CHECK authorization key to print checks from the queue.

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 window in Vendor Maintenance. For more information, see Outsourcing A/P Checks. In addition, the system respects the settings in the Minimum Check Disbursement Amountcontrol maintenance record.