Voucher Configuration
Parameters & Settings:
Before using the AP Voucher module, the system administrator should check that all Control Parameters and Settings related to the module are set according to the needs of their company. It is important to consider Image Documents if that feature is going to be used to any degree, and the accounts team should also agree how to handle AP Invoice Enquiry in general so that there is a unified approach.
The following Control Parameters affect the use of vouchers:
| Name | Valid Values | Category | Description |
|---|---|---|---|
| AP Voucher Auto Requester | <PO Purchaser, PO Approver, Job Manager, Job Account Manager> | Interface | Specifies the Function to use for auto setting the AP voucher requester for auto workflow submission. This Function person will be the recipient if the voucher is sent back or declined in the workflow. No requester is interpreted as manual submission of vouchers. Setup this value from Extraction Downloader. |
| AP Voucher Workflow Comments | <Yes, No> | Purchasing | Enables AP Voucher review and approval workflow comments. |
| Default AP Voucher Workflow Type | {A valid Workflow Type ID} | Interface | Workflow Type to be used in the auto submission of AP Vouchers into workflow. Setup this value from Extraction Downloader. |
The following Settings affect vouchers:
| Description | Details |
|---|---|
| AP Voucher Workflow Email Enabled | Determines whether or not AP Voucher Workflow emails are enabled. |
| Email AP Vouchers on Approval | Email of AP Vouchers if the setting is set to Yes |
| New AP Vouchers To Process Email | Determine people who will receive new AP Vouchers email notifications. *This setting is designed to be applied to administrators. The system will send an email about any new voucher that is created but has not been submitted. It is designed to notify someone that the voucher is currently not in a workflow as it has not been submitted yet. |
| Voucher Assigned Email | Determine if email should be sent when vouchers are assigned. |
| Voucher Lines | Comma separated list of AP Voucher line columns to be displayed. It defaults to: Description, Code, Unit, Quantity, Rate, Value Excl Tax and excludes Discount Percent, Line Date, Line PO Number, Line Docket Number, Line Tax, Value Incl Tax |
It is also important to ensure that all Users are given appropriate access to the AP Vouchers Site Map item, appropriate Roles, and Profit Centre Groups access.
See Data Extraction Downloader for information about the Image Documents module.
Workflow Configuration:
Workflow Schema configuration has been enhanced for AP vouchers and supports the selection of a Function as an alternative to a named Person on a Review step.
Step Tab:
- The Function is resolved into a Person when the document is submitted to the workflow based on the document's data.
- The Person that is selected based on the Function is displayed by the [WFlow|Msg] button in Voucher Details.
- The Functions supported are:
- Limit specifies the mandate for the respective Person/Function
- Derive Limit is only available for the PO Approver Function and resets the Limit to zero (0.00), then applies the Derived Limit for 'PO Approver' as per the 'PO Approvers Limit' Setting.
- Value Review Type determines the review workflow behaviour:
- Multiple Value – Requires review from all specified reviewers up to the required mandate.
- Single Value – Requires review from only the person with the minimum required mandate. The option to select another person with a sufficient mandate remains.
- Technical Review is an optional parallel review process and does not apply to vouchers.
- The permissions “Workflow Reviewer” and “Workflow Approver” are useful for validating workflow functions. They are granted by default to the global "General" role in order to limit disruption to Purchase Requisition workflows. Remove these permissions from the General role if required for your voucher process, but different Purchase Requisition roles should be created if that module is used.
- The standard workflow behaviour is to assign a reviewer or approver that is different to the prior step to avoid actioning by the same person.
- Note that Voucher Credits are a separate Document Type and require their own workflow.
Entities Tab:
- This section allows you to define the operating criteria for documents using this workflow.
- As an example, in the above image the voucher must be from a supplier company in the Default Company Financial Company to use this workflow.
- You can define criteria at the Profit Centre or Job level, and multiple criteria may be layered together, e.g. a workflow could be applicable only to jobs A, B, and C but not other jobs.
AP Voucher Default Coding
AP Vouchers now support supplier-based default coding. This is useful for routine overhead invoices which do not have POs or Dockets, such as telephone bills, where the job, activity, and work centre does not change.
• Configure the setting "Default Voucher Coding" per supplier company as required.
• For each Company, specify the default Job Code, Activity Code and Work Centre Code as comma-separated text.
• The default coding will be applied to uncoded / manual lines for vouchers matching the company.
• Voucher lines derived from POs and Dockets will retain their initial coding.