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Contents of the Print Voucher Edit Report Screen

Use the fields and options to configure the Print Voucher Edit Report screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Use the fields in this block to sort data by vendor group, entry user, vendor, or voucher, or to specify a range option.

(1st Sort)

Field Description
(Select)

Use this drop-down list to highlight the first field by which you want to select vouchers. Valid options are:

  • Vendor Group
  • Entry User
  • Vendor
  • Voucher
  • Posting Sequence
Option

Use this drop-down list to select the range to include. Valid options are:

  • All: Select this option to include all available records (for example, all vendors). The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one record and then enter that record in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of records. Enter the beginning record for the range in the Start field and enter the ending record of the range in the End field.
  • From Beginning: Select this option to include a range of records that begins with the first of all the available records and ends with the record that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of records that begins with the specific record that you enter in the Start field and ends with the last of all the available records. The End field is disabled for this option.
Start

Enter, or click to select, the starting record for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending record for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

(2nd Sort)

Field Description
(Select)

Use this drop-down list to specify an additional field to be used in conjunction with your selection in the first selection group box to limit the vouchers that display on the report. Valid settings are:

  • Entry User
  • Vendor
  • Voucher

The voucher must satisfy both selection criteria to display on the report. For example, if, in addition to selecting by Entry User, you specify a range of Voucher numbers for the Second Sort option, only those vouchers that entered by the entry user specified in the first selection that also fall within the range of voucher numbers specified in the second selection are included on the report.

If you do not want to add any selection criteria, leave the default (None) in this field.

Option

Use this drop-down list to select the range to include. Valid options are:

  • All: Select this option to include all available records (for example, all vendors). The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one record and then enter that record in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of records. Enter the beginning record for the range in the Start field and enter the ending record of the range in the End field.
  • From Beginning: Select this option to include a range of records that begins with the first of all the available records and ends with the record that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of records that begins with the specific record that you enter in the Start field and ends with the last of all the available records. The End field is disabled for this option.
Start

Enter, or click to select, the starting record for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending record for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

(3rd Sort)

Field Description
(Select)

Use this drop-down list to specify an additional field to be used in conjunction with your selections in the first and second selection group boxes to limit the vouchers that display on the report. Valid settings are

  • Entry User
  • Vendor
  • Voucher

If you do not want to add any selection criteria, leave the default (None) in this field.

Option

Use this drop-down list to select the range to include. Valid options are:

  • All: Select this option to include all available records (for example, all vendors). The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one record and then enter that record in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of records. Enter the beginning record for the range in the Start field and enter the ending record of the range in the End field.
  • From Beginning: Select this option to include a range of records that begins with the first of all the available records and ends with the record that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of records that begins with the specific record that you enter in the Start field and ends with the last of all the available records. The End field is disabled for this option.
Start

Enter, or click to select, the starting record for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending record for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Fiscal Year

Field Description
Option

This non-editable field displays a value of One.

Start

Enter, or use the drop-down list to select, the fiscal year of the vouchers you want to include on the report.

Period

Field Description
Option

Use this drop-down list to select the range to include. Valid options are:

  • All: Select this option to include all available records (for example, all vendors). The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one record and then enter that record in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of records. Enter the beginning record for the range in the Start field and enter the ending record of the range in the End field.
  • From Beginning: Select this option to include a range of records that begins with the first of all the available records and ends with the record that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of records that begins with the specific record that you enter in the Start field and ends with the last of all the available records. The End field is disabled for this option.
Period (Start)

Enter, or click to select, the starting period of the vouchers that you want to include on the report.

Subperiod (Start)

Enter, or click to select, the starting subperiod of the vouchers that you want to include on the report.

Period (End)

Enter, or click to select, the ending period of the vouchers that you want to include on the report.

Subperiod (End)

Enter, or click to select, the ending subperiod of the vouchers that you want to include on the report.

Options

Use the fields in this block to further define the data that displays on the report.

Field Description
Voucher Type

Select one of the following options to specify the voucher type:

  • AP: Vouchers that were entered on the Manage Accounts Payable Vouchers screen that are not recurring vouchers.
  • PO: Vouchers that were entered in the Manage Purchase Order Vouchers screen.
    Note: This option displays only if you are licensed for Purchasing.
  • AP Template: Vouchers that were identified as voucher templates on the Manage Accounts Payable Vouchers screen. If you select this setting, the Recurrence Status group box does not apply and both the Recurring and Nonrecurring options are inactive.
  • PR: Vouchers that were created from Payroll.
    Note: This option displays only if you are licensed for Payroll.
  • TE - Expense: Vouchers that were entered on the Manage Accounts Payable Vouchers screen or created by importing expense reports into Costpoint through the Import TE Expenses/Advances screen.
  • TE - Advance: Vouchers that were created by importing advances into Costpoint through the Import TE Expenses/Advances screen.

If you need to review any of the voucher types, run the report individually for each voucher type.

If you select AP or PO as the Voucher Type and there are reversed vouchers included, the Original Voucher field displays on the report.

Show

Use the fields in this group box to add additional detail to the standard voucher edit report. You should select only the check boxes that provide information that is relevant to your setup. Each check box that you select causes one additional line per voucher line to print on the report.

If there are a lot of vouchers with multiple lines, the length of the report could become much longer.

Field Description
Account Names

Select this check box to print the names of the accounts on the report. An additional line prints for each line of the voucher that contains the name of the account, organization, and project to which the line is charged. The names display directly below the numbers with which they are associated.

Tax and Discount Line Detail

The tax and discount information prints on the report at the summary level in the standard report. If you need to see the breakdown of the tax and discount information at the voucher line level, select this check box. An additional line prints for each voucher line that details the tax and discount amount associated with that line.

Line Notes

Select this check box to print the notes entered for each voucher on the report. The notes section can take up a large amount of space on the report, if you entered lengthy notes for the voucher. If you did not enter notes for the voucher, the notes section is suppressed for that voucher.

Reference Numbers

If you are using the reference number capability, select this check box to verify the data entry of the reference number information. An additional line prints for each voucher line that details the reference number to which the line has been charged.

Posting Status

Use the options in this group box to specify whether the report is for unposted or posted vouchers.

  • Unposted Only
  • Posted Only

Remittance Status

Select the applicable check box. Valid options are:

  • Paid
  • Unpaid

Approval Status

Select the applicable check box. Valid options are:

  • Approved
  • Unapproved

Recurrence Status

Select the applicable check box. Valid options are:

  • Recurring
  • Nonrecurring

    If you select the AP Template option in the Voucher Type group box, Recurrence Status does not apply.

Sort By

Field Description
1st Sort

This non-editable field displays the 1st sort that you selected in the Selection Ranges block.

Page Break

Select this check box to insert a page break after each selected item.

2nd Sort

This non-editable field displays the 2nd sort that you selected in the Selection Ranges block.

Page Break

Select this check box to insert a page break after each selected item.

3rd Sort

This non-editable field displays the 3rd sort that you selected in the Selection Ranges block.

Page Break

Select this check box to insert a page break after each selected item.