Summary

Follow these steps to configure and print the Voucher Register Reports and the associated Approval Document.

Step by Step

1     Open the Voucher Register window (AP> Reports> Voucher Register).

2     Configure the report.

• Select a Batch Process from the drop-down menu.
  • The Approval Document report will display the Fund, Description, Amount and Report Total.
  • The Voucher Register report will display the Voucher number, Vendor, Account Number, Description, Invoice Number, Invoice Date, PO Number, Payment Date, Amount, Check number and Grand Total amount.
  • The Voucher Register By Fund report will display everything in the Voucher Register report and sort the report by fund.
• To include a specified range of vouchers in the report, enter voucher numbers in the Voucher From and Voucher To fields.
  • If you leave these fields blank all the vouchers that meet the other specifications will be included in the report.
• The Date Type field is used to specify how the report will be filtered.
  • When set to History, report results are filtered by the AP History Date for all three available batch processes.
  • When set to Payment, report results are filtered by the AP Invoice Payment Date for all three available batch processes.
• Specify a date range for the report with the Date From and Date To fields.
• Enter a Batch Number or click the field search button   to choose one from a list.
  • If you leave the batch number blank all the vouchers that meet the other specifications will be included in the report.
• The Fund field is used to generate the Voucher Register by Fund report for a single fund.
  • This field is only enabled if Voucher Register by Fund is selected in the Report Type field. If a fund is not specified in the Fund field, the report will include all relevant funds.
• Check the Print totals by voucher number toggle to include voucher totals on the report.
• Check the Print totals by voucher date toggle to include check date totals on the report.
  • These two toggles are only active when printing the Voucher Register report.
• Check the Print blanket voucher messages in footer toggle to display a blanket voucher message on the report. The blanket voucher message is specified on the Voucher tab of the AP Setup window (AP> Utilities> Setup).
  • This toggle is only active when printing the Approval Document report.
• Check the Include records with no voucher number toggle to include those records that do not include a voucher number in the Voucher Register By Fund report.
  • This toggle will only be active when printing the Voucher Register By Fund report.
• Check the Page Break by Fund toggle to include a page break between each fund displayed in the report.
  • This toggle is only enabled if Voucher Register by Fund is selected in the Report Type field.

3     Print the report.

• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook PDF format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once a print option is selected, that option will automatically be selected the next time you access the report. For example, if you select Excel from the drop-down menu, the next time you access the report the Excel button   will be displayed by default.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button   on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.