Summary

The Print Vouchers Report is used to print the vouchers in an existing AP Invoices batch. This report is only available to agencies using the NY Vouchers process.

Step by Step

1     Open the Print Vouchers window (AP> Reports> Print Vouchers).

2     Complete the report options.

• The Batch Number field is used to specify the source AP Invoices batch that includes the vouchers you wish to print.
  • Click the Batch Number field search button to select a batch from a list. Both committed and uncommitted batches will display in the Batch Selection window. Change the Batch Status field to display only committed or uncommitted batches.
  • Select a batch and click the Select button.
• The Sort By field is used to set the vouchers to sort by Vendor Name or Vendor Number.
• Check the Break By Vendor toggle to start a new page for each vendor included in the vouchers.
• Check the Show Tax Amount toggle to include tax amounts as separate line items for each vendor included on the printed vouchers.
• Check the Suppress Voucher Heading and/or the Suppress Voucher Certification toggles to prevent the text entered on the AP Setup> Vouchers tab from displaying on the printed vouchers.
  • If these toggles are not checked, each voucher will display the contents of the Voucher Heading and Voucher Certification fields as specified on the AP Setup window (AP> Utilities> Setup).
• Check the Print Signature toggle to include a voucher signature line on the printed vouchers.
  • The voucher signature can be added or edited on the Vouchers tab of the AP Setup window (AP> Utilities> Setup> Vouchers tab> Voucher Signature field).
• The vouchers will display the Date, Invoice Number, Description, GL Account Number, Voucher Amount, Vendor Number, Vendor Name, Vendor Address, Voucher Number, Fund Number, and Totals by Vendor.

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.