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

1Open thePrint Voucherswindow (AP Reports Print Vouchers).

2Complete the report options.

• TheBatch Numberfield is used to specify the source AP Invoices batch that includes the vouchers you wish to print.
  • Click theBatch Numberfield search buttonto 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.
• TheSort Byfield is used to set the vouchers to sort by Vendor Name or Vendor Number.
• Check theBreak By Vendortoggle to start a new page for each vendor included in the vouchers.
• Check theShow Tax Amounttoggle to include tax amounts as separate line items for each vendor included on the printed vouchers.
• Check theSuppress Voucher Headingand/or theSuppress Voucher Certificationtoggles 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 theVoucher HeadingandVoucher Certificationfields as specified on the AP Setup window (AP Utilities Setup).
• Check thePrint Signaturetoggle 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.

3Print the report.

• Once the required report settings have been specified, click the Print buttonto 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 iconnext 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 clickSUBMIT.
• 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 buttonon 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. Hover over the Info iconto view the parameters on the previous report.
  • This section will display the last three times the report was generated.