Activating Voucher Authorization

You can turn the Voucher Authorization feature on or off using the Purchasing Parameters form. After you activate voucher authorization, you can also set up voucher tolerance criteria to allow flexibility in authorizing vouchers.

  1. On the General tab, select the Voucher Authorization check box.
  2. To save your selection, select Actions > Save.

Special authorization is required to update purchasing parameters. See your system administrator for assistance.

When you activate Voucher Authorization, you can update the Auth Status and Authorizer fields on the A/P Vouchers and Adjustments form. The vouchers to post are determined by the value in the Auth Status field.

The Auth Status field has three possible values: Authorized, Failed, and/or Matched. If the purchase order's planned cost equals the voucher's cost, or is within the acceptable tolerance limit, the voucher is assigned a status of Matched; otherwise, the voucher is assigned a status of Failed. If the vouchers can be posted, the Auth Status field is updated to Authorized when you start the Voucher Authorization utility.

When you create vouchers automatically from purchasing, these rules are followed:

  • The Authorizer field default value comes from the purchase order's Buyer field.
  • The system assigns all returns or adjustments an authorization status of failed.
  • Variances between expected freight, miscellaneous charges, etc., do not cause the system to set the authorization status to failed.

When you create vouchers manually from Accounts Payable, these rules are followed:

  • The system always assigns to vouchers an authorization status of failed.
  • Any time a voucher is updated, the system assigns it an authorization status of failed.
  • The Authorizer field is required if the Auth Status field is set to Authorized.