Activating Voucher Authorization

You can turn the Voucher Authorization feature on or off using the Purchasing Parameters form. Once 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. In the Voucher Tolerance Over field, enter the upper tolerance factor percentage.
3. In the Voucher Tolerance Under field, enter the lower tolerance factor percentage.

   NOTE: The tolerance factor cannot be greater than 100 percent or a negative number.

4. To save your selection, select Actions > Save.

You need special authorization 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 system determines the vouchers to post, depending on 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 unit material cost equals the voucher's cost or is within the acceptable tolerance limit, the system assigns the voucher a status of Matched; otherwise, the voucher is assigned a status of Failed. If the vouchers can be posted, the system updates the Auth Status field to Authorized when you start the Voucher Authorization utility.

When you create vouchers automatically from Purchasing, the system follows these rules:

• 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, the system follows these rules:

• 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.

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