Payable Detail Page

Use this page to process approvals for the distribution line items in a payable selected in the Approve/Deny Accounts Payables page. The Payable Detail page shows all display distribution items you are eligible to approve or deny.

You can perform the following actions in this page:

• View detailed information for each item, such as approval status, descriptive text, and accounting distribution.
• Approve or deny items one at a time.
• Approve or deny items all at once.
• Mark a distribution item for correction by the person who entered the payable. You can add notes on the corrections needed.
• Enter comments describing your approval actions.

Menu Path:  Fund Accounting > Entry & Processing > Payable Entry > Approve/Deny Payables > search for and select desired payable > click OK

Action Bar Items

The Payable Detail page's Action Bar displays the following items:

The following procedure gives the steps for processing approvals for a payable's distribution items in the Payable Detail page.

Approving or Denying Payable Items in the Payable Detail page

1. Select Fund Accounting > Entry & Processing > Payable Entry > Approve/Deny Payables to display the Approve/Deny Accounts Payables page.
2. In the Approval Criteria section, enter criteria to identify the payables you want to process, and then click OK.
3. In the List section, select the appropriate record, and then click OK to display the Payable Detail page.
   The page shows all of the distribution items you are eligible to approve/deny.
4. To process an individual item, select the item, and then click one of the following. However, consider the actions in Step 5.
   • Approve - to approve the item and change its Status field to Approved.
   • Deny - to deny the item and change its Status field to Denied.
   • Needs Correction - to mark the distribution item for correction by the person who entered it.
   • Clear - to change the item's Status field to Open.
   • Approval Status. - to display the Payables Approval Status window and view all approval actions for the item.
   • Comments - to add a note on your approval actions.
5. To process all the items displayed, click one of the following:
   
   • Approve All - to approve all payments and change their Status fields to Approved.
   • Deny All - to deny all payments and change their Status fields to Denied.

   You then can apply the actions in Step 4 to individual items. For example, if all items are Approved, you can change an individual item to Denied.

6. When you finish processing the distribution items, click OK to return to the Approve/Deny Accounts Payables page. Note the following:

   • If you approved all items for a payable, then its Status field is set to Approved.
   • If you denied all items for a payable, then its Status field is set to Denied.
   • If the payable's items have more than one status designation or if any item is marked for correction, then its Status field is set to Review Detail.

   Important
   The status of the payable's items is only saved temporarily. You must complete this procedure for the approval updates to take effect.

7. Click OK.
8. In the Begin Post? dialog, click Yes.
9. In the Print page, define the settings for the Accounts Payable Approval/Denial report. The report shows the actions you took for the listed records and indicates how the records were processed by the system.
   The report's default filename is postapappr.rpt.
10. Click OK to generate the report and launch the following processes:
    • The status is updated for each distribution item you approved, denied, or marked for correction.
    • Fully approved payable items are posted to the live Fund Accounting database. Vendor checks also can be printed
    • Items marked for correction are removed from the approval process. The appropriate personnel must correct their records and re-submit them.
11. The Post Errors page displays, listing any errors that occurred. Click OK to return to the Approve/Deny Accounts Payables page.