Costpoint Online Help

Manage Accounts Payable Vouchers

A voucher is an invoice that you have received from a vendor and entered into Costpoint as a payable.

After you enter vouchers into Costpoint, you can review them on the Print Voucher Edit Report screen.

If you need to make corrections, edit the vouchers on the same screen that you used to enter them. When the vouchers are correct—and approved, if approval is required—you can post them to the Accounts Payable files.

Use this screen to enter vendor invoices for which a purchase order has not yet been issued.

  • If you are using an external purchasing system, use the PO Number and PO Release Number fields in the Reference Only group box on the Details tab of this screen to enter the purchase order number and release number. These numbers have no impact on the calculation of commitments.
  • If you are issuing purchase orders through Costpoint, you should enter invoices related to issued purchase orders on the Manage Purchase Order Vouchers screen, rather than through this screen.

You can also use this screen to correct a posted voucher that was charged to the wrong account, project, or organization. This is possible when you enter zero (0) in the Invoice > Amount field, and enter offsetting cost lines in the table window.

AI-Powered Automatic Voucher Approval

You can use this screen to utilize an AI-powered process for automatically approving vouchers that meet approval criteria.

Powered by Dela, Deltek's digital assistant, this feature seamlessly approves routine entries while intelligently flagging exceptions for manual review, reducing manual effort, improving accuracy, and accelerating your workflows with a smarter and more efficient approach.

When you enter and save new vouchers, Costpoint triggers Dela to analyze new voucher data against previously approved vouchers. Dela then determines whether a voucher qualifies for automatic approval based on predefined parameters and the user's Approval Mode in Configure Accounts Payable Dela User Settings:
  • If the approval mode is Enforce, Dela automatically approves the voucher if it meets approval criteria and sends an email notification to the approver.
  • If the approval mode is Recommend, Dela sends an approval recommendation to the approver for review.
  • If the approval mode is Disable, the voucher remains unapproved, requiring manual processing.

To enable this functionality, you must first select Allow Dela Approval in Configure Accounts Payable Voucher Settings and set up user accounts for AI approval authorization in Configure Accounts Payable Dela User Settings.

Intelligent Character Recognition

This screen is integrated with an Intelligent Character Recognition (ICR) tool that allows you to create new vouchers by uploading electronic copies of invoices.

To know more, see Intelligent Character Recognition for Accounts Payable Voucher Creation.

Tabs

This screen contains the following tabs:

  • The Header Info tab contains information used for the voucher as well as recalculation options.
  • The Details tab contains information used for the voucher, but the fields that you can edit are either infrequently changed from the default or are not mandatory for voucher processing.
  • Use the Address tab at any time during voucher entry to edit or enter information relating to the voucher header, such as the vendor to pay, and payment address.
  • Use the Check tab at any time during voucher entry to store information related to manual checks that have been issued against the voucher you are entering.
  • Use the Recur tab to define a new, recurring voucher template. Before defining a new, recurring voucher template, select the Template check box in the header, then access this tab.
  • Use the Subcontractor Info tab to enter subcontractor invoicing information.
  • Use the Notes/Doc Loc tab to record the location of a document containing information that supports the data you are entering.
  • Use the Entry Defaults tab to set up entry defaults and speed up the entry of Accounts Payable vouchers.
Note: The UI profile you are assigned may have caused some fields to be hidden on your screen. For more information, contact your system administrator.